Working With Leads

Leads is where you manage your inbound prospects and customer communication.

Leads Training Video

Watch this training to get started with leads!

Viewing Leads

To view your leads, click Leads in the sidebar.

Searching Leads

Some notable searching and filtering options:

  • Customers
    You can filter by the name, phone number, or email of the customer.
  • Vehicle
    You can filter by the year/make/model, VIN, or Stock Number.
  • Status
    • Active - Represents a lead that is actively interested in purchasing a vehicle.
    • Needs Attention - Filters to leads that need attention, such as a new message, or a task being due.
    • Ghost - Leads that initiated contact but are no longer responding.
    • Lost - Leads that are no longer interested in purchasing a vehicle.
    • Sold - Leads that were sold a vehicle.
  • Assigned User
  • Active Within
  • Source
  • SV (Search Vehicle Only)

We recommend reading through Finding Items to familiarize yourself with searching and filtering.

SV (Search Vehicle Only)

This filter option allows you to limit the search results page to surface those leads with Search Vehicles attached to them. This is a convenient method for monitoring which vehicles that customers have requested or inquired about.

Creating Leads

Inbound

Inbound leads are automatically created if they have the correct format. See Receiving Leads for more details.

Driver's License

Leads can be created by scanning your customer's driver's license. Check out the Leads Mobile App guide for more info.

Manually

To create a lead manually, click New Lead in the sidebar. You'll be presented with the Customer Selection dialog where you can find a past customer or add a new one. Be sure to select a source.

When you click Next, the lead will be created.

Editing Leads

The upper section of the lead is where you can modify the lead's details.

Customers

In the customers section, you can perform the following operations.

  • Edit Customer
  • Add Co-Customer
  • Edit Co-Customer
  • Change Primary Customer
  • Change Co-Customer
  • Remove Primary Customer
  • Remove Co-Customer
  • Swap Customers
  • Merge Leads

Some options above will only show depending on if you have a co-customer on the lead already.

Vehicles and Search Vehicles

Vehicles can be added to leads to track customer interest. Multiple vehicles can be on each lead.

Vehicles can be from inventory, or can be added as a Search Vehicle (SV) which allows you to track customer interest on vehicles that you don't have yet.

Adding a Vehicle

To add a vehicle, click the blue plus icon next to the vehicles section.

Preferred Vehicle

The preferred vehicle is shown using the filled circle. To switch the preferred vehicle, simply click the empty circle on another vehicle.

Preferred vehicles are used in communication templates, such as for texts or emails.

Trades

Trades operate very similarly to vehicles in how they're added and managed on a lead. Simply expand the trades link and add any trades the customer has to the lead!

Trades will automatically sync to worksheets created by the lead, with a few caveats.

Collaborators

Collaborators can be added to a lead so that multiple salespeople can get notified and work the same lead. This can be useful if one salesperson is out for part of the week, but the customer still needs to be communicated with.

You can have more than one collaborator on a lead, and each collaborator will be notified according to their notification preferences.

Communications

You can communicate with your lead through the following ways:

Tasks

Tasks are automatically added when leads get created and are also added manually by the user.

Default Tasks

You can set up default tasks to populate automatically based on how the lead was generated.

Setting Up Default Tasks

Default tasks for your leads can be customized in your Leads Settings page.

Your Leads Settings page can be located inside your General Settings, which is accessible by navigating to Manage > Settings > General. Next, you'll need to select the Leads tab on the left-hand submenu. This will bring you to your Leads Settings page.

Next, scroll down until you see a section labeled, Settings. Here is where you can customize your default tasks.

Leads are separated into three categories based on the method of their creation and their status. Default Tasks can be setup for each of these three categories:

  • Incoming Lead Tasks
  • Created Lead Tasks
  • Process as Sold Tasks

Incoming Lead Tasks

These default tasks pertain to leads that populate from your third-party advertising companies. These tasks will populate once the lead is automatically generated.

Created Lead Tasks

This category refers to default tasks that'll appear automatically for when a lead is created manually by a user.

Process as Sold Tasks

These default tasks will populate once a lead is attached to a process-as-sold deal or the lead status is changed to Sold. These tasks are aimed for any post-sale follow-up tasks for the lead in question.

Manually Adding Tasks

You can create tasks manually for a lead. This can be achieved by navigating to the lead in question and selecting the Add button in the Task section.

Completing Tasks

Completing tasks is as easy as clicking the green mark that shows up when hovering over the task.

After marking the task off, you'll be presented with a comments dialog to add notes about the task you just completed.

Next Task

You'll also be asked to create the next follow-up task for your lead. This helps make sure your lead never falls off your radar.

Activity

The activity section shows a running history of all the activity on your lead. Some examples of activity you might see:

  • Comments provided by the customer
  • Lead merges
  • Notes left by dealer staff
  • Completed tasks
  • Sent texts or emails
  • Inbound or outbound calls

Appointments

Appointments track when a customer is coming into the store to look at or purchase your vehicle. You can schedule appointments and track whether an appointment is kept.

Appointments will also be shown on the Leads Dashboard for day-to-day operations.

Appointments scheduled for today will be shown with a green appointment icon and will always be considered Needs Attention.

Worksheets

Worksheets can be created on any vehicle associated with the lead, and are a great way to work numbers and generate quotes for your customers without congesting your deals list.

Learn More