RecallPilot

Turn every shop visit into a recall completion opportunity.

RecallPilot is a service-department execution platform that helps dealership and fleet service teams identify, prioritize, and complete open manufacturer recalls and campaigns on vehicles already in the shop. It gives advisors, technicians, and managers one shared workflow so eligible work is surfaced automatically, assigned quickly, and tracked to completion, improving safety, revenue capture, and customer trust.

Business Goals

  • Increase recall and campaign completion rate on shop visits from a baseline of 15-25% to 60%+ within 6 months.
  • Improve incremental service revenue by 8-12% within 2 quarters by capturing manufacturer-paid labor and parts work that is already eligible.
  • Reduce missed eligible vehicles to under 2% of repaired service orders within 90 days of rollout.
  • Cut manual recall lookup and coordination time by at least 50% per repair order within 60 days.
  • Achieve 90% monthly active usage among service advisors and service managers within 3 months of launch.

User Goals

  • Automatically see which vehicles in the queue have open recalls or campaigns.
  • Know which campaigns are approved, parts-available, and actionable before the customer is called.
  • Assign and track recall work without leaving the service workflow.
  • Get clear accountability for why a campaign was not completed.
  • Close out jobs faster with fewer manual lookups and phone calls.

Non-Goals

  • This is not a consumer vehicle recall notification app for owners.
  • This is not a warranty claims adjudication system end to end.
  • This is not a full dealer DMS replacement.
  • This is not a parts inventory optimization engine beyond recall-specific availability checks.

Service Advisor Elena, 34 - Elena manages a busy lane with dozens of repair orders per day. She needs to quickly spot eligible recalls on the vehicles she is checking in and get them into the right workflow without slowing the customer experience.

Service Advisor Elena, 34

  • As a service advisor, I want to see open recalls when I enter a VIN, so that I can recommend approved work immediately.
  • As a service advisor, I want to know whether parts are available and the campaign is reimbursable, so that I do not promise work we cannot complete.
  • As a service advisor, I want to capture customer decline reasons in one tap, so that the shop has accurate follow-up and accountability.

Service Manager Jordan, 48 - Jordan is accountable for throughput, CSI, and lost opportunities. He needs visibility into recall completion rates, bottlenecks, and which teams are falling behind so he can intervene early.

Service Manager Jordan, 48

  • As a service manager, I want a dashboard of open recalls by shop, advisor, and vehicle stage, so that I can identify missed opportunities daily.
  • As a service manager, I want to set completion targets and reminders, so that recall execution becomes part of the operating rhythm.
  • As a service manager, I want reason codes and audit history, so that I can coach the team and prove process compliance.

BDC / Campaign Coordinator Priya, 29 - Priya monitors service campaigns across multiple rooftops and helps with customer outreach. She needs a reliable queue of eligible vehicles and a simple way to prioritize follow-ups by campaign urgency and parts availability.

BDC / Campaign Coordinator Priya, 29

  • As a campaign coordinator, I want to export a prioritized list of open campaigns, so that I can call customers with the highest-value opportunities first.
  • As a campaign coordinator, I want automated reminders for stale open work, so that eligible jobs do not sit unnoticed.
  • As a campaign coordinator, I want to segment by campaign type and dealer, so that I can coordinate outreach efficiently.

VIN and Recall Eligibility Detection · High priority

  • Identify vehicles with open recalls and manufacturer campaigns as soon as a VIN is entered or imported, and normalize the data into a simple actionable status.
  • Support VIN lookup from manual entry, scan, or imported repair order data.
  • Pull open recalls and campaigns from manufacturer sources or aggregator feeds and reconcile duplicate records.
  • Display campaign status as open, eligible, pending parts, completed, or declined.
  • Show last checked timestamp and source of truth for each campaign.
  • Cache results for fast repeat lookups while preserving refresh on demand.

Work Order Orchestration · High priority

  • Convert eligible recalls into shop actions with clear ownership and status progression from detection to completion.
  • Allow advisors to attach recall work to an existing repair order with one click.
  • Route tasks to technicians or advisors based on configurable rules and shop role.
  • Track each item through states such as identified, offered, approved, in progress, completed, declined, and follow-up needed.
  • Support mandatory reason codes when work is not completed.
  • Prevent duplicate assignment of the same campaign on the same vehicle within a configurable window.

