CRM for tire dealers and workshops running a tire hotel
Customer and vehicle records, the tire hotel, seasonal reminder lists and appointments in one system. A separate view for fleet customers, and WhatsApp from a single business number for the whole team — configured around your processes, and we do the setup.
A season that never gets recorded cannot be listed the next season
A tire dealer's year is squeezed into two peaks: October–November for the switch to winter tires, March–April for the switch back to summer. In those weeks the phone never stops and the ramp never empties — and the busier it gets, the less time is left for keeping records. And work that never gets recorded cannot be brought back later.
Here is the picture we have seen again and again in our own CRM projects:
- The customer's vehicle and tire size are asked for again on every call; the information sits in the foreman's memory or in an old notebook.
- Sets left at the tire hotel are written into a notebook; when the customer turns up at the door, the set is hunted for shelf by shelf in the warehouse.
- Nobody gets in touch this November with the customer who had winter tires fitted last November; because the fitting date is not in a record, there is also no way to list that customer when the season comes round.
- Which of a fleet customer's 30 vehicles had what fitted and when sits in Excel; who holds the current version of the file is anyone's guess.
- Vehicles arriving without an appointment pile up; the customer who was given an appointment is kept waiting, because the appointments are in the notes app on someone's phone.
None of this is solved by working harder once the season arrives. It takes record discipline and lists built in advance — and that is exactly what a CRM is for. None of it is specific to tires, either: the same record discipline applies to any business whose customers come back on a cycle, and the same goes for keeping message threads with the dealership rather than on a technician's own phone.
The first cold morning in October — the phone will not stop.
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1
The caller's record opens from the plate
You search by phone number or licence plate; the vehicle, the tire size, last season's fitting date and the set in the hotel are all on one screen. Nobody asks for the size again, and the customer does not have to introduce themselves.
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2
The set in the hotel shows with its shelf location
The winter set is in the hotel record: warehouse, shelf, position, date in, and the photo taken at drop-off. The set is brought down and made ready before the vehicle arrives; nobody is kept waiting at the door.
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3
The appointment is written into the calendar
A time is given according to the fitting duration and the ramp plan; the appointment is recorded, synced with Google Calendar, and a reminder task is created. An appointment that is not kept stays visible in the record instead of quietly disappearing.
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4
When the vehicle arrives, the work is written onto the record
The tires fitted and removed, the tread depth note and any observation for the next season go onto the customer and vehicle record. The information is in the office's records, not in the technician's memory.
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5
The removed set is taken in with a hotel entry
A new hotel record for the summer set: shelf, position, photo, date in. When the customer calls in spring, the same screen opens; the loop closes.
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6
As the season ends, next season's list is already there
The customer list is filtered by fitting date; for customers with İYS-compliant commercial message consent, a seasonal notice over WhatsApp is planned. Who was called and who booked an appointment is followed from the list.
The building blocks we set up for tire dealers
Customer and vehicle record
Every vehicle is its own record: plate, make and model, tire size, rim, last fitting date and service history. Several vehicles belonging to one customer are gathered under a single account. The fields are configurable — we decide together during setup which ones you actually need.
Tire hotel tracking
Every set taken into the hotel is recorded with warehouse, shelf and position fields; dates in and out and a photo are kept, and the record is linked to the customer and vehicle record. When the customer calls, nobody goes looking for the set — it is read off the screen.
Seasonal reminder lists
Customer lists are filtered by last fitting date and kept as saved views. With İYS-compliant commercial message consent management, a seasonal notice over WhatsApp is planned for customers who have given consent.
Appointments and calendar
Fitting and balancing appointments are recorded and synced with Google Calendar; reminder and follow-up tasks are created. Appointments that did not happen show up in the reports.
Fleet customers
Under the fleet account, every vehicle in a single view: what was fitted to which vehicle and when, and which month the next change falls in. Periodic bulk changes are scheduled as tasks; a fleet-level summary report is set up.
WhatsApp from a single number
The whole team writes from the dealership's single business number; messages land in the team inbox and go onto the customer record. The route we recommend and set up is Meta's official WhatsApp Cloud API. We do not offer QR-code pairing as a product promise: it is not Meta's official API and risks the number being restricted by Meta; if that happens, your business number is shut down.
Mobile at the ramp, connected to the programs you already run
Mobile at the counter and on the ramp
Tire work does not happen at a desk. Both our iOS and Android apps are live and ship with a Turkish interface; the technician can enter the tread depth note and the service record from a phone while the vehicle is still on the ramp. Rapi, the voice assistant in the app, creates and updates records in the CRM by speaking Turkish. WhatsApp messages are handled in the single inbox inside the app — in the rush of the season an incoming message can be answered from the counter. Instagram direct messages are not available today. The details are on the mobile app page, and the product as a whole on the product page.
