Provisioning dealerships

Every dealership (an organization, possibly with several rooftops) is created by a provisioning run: a recorded series of steps that can be retried and, if the dealership never went live, rolled back. This applies to self-service signups, organizations you create in the platform console, the older onboarding wizard and command-line creation alike.

Before you start #

• Sign in at admin.motodealerhq.com. Two-factor sign-in is always required for platform staff.
• The pages on this topic need the tenant.provision platform permission (platform owner and admin roles).
• Have the owner's name and email, the rooftops' addresses and phones, the plan and any caps or budgets ready.

Create an organization #

1. Open Dealerships › Organizations and select New organization.
2. Fill in the sections:
   • Organization: name, legal name, platform subdomain (the site becomes <subdomain>.motodealerhq.com), dealership type, time zone and website theme.
   • Owner: owner name and email, and how many days the invitation link stays valid (1 to 30). The owner is emailed an invitation to set a password.
   • Rooftops: one row per rooftop (name, street, city, state, ZIP, phone). Paste more as lines in the form Name | City | State | Phone. Blank rows are ignored.
   • Plan, trial and caps: plan, starting status (draft, trial or active), trial length in days (blank uses the plan's default) and any limit overrides, such as a higher location cap.
   • AI and API budgets: AI on or off, the AI monthly budget in US dollars, and API requests per month.
   • Website and domains: custom domains (one per line, added as pending), whether the site stays private, and whether go-live needs approval.
3. Select Create organization.

The organization page opens and shows the run's progress.

Follow a provisioning run #

Each run goes through these steps in order. Each step checks what already exists first, so repeating it never creates duplicates.

An organization is ready only when every check passes: all standard roles exist and the owner role has every permission, there is an active owner or a pending unexpired owner invitation, the subscription and overrides are in place, every rooftop exists, and the platform subdomain resolves to the dealership with an active theme and a home page. Until then nobody, including support sessions, can open its console.

To see all runs, open Dealerships › Provisioning runs and filter by status.

Retry or roll back a failed run #

1. Open the run from Provisioning runs or the organization page.
2. Read the failed step's error. Expected problems show a clear message; unexpected ones show "Unexpected error" with the details in the application log.
3. Choose:
   • Retry from the failed step queues the run for the background worker, which resumes at the failed step without repeating the ones that worked.
   • Roll back deletes everything the run created. It is only allowed while the organization never became ready and holds no real data (no vehicles, leads, customers, deals, messages, invoices, uploads, extra staff, sign-ins or accepted invitations). If it's refused, the page explains why.

A rolled-back run keeps its history.

Manage an existing organization #

The organization page (Dealerships › Organizations › select one) gathers readiness, runs, owner and invitation history, rooftops, plan, caps and budgets, domains, integration health, status and go-live in one place.

• Add a rooftop within the location cap.
• Save caps and budgets: limit overrides, AI on/off and monthly budget, API requests per month. Overrides win over the plan.
• Owner invitation: create or resend it. Resending revokes the previous link.
• Suspend organization / Resume organization with a reason (also needs tenants.lifecycle). Resume works only on a suspended organization.
• Domains: see DNS guidance and certificate status, Detach a custom domain (it becomes pending with a new verification code, and the platform subdomain becomes primary), or Reassign an unverified or detached domain to this organization as pending (also needs domains.manage). Verified domains must be detached before they can move.
• Integration health: integrations, last import per source, failed webhooks and dead jobs over 7 days, and certificate problems.

Every change is recorded in the platform audit log.

Approve or send back go-live requests #

Self-service dealerships stay private until you approve their go-live request.

1. Open Dealerships › Go-live requests.
2. For each request, check the checklist snapshot taken when the owner asked, and preview the dealership's website.
3. Either:
   • add an optional note and select Approve go-live: the website becomes public (search indexing on), a draft dealership moves to trial, and the requester is emailed; or
   • write What needs to change (at least 5 characters) and select Send back: the owner is emailed your note and sees it in the setup wizard.

Approval is refused while the organization is suspended, cancelled, archived or not ready. Recently decided requests are listed below the queue.

Other dealership tools #

• Dealerships › Tenants: search and filter every dealership; the detail page shows plan, owners and their two-factor state, usage, domains, integrations and recent platform actions. Staff see counts and metadata only, never CRM records. From here you can change status (with a reason), record content authorization, turn the Public website on the platform domain on or off (domains.manage), and open the dealer console when the dealership has granted support access.
• Dealerships › Onboard tenant: the older 11-step onboarding wizard. It also creates the dealership through a provisioning run.
• Purge (owner only): permanent deletion, allowed only for an organization archived for at least 30 days with no open invoices, after typing its subdomain, giving a reason, ticking an acknowledgement and entering a fresh two-factor code.

Tips #

• Prefer Organizations › New organization over the older onboarding wizard: it supports any number of rooftops, caps and budgets.
• Use draft plus go-live approval for new dealerships so nothing is public before the owner has reviewed the legal text and preview.
• If an owner invitation expired, resend it from the organization page rather than creating a new organization.

Permissions #

Limitations #