At 8.10 on a Saturday, the delivery coordinator at a dealership walks out to prepare three new cars for handover. The wash bay pump is tripping every few minutes, one of the two handover bay downlights is out, and the yard gate motor stopped halfway open overnight. The first customer is due at ten. Someone rings an electrician from memory, someone else texts the wash bay supplier, and the gate stays wedged with a witches hat until Monday.
For a dealership, delivery day is the moment the customer remembers. The car is sold, the finance is done, and the last impression is a clean car under good lights in a tidy handover bay. Across a dealer group, the same Saturday can bring a wash bay down at one site, a flickering yard light at another and a showroom door that will not close at a third, each handled by whoever picks up the phone.
OpsChase puts every wash bay, handover bay and yard fault across your dealerships on one board: the fault is raised with a photo against the site and the bay, it goes to your own team or your contractors and is followed up until the work is done, and group facilities can see which sites still have open faults before the next delivery.
From a tripping pump to a work order
The delivery coordinator, a detailer or the service manager raises a work order from their phone against the site and the area: wash bay pump tripping, handover bay downlight out, yard gate stuck half open. They add a photo and a note, and mark whether deliveries can still go ahead around it.
A yard hand or maintenance person on staff can take the small jobs straight away, such as resetting a trip switch or swapping a globe, and close them on the same work order. Anything that needs a licensed trade goes out to your contractors with the details already on the job, so nobody rings the dealership back to ask which bay it is.
OpsChase looks after the buildings, the bays and the people who work on them. Vehicle stock, deals, finance and workshop bookings stay in the dealer systems you already use.
Your contractors per site and per trade
The electrician who knows the switchboard at your oldest dealership may not cover the new site on the other side of town. Set the order of your contractors per site and per trade, including any firm the manufacturer requires for branded signage or showroom fit-out.
The faults that hold up a delivery
- Wash and detailing bays. Pumps, hoses and pressure washers go to plumbing; water recycling and treatment units go to water treatment; oil and silt separators that need pumping out go to waste.
- Lights and power. Handover bay downlights, yard floodlights and dead power points go to electrical; portable equipment due for testing goes to test and tag.
- Gates and security. Yard gate motors and security cameras go to security; damaged yard fencing goes to fencing; a showroom lock that will not turn goes to locksmith.
- Showroom and handover areas. Sliding doors go to doors and shutters; air conditioning goes to heating and cooling; cracked display glass goes to glazing; customer toilets go to plumbing or washroom hygiene.
- Signs and surfaces. Pylon and fascia signs out of light go to signage; broken yard concrete goes to concreting; spills in the handover bay go to cleaning.
Attend-by times set around deliveries
Every job carries an attend-by time that fits the risk: within the hour for a yard gate that will not secure or a showroom door that will not lock; the same day for a wash bay down before a delivery; within the week for a faded wall in the customer lounge.
Add a note on when the contractor can work on site: before the doors open, between deliveries, or after close with the manager’s sign-in. Late jobs show against your response targets, so group facilities can see which sites are still waiting before Saturday, not after the customer has left.
Compliance and site access before anyone is booked
Keep licence, public liability, induction and site-access details on file for each contractor firm through contractor compliance, so the dealership can check them before booking. Add site notes on where contractors sign in, where to park clear of customer cars, which areas need an escort, and where the switchboard and gate keys are kept.
Proof before the bay goes back into use
Set proof templates per job type: before and after photos, a note from the contractor, and a certificate where electrical or gas work needs one. With proof of completion on the work order, the delivery coordinator knows the wash bay is working before booking the next handover, instead of finding out with a customer waiting.
Faults that keep coming back
Some faults return every few weeks: the same wash bay pump, the same gate motor, the same yard light. With Assets & planned maintenance switched on, each pump, water treatment unit, gate, sign and air conditioning unit keeps its own job and service history, and you can run planned maintenance such as separator pump-outs, gate servicing and sign checks through scheduling on the same board as reactive jobs. When the wash bay pump trips again, every visit is on the record, so the call between another repair and a replacement is made on what happened, not on memory.
What group facilities sees on one board
With every dealership on one board:
- Faults come in with a photo, the site and the bay.
- Your own team takes the small jobs; your contractors are set in the order you choose for each site and trade.
- Attend-by times put gates, doors and wash bays before cosmetic work.
- Photos, notes and certificates are attached to the work order.
- Group facilities sees every open job across the dealer group in one view.
For hoists, compressors and showroom comfort, read dealerships: workshop bays and showrooms back on roster. For the wider picture across sites, read about multi-site maintenance.
Starting with one dealership
Pick the dealership with the busiest delivery calendar. Import its bays, yard and showroom areas, the contractor book and the trades each firm covers. Set roles for the delivery coordinator, the service manager, the dealer principal and group facilities. Set proof templates for electrical, plumbing, gates and signage. Raise the next wash bay or yard fault into OpsChase instead of a phone call, then add the next site.
Read the dealerships industry page or book a demo with your site list and contractor book. Check pricing when you are ready to put every dealership on one board.
A customer collecting a new car should see a clean car under working lights, not a gate held open with a witches hat.