BDC and Fixed Ops Recall Workflow

Why Recall Opportunities Stall Inside the Dealership

Recall opportunities fail long before a customer ever enters the service lane.

Common breakdowns include:

• No clear handoff between Fixed Ops and BDC
• No prioritization of which recall opportunities matter most
• Outreach that is inconsistent or poorly timed
• No shared visibility into what has been contacted or completed

When recall work is layered on top of daily volume without structure, it becomes easy to ignore and impossible to scale.

Step 1: Identify Recall-Ready Vehicles in Your Market

Effective recall conversion begins with knowing exactly which vehicles are eligible and where they are located.

Instead of reacting to random VIN checks or delayed notifications, high-performing teams start with a clear list of recall-ready vehicles in their local market—vehicles with open manufacturer recalls that can be serviced immediately.

This step eliminates guesswork and ensures effort is focused only on real opportunities.

Step 2: Prioritize Opportunities That Will Convert

Not all recall opportunities are equal.

Top-performing teams prioritize based on:

• Proximity to the dealership
• Brand authorization
• Likelihood of quick scheduling

This ensures BDC and Fixed Ops teams focus time on opportunities most likely to result in booked appointments and completed Repair Orders, rather than spreading effort thin across low-probability leads.

Step 3: Execute Structured Dealer-to-Dealer Outreach

For many recall opportunities, the first conversation is not with a customer. It is with another dealership or used car lot holding the vehicle.

Effective outreach follows a simple value exchange:

• The OEM-certified dealership completes the recall work
• The holding dealer receives clean, recall-free inventory

BDC teams play a critical role here by:

• Managing initial contact
• Maintaining follow-up cadence
• Keeping communication professional and consistent

This structured approach prevents recall opportunities from stalling after a single unanswered call or email.

Step 4: Track Status Across Every Opportunity

Recall conversion breaks down when visibility disappears.

Successful teams maintain clear status tracking across every opportunity:

• Not contacted
• In progress
• Completed

This shared visibility ensures:

• No opportunity is forgotten
• Follow-ups happen on time
• Managers can quickly identify bottlenecks

Status discipline is often the difference between a busy team and a productive one.

Step 5: Close the Loop into Booked and Completed Repair Orders

The goal of recall workflow is not activity. It is completion.

Once recall work is scheduled:

• Appointments are confirmed
• Repair Orders are completed
• Outcomes are documented

Closing the loop ensures recall work contributes to measurable Fixed Ops results and does not disappear into operational noise.

Common Failure Points to Avoid

Even well-intentioned teams lose recall opportunities due to predictable mistakes:

• Treating recall work as extra instead of planned
• Failing to assign ownership between BDC and Fixed Ops
• Letting opportunities sit without follow-up
• Measuring effort instead of outcomes

Avoiding these pitfalls requires structure, not additional headcount.

How Recalls Near Me™ Supports the Workflow

Recalls Near Me™ is designed to support the exact workflow described above.

The platform:

• Identifies recall-ready vehicles across your local market
• Prioritizes opportunities by distance and relevance
• Supports dealer-to-dealer outreach
• Provides shared visibility into opportunity status
• Helps teams move recalls from identification to completion

Instead of managing recall work manually, BDC and Fixed Ops teams operate from a single, coordinated system.

Turning Recall Workflow into a Conversion Engine

Recall opportunities are already in your market. The difference between missed revenue and completed Repair Orders is execution.

Dealerships that align BDC and Fixed Ops around a clear recall workflow convert more opportunities into booked appointments, reduce wasted outreach, and capture manufacturer-paid ROs consistently.

Contact us to see how Recalls Near Me™ helps your team convert recall opportunities into completed Repair Orders.

Contact us