Manager Visibility and Accountability · High priority

  • Provide operational dashboards and exception views so managers can monitor completion rate, bottlenecks, and compliance by team or location.
  • Show daily, weekly, and monthly completion rates by advisor, service lane, and dealer group.
  • Highlight vehicles with open campaigns that were in the shop but never offered.
  • Expose bottlenecks such as unavailable parts, customer decline, or missed handoff.
  • Send automated alerts for stale items older than configurable thresholds.
  • Provide drill-down to vehicle-level audit trails.

Customer and Team Communication · Medium priority

  • Help teams communicate recall opportunities clearly and consistently to customers and internal staff.
  • Generate customer-ready language explaining the safety or campaign issue in plain English.
  • Support SMS or email templates for follow-up when parts are unavailable or a visit is needed.
  • Allow internal notes and status changes with timestamped history.
  • Store contact outcome and next action date for later outreach.
  • Support multilingual message templates for common service markets.

Reporting and Data Export · Medium priority

  • Enable reporting to measure financial impact, process adherence, and campaign outcomes across stores.
  • Provide exportable CSV and scheduled reports for campaign opportunity, completion, and decline rates.
  • Support filtering by dealer, store, campaign type, date range, and advisor.
  • Include estimated recovered revenue from manufacturer-paid labor and parts.
  • Track trends over time and compare against baseline performance.
  • Allow API access for enterprise BI tools and data warehouses.

Day-One Activation

  • Import or connect the service source of truth such as the DMS or RO feed.
  • Map stores, advisors, and roles with default permissions.
  • Configure manufacturer recall sources and refresh cadence.
  • Run a VIN sample check to verify campaign detection and data quality.
  • Go live with a target time-to-value of under 1 hour for a single store and under 1 day for a group deployment.

1. Vehicle Arrives or RO Is Created

  • The system ingests the VIN from scan, manual entry, or repair order sync and checks for open recalls and campaigns.
  • If VIN is invalid or incomplete, prompt the user to correct it before lookup.
  • Show lookup status and refresh time so the user knows whether results are current.
  • If source data is unavailable, fall back to cached results and flag them as stale.

2. Eligibility Is Presented Clearly

  • The advisor sees a prioritized list of applicable campaigns with severity, parts status, and actionability.
  • Group by safety recall, service campaign, and voluntary update.
  • Highlight urgent safety-related items first.
  • Explain why an item cannot be completed now, such as parts unavailable or customer not in shop scope.

3. Offer and Approve Work

  • The advisor uses suggested language and workflow prompts to offer the recall to the customer and capture approval or decline.
  • Require a disposition for every eligible item: approved, declined, deferred, or not applicable.
  • If declined, collect a standardized reason code and optional free-text note.
  • If approved, attach the item to the repair order and notify the appropriate work queue.

4. Execute and Close Out

  • Technicians and managers update the item through completion steps until the campaign is closed and auditable.
  • Mark work in progress, completed, or blocked with a reason.
  • On completion, write back status and timestamp to the record.
  • If completion cannot be confirmed, keep the item open and surface it in exception reporting.

5. Monitor Exceptions and Follow-Up

  • Managers review open items that were not completed and trigger reminders or outreach as needed.
  • Send alerts for items still open after the visit or after the follow-up SLA.
  • Allow bulk follow-up queue creation by campaign, store, or advisor.
  • Prevent duplicate outreach unless the status has materially changed.

Power Features and Edge Cases

  • Multi-rooftop rollups with per-store benchmarks and leaderboards.
  • Configurable rules for campaign prioritization by safety risk, reimbursement value, or customer segment.
  • Support for offline queueing when the service lane loses connectivity, with later sync.
  • Exception handling for duplicate VINs, mismatched model years, and partial manufacturer responses.
  • Role-based views for advisors, technicians, BDC, and regional managers.
  • Automated recheck scheduling for vehicles that return before campaigns are completed.

Interface Principles

  • Make the recall status visible in less than 3 seconds after VIN entry.
  • Use color and icons for urgency, but always pair with text for accessibility.
  • Design for gloved, tablet-friendly service lane use with large tap targets.
  • Keep the primary workflow to one screen per step, with progressive disclosure for details.
  • Use high-contrast, screen-reader-friendly tables and keyboard navigation for desk users.
  • Prefer fast loading skeleton states and incremental results over blocking spinners.