Connecting to your stock and pre-accounting program
Rapitek CRM does not take the place of your stock or pre-accounting program; it adds a customer relationship layer on top of it. The connection to your existing program is built as follows: over REST API, OAuth2, webhooks and import/export, by the team that builds and develops the product. Which data flows in which direction is defined together during setup. We have gathered which systems we connect to, and how, on the integrations page.
There is no out-of-the-box module — it would not be right to say there is. Because access differs from one installation to the next, no single button can be built that works the same way in every installation; the connection is a scoped integration job and is planned as part of the setup. We have written plainly on the pricing page which items are included in the plan price and which are priced separately.
Close the season with numbers
Sales by season, conversion from the reminder list to appointments, occupancy from the hotel records and branch comparison — all built with tabular and summary reports and the drag-and-drop dashboard designer, without writing code. Matrix and joined report types are also supported.
Stock program or CRM? Both.
| Layer | What it does |
|---|---|
| Stock and pre-accounting program | Tire purchasing and sales, stock quantities, invoicing and cash tracking |
| Rapitek CRM | Customer and vehicle record with tire size, tire hotel tracking, seasonal reminder lists, appointments, WhatsApp message history and reporting |
| The connection between them | REST API, OAuth2, webhooks and import/export; the scope is defined during setup with the team that builds and develops the product |
Not a marketing line — measured data
How is a CRM put into service at a tire dealership?
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1
Discovery and analysis
We map out your season flow, your hotel capacity, your branch structure and your fleet customers. Which fields you genuinely need is decided here.
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2
Configuration
Vehicle and hotel fields, the appointment layout, reminder lists, permissions and reports are set up around your own process. No code is required; setting it up well takes expertise, and that part we do.
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3
Data migration
Customer, vehicle and hotel records from your Excel files or from your existing program are imported; duplicate records are weeded out.
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4
Training and go-live
Training for the counter team and for managers, close support in the first week, then continuous support. We do not commit to a timeline before discovery; after the discovery call we give you a date, not a range — and we plan the switch to finish before the season peak.
What do the teams we work with say?
The most important element in bringing new business ideas to life is your IT infrastructure and your applications. Rapitek offered far more than simply supplying an application — they became our solution partner. Thanks to their quick responses in unexpected situations and their flexibility during the development process, we reached our first product quickly and maintained a healthy continuity in the project.
CEO · Aktif Filo
With Rapitek's solution-oriented approach, we began the work needed to complete the improvements to our Salesforce customisations and integrations quickly. With the improvements made, data duplication was prevented and we increased the efficiency of the system.
Sales Director · Petroyağ
The references above relate to CRM implementation and integration projects carried out by Rapitek; they do not mean that the organisations named use the Rapitek CRM product today. Brand names, logos and titles belong to their owners.
Data location, KVKK and security — as it is
Your customer data is personal data: name, phone number, licence plate, address, vehicle details. That is why we speak plainly here.
- Your data is held in the European Union. The database is in Helsinki (Finland), media files in Frankfurt, and backups in Falkenstein (Germany). We do not say the data is held in Türkiye, because it is not.
- This means a transfer abroad under Article 9 of the KVKK. For that reason a privacy notice is presented on our forms; and in your own customer processes we establish the basis for the transfer together during the contract process.
- TLS is used in transit. Credentials and two-factor authentication secrets are protected at rest. A separate database is used for each customer.
- Role-based authorisation is in place; which branch and which user sees which records is defined.
We do not hold an information security certificate and we do not claim to. Every technical detail we state has its counterpart in the system; we answer your security questions in writing before installation. We have written out all the technical measures point by point on the security page.
Work out the return with your own numbers
Enter your own figures and see the 12-month return. Every assumption is visible and editable — if you do not find the result convincing, change the assumption and look again.
No signup, we do not ask for your email.
Frequently asked questions about CRM in the tire industry
Can it be used as tire hotel software?
Do the seasonal change reminders go out automatically?
How is the customer's vehicle and tire size information kept?
Can we manage fleet customers?
Is there an online appointment system?
Do you do tire stock tracking?
We have more than one branch; how does authorisation work?
Can more than one person use the same WhatsApp number?
Which reports can we get?
Is there a mobile app for use in the workshop?
Can we see the product first?
How long does setup take and what is included?
Where is our data held?
Go into the season peak with a system that is ready
In a 30-minute demo, let us show you the customer and vehicle record, the tire hotel record, the seasonal reminder lists and appointment tracking on your own scenario.
The scope of the setup and any fee are worked out in the discovery call and shared in writing.
