Admin Guide: What to Review in PostToMarket Every Week

The used-car manager can run a tight daily floor and still leave the admin job undone. Logins pile up after a hiring weekend. A departing associate still has the extension signed in on the back-office PC. Billing sits on a card nobody looks at. Import files from three weeks ago still show row-level errors that nobody fixed. That is not a posting problem. That is an admin problem.

This admin guide to what to review in PostToMarket every week is for the person who holds the admin role: GM, dealer, internet director, or office manager who owns access and billing. It is a different meeting from the used-car manager's look at statuses, analytics, and leads. You should still glance at those boards. You should not confuse coaching reps with controlling who is allowed in. The product areas that exist — Inventory, Import, Queue, Team, Leads, Analytics, Billing, Settings — are the list. There is no hidden DMS sync to inspect.

Why What to Review in PostToMarket Every Week Is an Admin Job

Access and billing fail quietly. Posting fails loudly. Weekly is frequent enough to catch a departed user and rare enough to finish in twenty minutes.

What only the admin can reliably see

• Who has a login and which role they hold.
• Whether the store is on Starter (one login) or Dealership (up to 13 logins, two managers).
• Whether import history is an audit trail or a junk drawer.
• Whether Settings still match how the store actually operates.

Managers live in Queue and Leads. Admins who never open Team and Billing are not doing the admin job.

Keep it off the sales meeting

Do not run this as a public floor meeting. People do not need to hear about billing or about a colleague being removed. Do it at a desk. Send the used-car manager only the operational leftovers (failed clusters, import files that need a new export).

Block 1: Team Access and Roles

Start with Team. Wrong access is more expensive than a missed post.

Login hygiene checklist

• Every active poster has their own email login. No shared inbox identities.
• Departed staff are removed the week they leave, and someone checks that the extension is signed out on store machines.
• Associates are associates. They should not have been "temporarily" given a sales-rep role so they could self-queue.
• You still have a single admin primary, not five people with admin because it was convenient.
• Manager count still matches how you actually run the store. Dealership allows up to two managers; do not invent a third manager class.

If you find a shared login, kill it this week. Shared sessions make analytics meaningless and make offboarding a rumor.

Role drift is the tell

Illustrative example: consider a store that started with one admin, one manager, four sales reps, and two associates. By month three, everyone is a sales rep "so they can grab cars." You no longer have an assignment model. The weekly admin review is when you put the roles back. Definitions are in the roles article in this blog; this guide only asks you to compare the Team list to the org chart on the wall.

Block 2: Billing and Plan Fit

Open Billing once a week even when nothing is wrong. Surprise is worse than a boring look.

What to confirm

• The store is on the plan it thinks it is on.
• Login count still fits. Starter is one login at $59 per month. Dealership is up to 13 logins at $299 per month. If you are adding the BDC and two more associates, count before you promise them access.
• Trial or paid status is understood by the person who owns the card. The 10-day free trial checks out through Stripe; cancel anytime is a real option, not a scavenger hunt.
• Nobody is asking you for annual pricing. There isn't any in the product facts you should use.

If plan fit is wrong, change the plan on purpose. Do not keep a full floor on one Starter login. That is how shared passwords return. More on the mechanics lives in PostToMarket Billing: Trial Upgrades and Cancellation Explained.

Block 3: Import History as an Audit Trail

Admins should care about files, not just vehicles.

Weekly import questions

• How many CSV or Excel uploads happened this week?
• Which files still have unresolved row-level errors?
• Is the same column failing every week (mileage, price, VIN)? That is an export-format problem for the office, not a floor-rep problem.
• Are auction and wholesale captures being verified, or is capture being used as a dumpster?

Import history is the audit trail for "why is this unit in inventory with no price?" If the admin never opens Import, the manager will spend the week arguing with associates about cars that should never have been queued.

Block 4: Inventory Honesty and Queue Health

You are not replacing the manager's daily sweep. You are looking for systemic drift.

