Xtime: Driving the Digital Transformation of Dealership Service Departments

 

The automotive industry is changing faster than ever. Customers expect faster service, transparent communication, and the same kind of digital convenience they experience in online retail. For dealerships, meeting these expectations while maintaining efficiency and profitability can be difficult.

That’s why many dealerships are turning to Xtime — a cutting-edge service management platform designed to modernize every part of the service process. From online appointment booking to real-time inspections and retention marketing, Xtime provides a complete digital toolkit that helps dealerships grow revenue and deliver an outstanding customer experience.

What Is Xtime?

Xtime is a comprehensive, cloud-based software solution developed by Cox Automotive. It’s built specifically for dealership service departments — often referred to as “fixed operations” — to streamline workflows, improve transparency, and enhance customer satisfaction.

The platform connects the key elements of dealership service management: scheduling, vehicle inspections, customer engagement, and service marketing. By doing so, it eliminates inefficiencies caused by outdated manual systems and disconnected tools.

With Xtime, dealerships can provide a seamless experience from the moment a customer books a service to the moment their car is returned — all managed through one integrated system.

Xtime’s Mission: Empowering Dealerships Through Digital Innovation

At its core, Xtime’s mission is to transform the fixed-ops side of the dealership into a modern, customer-centric business unit.

Traditional service processes often involve long phone calls, stacks of paperwork, and unclear communication. Xtime replaces these pain points with automation and connectivity. Customers can schedule appointments online, receive instant updates, view technician recommendations with photos or videos, and even pay digitally — all from their phone or computer.

The result? A smoother process, happier customers, and stronger dealership profitability.

Key Components of Xtime

Xtime isn’t a single tool — it’s a complete service ecosystem made up of four interconnected solutions that work in harmony to simplify operations and improve performance.

1. Xtime Schedule

The Schedule module helps customers easily book service appointments 24/7 through a website or mobile device. It displays real-time availability, service options, and advisor schedules, making the booking experience fast and frictionless.

For dealerships, Schedule helps balance workloads, avoid double bookings, and ensure shop capacity is used efficiently. It also integrates with OEM recall data, automatically suggesting required maintenance during the booking process.

2. Xtime Engage

Engage focuses on the customer experience once they arrive at the dealership. Using a tablet or mobile device, service advisors can perform quick, paperless check-ins, confirm customer details, and review recommended services.

During the repair process, Engage supports instant communication through text or email. Customers receive timely updates and can approve additional work digitally — no more waiting for phone calls or printed estimates. This transparency keeps customers informed and builds confidence in the dealership.

3. Xtime Inspect

The Inspect module brings visibility and trust to the inspection process. Technicians can perform digital vehicle inspections, take photos or record short videos, and send them directly to the customer for review.

Visual communication helps customers understand the importance of recommended repairs. As a result, dealerships using Inspect often see higher approval rates and increased average repair order (RO) values. For customers, it turns a potentially confusing process into a transparent, trustworthy experience.

4. Xtime Invite

Invite is Xtime’s automated marketing and retention system. It uses customer and vehicle data to send personalized messages — from service reminders and maintenance offers to follow-ups on declined repairs.

By reaching customers at the right time with relevant offers, Invite helps dealerships fill service bays, retain customers longer, and build lasting relationships.

Why Dealerships Choose Xtime

Dealerships across North America and beyond have embraced Xtime because it delivers measurable results. Here are a few reasons it’s become the go-to service solution:

1. Simplified Operations

Xtime brings all service functions under one roof. Instead of switching between multiple tools or spreadsheets, staff can manage appointments, inspections, and communication in one place. This improves productivity and reduces errors.

2. Better Customer Experience

Customers want convenience and transparency — Xtime delivers both. From digital booking to real-time updates and easy online payment, every step is designed with the customer in mind. This creates trust and encourages repeat visits.

3. Increased Service Revenue

Dealerships using Xtime consistently report higher average repair order values and greater efficiency. With improved scheduling and faster approvals, service departments can handle more work without adding extra staff.

4. Seamless Integration

Xtime integrates with leading Dealer Management Systems (DMS) such as CDK Global, Reynolds & Reynolds, and Dealertrack. This connectivity ensures accurate data flow between departments, saving time and improving accuracy.

Real Results with Xtime

Across dealerships of all sizes, Xtime has demonstrated tangible results:

• Faster Service: Digital check-ins and automated scheduling reduce bottlenecks and waiting times by up to 25%.

• Higher Revenue: Transparent digital inspections increase repair approvals, often raising average RO values by 30–40%.

• Improved Retention: Personalized outreach through Xtime Invite keeps customers coming back, even after warranty periods.

• Better Communication: Real-time messaging and updates eliminate missed calls and reduce confusion between customers and advisors.

These outcomes show why Xtime isn’t just another dealership software — it’s a business transformation tool.

A Real-World Example of Xtime in Action

Let’s imagine a typical customer experience powered by Xtime:

A driver receives an automated reminder for their vehicle’s upcoming service via email. They click the link, open the dealership’s online scheduler, and book a time that fits their calendar.

When they arrive, a service advisor checks them in digitally using a tablet and reviews their maintenance history. During the inspection, a technician captures a quick video showing worn-out brake pads and sends it directly to the customer.

Within minutes, the customer approves the repair through a text message and pays online before pickup. They leave the dealership satisfied, and later, Xtime Invite sends them a thank-you note and a coupon for their next visit.

This seamless process saves time, builds trust, and strengthens loyalty — all powered by Xtime.

Best Practices for Maximizing Xtime’s Value

To get the best results from Xtime, dealerships should follow a few key practices:

1. Train Your Team Thoroughly – Ensure every advisor, technician, and manager understands how to use each module efficiently.

2. Encourage Online Booking – Promote digital scheduling on your website, social media, and customer emails.

3. Use Visual Inspections Consistently – Photos and videos help customers make informed decisions faster.

4. Leverage Marketing Automation – Set up personalized campaigns with Xtime Invite to re-engage inactive customers.

5. Monitor Performance Metrics – Track KPIs such as repair order size, approval rates, and return visits to measure success and identify areas for improvement.

By aligning staff training, processes, and data, dealerships can maximize both efficiency and revenue.

The Future of Automotive Service with Xtime

As vehicles evolve with new technologies like electric powertrains and connected diagnostics, dealerships must adapt their service models. Xtime is already preparing dealerships for that future.

Its cloud-based architecture, automation features, and seamless integrations give service departments the flexibility to handle growing complexity while maintaining a consistent customer experience.

Whether it’s predictive maintenance reminders or remote service approvals, Xtime continues to innovate for the next generation of dealership service.

In the competitive world of automotive retail, success isn’t just about selling cars — it’s about keeping customers for life. Xtime helps dealerships do exactly that by transforming their service operations into efficient, transparent, and customer-focused experiences.

With its integrated scheduling, inspection, engagement, and marketing solutions, Xtime gives dealerships the power to deliver convenience and trust — two things today’s customers value most.