Elena is checking in a pickup truck for routine service. As soon as she scans the VIN, RecallPilot surfaces two open manufacturer campaigns and tells her one can be completed today because the parts are in stock. She offers the work during the write-up, attaches it to the repair order, and sends the truck straight into the right queue instead of missing the opportunity.

Later, Jordan opens the dashboard and sees that the store completed 71% of eligible campaigns that came through the lane this week, up from 19% last month. He also sees two pending items blocked by parts and one advisor who needs coaching because of repeated declinations without reason codes.

By standardizing detection, offer, and closeout, the dealership turns work it was already seeing into completed, reimbursable service. Customers get safer vehicles, the team gets a cleaner process, and the business captures revenue that was previously left on the table.

User-Centric Metrics

  • At least 60% of eligible open campaigns on in-shop vehicles are completed within 6 months.
  • Advisor time spent on recall lookup drops by 50% or more within 60 days.
  • Less than 5% of eligible items remain without a documented disposition.
  • At least 90% of recall opportunities are reviewed within 5 minutes of RO creation or VIN scan.
  • Manager exception follow-up time drops by 40% within 90 days.

Business Metrics

  • Increase manufacturer recall completion rate by 30-40 percentage points over baseline within 2 quarters.
  • Lift incremental service revenue by 8-12% in stores using the product for 6 months.
  • Achieve 90% monthly active usage among targeted advisors and managers within 3 months.
  • Reduce missed eligible shop opportunities to under 2% of service visits.
  • Improve customer retention or return visit intent by 3-5% through better service follow-through.

Technical Metrics

  • 99.9% monthly uptime for core eligibility and workflow services.
  • VIN lookup and campaign display latency under 2 seconds at the 95th percentile.
  • Zero critical security findings in quarterly access reviews.
  • Sync success rate above 99% for inbound RO and outbound status updates.

Tracking Plan

  • vin_scanned with store, source, and lookup latency.
  • campaigns_identified with count, type, and source system.
  • campaign_offered with advisor, RO id, and campaign id.
  • campaign_disposition_set with approved, declined, deferred, or not applicable.
  • campaign_completed with completion timestamp and reimbursable flag.
  • exception_flagged with reason such as parts unavailable, duplicate, or stale data.
  • manager_dashboard_viewed with filters used and date range.

Technical Needs

  • Frontend web app built with React and TypeScript.
  • Backend API using Node.js with NestJS or Express.
  • Relational data model in PostgreSQL for vehicles, campaigns, RO links, and audit logs.
  • Background jobs and scheduling with Redis Queue or BullMQ.
  • Event tracking pipeline to a warehouse such as Snowflake or BigQuery.
  • Role-based access control integrated at the API layer.
  • Webhook and polling architecture for external campaign source refreshes.

Integration Points

  • Dealer Management System feeds such as CDK, Reynolds and Reynolds, or Tekion.
  • VIN decoding and vehicle data provider such as Experian AutoCheck or a similar VIN service.
  • Manufacturer recall and campaign data sources or aggregation partners.
  • Identity provider such as Okta or Microsoft Entra ID for SSO.
  • SMS/email delivery through Twilio or SendGrid for follow-up communications.

Data Storage & Privacy

  • Store only the minimum personally identifiable information needed for workflow and follow-up.
  • Encrypt data in transit with TLS 1.2+ and at rest with managed database encryption.
  • Maintain audit logs for status changes, disposition reasons, and user access.
  • Support data retention policies aligned to dealer contract terms and local legal requirements.
  • Provide GDPR and CCPA-friendly export and deletion workflows for user and customer data where applicable.

Scalability & Performance

  • Use caching for repeated VIN and campaign checks to reduce external API load.
  • Design for multi-tenant isolation by dealer group and store.
  • Batch sync background updates to avoid peak-time service lane slowdowns.
  • Ensure dashboards can load large stores with thousands of open campaign records without blocking the UI.

