Vehicle Workspace
Keep a vehicle's details, listing, costs, files, and buyer interest in one place.
The vehicle workspace keeps your team information and public listing together. Update the vehicle, review its activity, and publish it when it is ready.
Open a vehicle
- Go to Inventory.
- Search or filter for the vehicle.
- Select its row to open the full workspace.
Use the vehicle header for status, branch, and other actions. Use General, Details, Listing, Expenses, and Documents for the rest of the work.
General: review activity and interest
The General tab shows what has happened around the vehicle:
- Activity shows changes and notes in time order.
- Transactions shows recent deals linked to the vehicle.
- Interested Contacts shows shoppers connected through the dashboard or storefront.
Add a note when the next person needs an update about preparation or a buyer conversation. Notes are for your dealership team, not storefront visitors.
Details: keep vehicle information current
Use Details for structured vehicle data. Its sections cover:
- General identifiers, including title, stock number, VIN, and condition
- Year, make, model, trim, type, and body style
- Mileage, color, engine, fuel, transmission, drive type, and doors
- Asking price, retail price, and how the price appears to shoppers
- Title status and its related rebuilt or salvage information
- Vehicle source
- Vehicle custom-field values
DealerSpot can generate a title from the identifying fields, but the title remains editable. A stock number is created automatically when needed. VIN and stock number remain unique within the dealership.
Choose how the price appears
| Strategy | Storefront behavior |
|---|---|
| Contact to See | Invites the shopper to contact the dealership for price |
| Fixed | Presents the asking price as fixed |
| Negotiable | Presents the asking price as open to negotiation |
Listing: shape the customer presentation
The Listing tab manages the public-facing content:
- Website channel availability
- Listing title
- Description
- Original source URL for dashboard traceability
- Listing images and image order
The original source link is for your team and does not appear on the public vehicle page.
The sparkle button can create a title or description from saved vehicle details. It does not ask for special instructions. Treat the result as a draft: check every fact, adjust the wording to sound like your dealership, and save the finished version.
Only a Listed vehicle assigned to the storefront's branch appears publicly. Draft and Sold records remain internal even when their listing content is complete.
Expenses: keep costs with the vehicle
Use Expenses for acquisition, repair, labor, storage, detailing, parts, and other vehicle costs. The tab shows total spent, number of expenses, and the highest expense. These entries also appear in profit and operating-cost reports.
Add a separate expense for each meaningful cost so your team can see where the money went.
Documents: generate and manage supporting files
Documents includes a Window Sticker plus uploaded PDFs and images. The sticker uses current vehicle information and includes custom values only when they are both Visible and Public.
Keep sensitive files out of Documents
Uploaded files do not appear on the storefront, but anyone with a file's direct link may be able to open it. Upload only non-sensitive vehicle material.
Change status deliberately
| Change | Result |
|---|---|
| Draft to Listed | Publishes the vehicle on the assigned branch storefront |
| Listed to Draft | Removes it from the storefront while retaining the record |
| Any status to Sold | Removes it from public inventory |
Completing a transaction presents a separate choice to mark the linked vehicle Sold. The transaction does not force that status in every case. Canceling a linked transaction changes the vehicle to Listed.
A reliable review sequence
- Confirm identifiers and specifications in Details.
- Add preparation and ownership costs in Expenses.
- Keep only non-sensitive supporting files in Documents.
- Review buyer interest and recent activity in General.
- Complete the public copy and images in Listing.
- Check the branch, price display, and public custom values.
- Change the status to Listed when the vehicle is ready.