System Settings & Configuration
Configure your dealership's business rules, manage users and permissions, set up integrations, and maintain system security
Settings Overview
Settings Categories
Core business information and operational parameters
Team member accounts and access control
Define what each user role can access
Multi-location dealership configuration
Third-party system connections and APIs
Personal user preferences and account details
Access Settings
Click "Settings" from the main navigation menu. The Settings area is organized into sections, each handling different aspects of your system configuration.
Business Settings
Company Information
From the Settings menu, click "Business Settings" to configure core business information.
Basic Business Details
- • Business Name: Legal business name for contracts
- • DBA Name: Trade name if different from legal
- • Business Address: Primary business location
- • Contact Information: Phone, email addresses
Legal and Tax Information
- • Tax ID Number: Federal EIN
- • State Tax ID: State-specific tax IDs
- • License Numbers: Dealer license, sales permits
- • Business Structure: Corporation, LLC, etc.
Financial Configuration
Default Rates and Fees
- • Interest Rates: Min/max rates and tiers
- • Documentation Fee: Standard doc fee
- • Late Fee: Amount and grace period
- • NSF Fee: Returned payment fee
- • Down Payment: Minimum requirements
- • Sales Tax: Base rate and additional taxes
- • Registration Fees: Standard vehicle costs
- • Title Fees: Transfer and processing fees
Loan Terms & Approval Workflows
- • Standard Terms: 12-72 months options
- • Payment Frequency: Monthly, bi-weekly, etc.
- • Auto-approval Limits: No manager approval needed
- • Approval Hierarchy: Who approves different deals
- • Credit Decision Matrix: Score tiers and guidelines
- • Required Documentation: What docs are needed
Operating Hours Configuration
Set business hours for different departments (sales may have extended hours):
- • Standard business hours (Monday-Friday)
- • Weekend hours and holiday schedules
- • Department-specific hours (Sales, Service, Finance)
User Management
Adding New Users
Click "User Management" from the Settings menu to manage team member accounts.
- 1Click "Add New User" button
- • Enter full name, email address, phone number
- • Select job title and department
- • Set username and temporary password
- 2Configure Account Settings
- • Account status: Active, Inactive, Suspended
- • Login permissions: System, mobile app, both
- • Location access for multi-location dealerships
- 3Assign Roles and Permissions
- • Primary role: Administrator, Manager, Sales Agent, etc.
- • Additional permissions: Override, reporting access
- • Customer contact permissions
Managing Existing Users
Account Maintenance
- • Find user in User Management list
- • Click user's row to open profile
- • Update contact information as needed
- • Change roles, departments, or status
Password Management
- • Reset password: Generate new temporary
- • Force password change at next login
- • Enforce complexity requirements
- • Configure account lockout policies
Deactivating Users
When team members leave:
1. Change status to Inactive (preserves audit trail)
2. Reassign activities and customer accounts to other users
3. Transfer ownership of deals and tasks
Never delete user accounts - deactivate to preserve history
Roles & Permissions
Understanding Role-Based Access
Click "Roles & Permissions" to define what each user role can access and modify.
Permission Categories
- • Data Access: View, edit, delete customer/vehicle data
- • Functional: Deal management, payment processing
- • Administrative: User management, system settings
- • Reporting: Generate reports, export data
Data Security Levels
- • Full Access: View, create, edit, delete
- • Edit Access: View, create, edit (no delete)
- • View Only: Can view but not modify
- • Assigned Only: Only data assigned to them
Predefined Roles
Administrator Role
- • Full system access - can access all features and data
- • User management - create and manage all user accounts
- • System configuration - modify all settings and rules
- • Override capabilities - can override system warnings and limits
Manager Roles
- • Sales Manager: Team management, deal approval
- • Finance Manager: Loan portfolio, payment processing
- • Service Manager: Service operations, warranties
- • General Manager: Overall operations, strategic planning
Staff Roles
- • Sales Agent: Customer management, deal entry
- • Finance Agent: Payment processing, basic collections
- • Service Advisor: Service appointments, work orders
- • Collector: Delinquent account management
Creating Custom Roles
To create custom roles (e.g., "Assistant Manager"):
- 1. Click "Create New Role" and enter name/description
- 2. Select department assignment and base role to inherit from
- 3. Configure module access and data permissions
- 4. Set functional permissions and override capabilities
Location Settings
Single vs. Multi-Location Setup
Click "Location Settings" to configure multiple dealership locations.
Single Location Configuration
- • Location Name: Appears in reports
- • Physical Address: Complete address
- • Contact Information: Phone, fax, email
- • Business Hours: Operating hours for this location
- • Tax Jurisdiction: Local tax rates
Multi-Location Setup
- • Add New Location: Configure each location separately
- • Inventory Sharing: Can locations share stock?
- • Customer Sharing: Cross-location customer access
- • Reporting: Consolidated vs. location-specific
- • User Access: Multi-location user permissions
Regional Compliance & Operations
State-Specific Regulations
- • Licensing Requirements: Different state requirements
- • Interest Rate Limits: State-specific usury laws
- • Collection Regulations: State collection law compliance
- • Documentation: Required forms by state
Local Requirements
- • City/County Licenses: Local business permits
- • Local Taxes: Municipal taxes and fees
- • Zoning Compliance: Local zoning regulations
- • Environmental: Local environmental regulations
System Integrations
Available Integrations
Click "Integrations" to configure connections with third-party systems.
Credit Bureau Integrations
- • Equifax, Experian, TransUnion: API credentials
- • Real-time Credit Pulls: Instant credit reports
- • Batch Processing: Bulk credit report processing
- • Credit Monitoring: Ongoing monitoring services
Banking & Payment Processing
- • ACH Processing: Electronic payment processing
- • Credit Card Processing: Card payment acceptance
- • Bank Connections: Operating account integration
- • Reconciliation: Automated bank reconciliation
Integration Setup Process
- 1Obtain Credentials
Get API keys, usernames, passwords from third party
- 2Configure Connection
Enter connection details in Ghost Manager
- 3Map Data Fields
Define how data maps between systems
- 4Test Connection
Verify connection and data transfer
- 5Enable Integration
Activate the integration for live use
Ongoing Integration Management
Monitoring: Real-time status, error logs, performance metrics, usage statistics
Maintenance: Credential updates, version updates, data mapping changes, performance optimization
Security Best Practices
User Account Security
Password Policies
- • Complexity: Minimum length, character requirements
- • Expiration: How often passwords must change
- • History: Prevent reuse of recent passwords
- • Lockout: Lock accounts after failed attempts
Access Control
- • Least Privilege: Minimum necessary access
- • Regular Reviews: Periodically review permissions
- • Separation of Duties: No single user controls too much
- • Audit Trails: Log all system access and changes
Data Protection & System Security
Sensitive Data Handling
- • Customer Data: Protect personal and financial information
- • Payment Information: PCI compliance for credit card data
- • Social Security Numbers: Special handling for SSN data
- • Bank Account Information: Secure storage and transmission
System Security
- • Regular Backups: Automated, tested backup procedures
- • Update Management: Keep system and integrations updated
- • Network Security: Firewall and network access controls
- • Monitoring: Log and monitor system access and changes
Security Checklist
• All users have unique accounts (no shared logins)
• Inactive users are properly deactivated
• Roles have appropriate permissions (not over-privileged)
• Integration credentials are secure and current
• System access is monitored and logged
• Regular backups are performed and tested
Need Help with System Settings?
Our support team can help you configure your system settings and set up integrations securely