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Set Up and Verify Advisor and Technician DMS IDs

Automation Bot
Updated

Overview

A DMS ID is the employee number assigned to a service advisor or technician in the dealership's Dealer Management System (DMS), such as CDK or Reynolds & Reynolds.

myKaarma uses this ID to help match employees with the correct repair orders (ROs), appointments, and inspections.

If your DMS ID is missing or incorrect, you may experience:

  • ROs appearing under Service Department instead of the correct advisor.
  • Appointments failing to sync with the DMS.
  • Inspections or technician assignments appearing under the wrong employee.
  • Employee validation errors when pushing information to the DMS.

Important: Your DMS ID is different from your myKaarma username, email address, or login ID.

How to Add or Update Your DMS ID

  1. Log in to the myKaarma desktop application.
  2. Click your initials or the blue question mark (?) icon in the upper-right corner.
  3. Select User Profile.
  4. Locate the DMS ID field.
  5. Enter your employee number exactly as it appears in your dealership's DMS.
  6. Click Save.

If you cannot edit this field, contact your dealership manager or myKaarma Support.

How Managers Can Verify a User's DMS ID

Managers with the appropriate permissions may be able to review employee information through Settings > Users > Manage Users.

  1. Locate and select the employee.
  2. Review their DMS ID, role, and department.
  3. Compare the DMS ID with the employee record in the dealership's DMS.
  4. Correct any confirmed discrepancies if editing is available.

If the field is unavailable or cannot be updated, contact myKaarma Support.

Common Issues and Troubleshooting

Issue What to check
RO assigned to Service Department Confirm the advisor's DMS ID and user account. If correct, dealership assignment rules may need review.
Appointment fails employee validation Verify the advisor's DMS ID. Check for missing, incorrect, or duplicate employee numbers.
Inspection assigned to the wrong technician Compare the technician's DMS ID in myKaarma with the employee number assigned in the DMS.
ServiceCart line push fails Review the exact error. If it references an invalid employee or technician number, verify the DMS ID.
Changes don't resolve the issue Confirm the correct dealership, employee record, and user settings. Contact Support if the issue continues.

Note: Not every assignment or synchronization error is caused by a DMS ID. Some issues require changes to dealership routing rules or DMS integration settings.

Important Things to Remember

  • Always use the employee number provided by your dealership or DMS administrator.
  • Keep any required leading zeros, letters, or prefixes.
  • Do not assign the same DMS ID to multiple employees unless your dealership's configuration specifically requires it.
  • If you work at multiple dealership locations, confirm that your employee number is valid for the affected location.
  • When adding a new advisor or technician, verify their DMS ID before testing assignments or appointments.

Still Having Trouble?

If the DMS ID is correct but the issue continues, contact myKaarma Support.

Please include:

  • Dealership name and DMS provider.
  • Employee's name, role, and expected DMS ID.
  • Affected RO, inspection, or appointment number.
  • Exact error message or a screenshot with sensitive information hidden.

This information helps Support identify whether the issue is related to employee mapping, assignment rules, or the DMS integration.

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