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DealerFlex is a fast-growing managed service provider for automotive dealerships, specializing in valet, lot management, car wash/detail, and pickup & delivery. Implementing a modern, integrated ATS/CRM and onboarding stack became one of DealerFlex’s top five annual priorities. After years of using a homegrown system, DealerFlex implemented Tracker as its end-to-end recruitment and onboarding platform.
The Challenges
DealerFlex built its recruiting and onboarding on a proprietary system that was genuinely ahead of its time. As the industry caught up, leadership made a deliberate choice: partner with best-in-class ATS and onboarding tools, and concentrate their own technology investment on what they do best — automotive dealership operations. The gaps they needed to close were:
Strategic focus misalignment
- Continuing to invest in a homegrown ATS/onboarding system pulled focus away from their core dealership technology
Outdated recruiter experience
- System wasn’t optimized for how modern recruiters work day-to-day
- Difficult candidate search process
- No native texting candidate engagement workflows
Data quality & efficiency issues
- Large numbers of duplicate candidates causing frustration and wasted time for recruiters
- Limited visibility into talent pipeline performance and outcomes
Time consuming onboarding experience
- Previous onboarding solution operated in a separate system
- When candidates dropped off during onboarding, they rarely came back
- No visibility into where candidates were stuck in the process
Scaling pressure
- Maintain and improve fill performance as they grow
- Predictably ramp new locations
- Ensure compliance and candidate experience while operating at high volume in a safety-critical environment
The Solution
After a full quarter of evaluating recruitment platforms, DealerFlex selected Tracker as its comprehensive recruiting and onboarding solution. Here is why DealerFlex chose Tracker:
Best in class partnerships
- Tracker partners with leading industry companies to provide the best possible experience for customers
- Flexibility to connect with additional partners via Tracker’s open API as needs evolve
Recruiter-friendly design
- Easy, intuitive navigation for recruiters
- Card-based candidate flow that just makes sense for high-volume hiring
- Fast visibility into open jobs and candidate stages
Implementation experience
- Tracker was able to get them up and running quickly
- Investment in their success on the platform from day one
“Tracker was the easiest ATS implementation I’ve ever had, across
five implementations, over 25 years.”Drew Golin, COO DealerFlex
How It Works
Candidate engagement & scheduling
- Recruiters use Tracker’s talent sourcing and communication tools to quickly identify and contact applicants
- Calendly integration embedded in Tracker enables candidates to book interviews immediately
- DealerFlex runs high-volume outreach (e.g., sending messages to dozens of candidates and seeing calendars fill within minutes)
Real-time recruiting
- If calendars aren’t full by 7pm, recruiters can quickly search recent applicants by location, send targeted text messages, and fill interview slots
Interview & assessment process
- Initial screening is done virtually (including video interviews)
- Qualified candidates are moved to on-site driving assessments at dealership locations (a critical safety requirement for their work)
Seamless onboarding
- When a hiring decision is made, recruiters trigger onboarding workflows directly from within Tracker
- Correct compliance documentation by state/county/local requirements is automatically embedded in the candidate experience
- Mobile-optimized, candidate-friendly flows
- Clear dashboards show exactly where each candidate is in the process, eliminating the “drop-off and disappear” problem
Recruiter ease-of-use
- Clear dashboards and status indicators (e.g., “ready to sign”) so recruiters know exactly where each new hire stands
- Automated upload of new hire data into payroll, reducing human error
- Administrative “nonsense” is minimized so the team can focus on candidates and clients
Top 5 Outcomes
- Industry-leading fill rates grew even higher
DealerFlex was already performing well, but Tracker helped push them into a new tier of performance. Weekly fill rates are consistently 100%.
“A 95% fill rate is embarrassing. If you’re a staffing person, that’s a C+. We’re hitting 100%.” For context, DealerFlex isn’t just filling shifts with “bodies”, they’re placing vetted, safety-trained workers in roles.
DealerFlex has the confidence to sign new opportunities without concern about if their team will be able to fulfill the contract.
“I walk into a room leading operations, and I’m like recruiting’s got it. Bring on the deal.”
Drew Golin, COO DealerFlex
- Improved workforce tenure
Beyond simply filling shifts, worker tenure is above 80%. Recruiters maintain deeper relationships through video interviews and structured touchpoints, improving candidate trust and retention.
- Predictable, data-driven scaling
With Tracker at the center, DealerFlex now has clear visibility into the entire talent pipeline and recruiting lifecycle—from how many applicants enter the system, move to virtual interviews, advance to on-site assessments, and finally to job starts. This lets DealerFlex model how many applicants and interviews are needed to generate the required hires, predicting how long it will take to ramp a new location.
They’ve also been able to optimize their funnel quality. Drew identified that too many rejections were happening on-site, so they adjusted their virtual screening criteria. The proportion of candidates progressing on-site driving assessments moved from ~33% to ~17%, tightening quality standards and reducing cost from wasted time.
- Faster time-to-contact
Time to contact a candidate is the most important metric in getting them hired. DealerFlex can now contact applicants immediately upon application. With the calendaring and messaging capabilities in Tracker, they were able to message 54 people and book 7 calendar slots in 15 minutes and 13 in 90 minutes.
In high-volume staffing, this responsiveness is critical to winning candidates who may be applying to multiple roles.
- Operational efficiency forDealerFlex’sRecruiting team
Tracker has created more capacity within the existing recruitment and onboarding team. Recruiters are “laser focused” instead of buried in admin. Clear dashboards reduce time spent chasing down information while automated data flowing into payroll significantly cut down on manual entry.
The team has gained significant capacity without adding headcount. Drew now knows when he needs to hire an additional recruiter and can plan for that in a budget, predictably. According to Drew, this integrated stack has enabled top 1% efficiency in high-volume hiring.
The peace of mind extends beyond efficiency. As Drew puts it: “That’s how I go to bed at night—knowing that I’m compliant.”
Why It Matters
By centralizing recruiting and onboarding in Tracker and tightly integrating key vendor partners, DealerFlex has turned an already strong performance into consistently 100% fill rates, higher tenure, and predictable growth. Tracker allowed DealerFlex to refocus their technology investment on their core competency, dealership operations technology, while trusting recruiting and onboarding to a platform built for it. As DealerFlex continues to expand into new markets, the Tracker ecosystem gives them confidence that the business will keep pace with their growth plans.