Potential Challenges

  • Manufacturer data sources may be inconsistent or delayed; mitigate with source normalization, caching, and clear freshness indicators.
  • Users may ignore the workflow if it adds friction; mitigate with one-click actions, RO integration, and manager coaching dashboards.
  • Duplicate or conflicting campaign records may confuse staff; mitigate with deduplication rules and authoritative source ranking.
  • Dealer systems may have integration variability; mitigate with a modular connector architecture and configurable mapping.
  • Privacy and compliance concerns may arise with customer contact data; mitigate with strict permissions, logging, and retention controls.

Team & resourcing - Small cross-functional team - 2 engineers, 1 product designer, 1 QA, part-time PM, and access to a dealership operations SME.

Phase 1: MVP Recall Detection · Weeks 1-4

  • VIN lookup and campaign detection
  • Manual entry and scan-based lookup
  • Open recall list with status and freshness timestamp
  • Basic audit log and role-based access
  • Single-store dashboard with completion and decline counts

Phase 2: Workflow and Accountability · Weeks 5-8

  • Offer, approve, decline, and complete workflow
  • Disposition reason codes and exception handling
  • Advisor and manager task queues
  • Daily reminder alerts for stale open items
  • CSV export and basic reporting

Phase 3: Integrations and Automation · Weeks 9-12

  • DMS import and repair order sync
  • SSO integration
  • Outbound status write-back where supported
  • Scheduled refresh jobs and retry logic
  • SMS/email follow-up templates

Phase 4: Pilot Hardening and Scale · Weeks 13-16

  • Multi-store rollup dashboards
  • Configurable prioritization rules
  • Performance tuning and observability
  • Admin settings for campaigns, teams, and SLAs
  • Pilot rollout playbook and launch metrics review

Paste this into Cursor, Bolt, Lovable, or v0 to start building.

Build a web app called RecallPilot for dealership service departments to detect, prioritize, and execute manufacturer recalls and service campaigns on vehicles already in the shop.

Core product:
Service advisors enter or scan a VIN, the app checks open recalls/campaigns, shows which are actionable, and lets the advisor offer, approve, decline, or complete the work. Managers need dashboards showing completion rates, stale opportunities, reasons for declines, and store/advisor accountability. The app must support multi-store tenants, role-based access, audit logs, and integrations to DMS and recall data sources.

Primary screens:
1. Login/SSO screen
2. Store selection and onboarding/settings
3. VIN lookup / service queue screen with campaign results
4. Repair order detail screen with recall workflow actions
5. Manager dashboard with KPI charts, filters, and exception lists
6. Admin screen for integrations, roles, and alert thresholds

Core flows:
1. Enter or scan VIN, validate it, fetch campaigns, show freshness and eligibility.
2. Attach eligible campaigns to an existing RO, capture approval or decline reason, and assign the work.
3. Update campaign status through in progress and completed states, with timestamped audit history.
4. Manager reviews stale open items, exports data, and monitors completion trends by store and advisor.

Data model:
Tenant, User, Role, Store, AdvisorProfile, Vehicle, VINLookup, RecallCampaign, CampaignEligibility, RepairOrder, RepairOrderCampaignLink, CampaignStatusHistory, DispositionReason, Notification, IntegrationConnection, AuditLog.

Default stack:
Frontend: Next.js, React, TypeScript, Tailwind CSS, shadcn/ui
Backend: Node.js with NestJS, REST APIs, Zod validation
Database: PostgreSQL with Prisma ORM
Jobs/queues: BullMQ with Redis
Auth: Auth.js or enterprise SSO via Okta/Entra ID
Charts: Recharts or ECharts
Observability: OpenTelemetry, Sentry, and structured logs
Deploy: Docker on AWS with RDS, ElastiCache, and S3

Requirements:
Implement responsive, tablet-friendly UI for service lane users, fast VIN lookup with loading and error states, configurable role permissions, audit trail, and analytics events for VIN scanned, campaigns identified, offered, declined, completed, and exception flagged. Include seed data and a clean dashboard experience. Use realistic placeholder integrations for DMS and manufacturer campaign feeds with adapter interfaces so they can be swapped later. Make the product feel enterprise-ready, polished, and fast.

Business Idea

Establish tools, processes, and accountability to ensure consistent and efficient execution of manufacturer recalls and campaigns on all eligible vehicles brought into our service departments. Only a fraction of open campaigns are completed when trucks are in our shops, leaving revenue and customer goodwill on the table. There is a lack of visibility, consistency, and urgency to execute these at scale.

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