Status scan for admins

• Draft pile growing across weeks: import without assignment, or photo/copy standards that block posting.
• Failed units older than the week: nobody owns triage.
• Posting leftovers: machines or sessions abandoned; this is an access and training issue as much as a status issue.
• Sold lag: closer not named, or admin has not insisted that archive is part of the job.

Unlimited vehicles in inventory is a feature. An unlimited pile of stale sold units is an admin miss.

Queue scan

Look at the team queue view once. If claims sit with people who are on vacation, the manager needs a release habit. If associates have empty queues every Monday, assignment is not part of the open. You do not have to fix the queues yourself. You have to notice that the process is not surviving contact with the calendar.

Block 5: Analytics, Leads, and Settings Drift

Finish with the boards that tell you whether the system is being used, then with Settings.

Analytics by rep and source

You are asking admin questions, not spiff questions:

• Are logins you pay for actually posting, or are you funding idle seats?
• Is one source (a weekly DMS file, an auction capture habit) creating all the failed rows?
• Is volume bunched on one day in a way that looks like a burst?

Reading Posting Analytics by Rep and Source is the manager-oriented read. Your version is: are we paying for a team that posts, and is the input file healthy?

Leads inbox

A weekly admin glance: are inquiries landing where a manager can see them, or is the inbox ignored? You are not the closer of every lead. You are checking that the Dealership-plan capability you are paying for is in use. Pair the operational meeting with A Weekly Manager Review: Statuses Analytics and Leads so the two hats do not duplicate a one-hour ramble.

Settings

Settings drift when someone "just changed it" during a fire drill. Weekly, confirm the store still wants the same team structure and that nothing in Settings contradicts the written floor rules (who posts, who assigns). Do not invent extra toggles. If you cannot explain a setting from real product behavior, leave it and ask support rather than guessing.

What to Review in PostToMarket Every Week: A Twenty-Minute Agenda

1. Team (6 minutes). Logins vs. org chart. Remove departed users. Fix role drift.
2. Billing (3 minutes). Plan, seat count, no surprises.
3. Import (4 minutes). Files this week, open row-level errors, export format issues.
4. Inventory and Queue (4 minutes). Stale failed, sold lag, vacation claims.
5. Analytics, Leads, Settings (3 minutes). Idle logins, unused inbox, settings that no longer match the rules.

Write three lines: access change, file problem, process miss for the manager. If you write a page, you will not do this next week.

When to email support

Access you cannot revoke, billing you cannot reconcile, or a status that will not leave posting after a documented session check. Include login emails (not passwords), VINs, and what this checklist already ruled out. Support: info@posttomarket.com.

How PostToMarket Automates This

What to review in PostToMarket every week is the admin's control loop: who is in, what you pay for, what entered inventory, and whether the floor is using the boards. PostToMarket already keeps those facts in Team, Billing, Import, Inventory, Queue, Analytics, Leads, and Settings. The weekly pass is reading them in a fixed order. The product does not guarantee listings will perform on Facebook.

• Team roles and logins are the access list.
• Billing is the plan and seat reality.
• Import history and row-level error logs are the file audit trail.
• Inventory statuses and mark sold / archive show honesty of the board.
• Team queue view shows abandoned ownership.
• Analytics by rep and source show whether paid logins work and whether sources are clean.
• Leads inbox shows whether managers are using the Dealership workflow.
• Settings is the last drift check.

Without a weekly admin pass, those areas still exist. They just rot.

Make the Admin Pass Shorter Than a Desk Lunch

If the only person who understands logins, billing, and import history is "whoever set it up that one Saturday," you do not have an admin process. You have folklore. This admin guide to what to review in PostToMarket every week is how a GM or internet director keeps the product aligned with the actual floor.

A full store should be on the Dealership plan at $299 per month with up to 13 logins, which is the shape this guide assumes. A solo operator on Starter at $59 per month still benefits from a lighter version: one login, import history, statuses, and billing — skip the team politics.

Start your 10-day free trial with secure Stripe checkout. Spend the trial becoming the admin who can answer "who can post, what did we import, and what are we paying for?" without asking the floor. Cancel anytime.