CRM

Leads can be added to the system through multiple channels:

1. Manual Entry: To manually add a lead, expand CRM in the sidebar and click on the +Create Lead button in the top right corner of the top bar.
2. Website Integration: If your website is connected to the software, leads are automatically created in the system when visitors fill out the lead form on your website.
3. Chat bot Integration: If you have a chat bot subscription, conversations can be converted to leads. Logged-in users can convert any chat conversation into a lead.
4. Email Integration: With email integration, any email in the in-built mailbox can be directly converted to a lead by clicking the Convert To Lead button in the message view window.

Once added, leads appear on the Kanban Board. On the Kanban Board, you can:

• Move Lead Cards: Drag the lead card by the drag handle in the top right corner of the card to change its status.
• View and Edit Lead: Click on the contact name in the card header to open the lead in a side window. Here, you can edit lead details and manage lead activities, such as logging calls, adding tasks, setting reminders, etc.
• Use Card Toolbar: Each lead card has a toolbar under the card header. Hover over each tool icon to see its function in the tooltip.

The Lead Source field defines the origin of the lead. You can create a new lead source in the CRM Lists section by following these steps:

1. Expand the CRM section in the sidebar.
2. Click on the CRM Lists link.
3. Select Lead Sources from the navigation bar at the top of the page.
4. Click the +Lead Source button to create a new lead source.

The Referrer is the person who refers a lead to you. This could be another dealer, a workshop, or a marketing representative in the field. To create a new referrer you can use the quick link, or follow these steps:

1. Expand the CRM section in the sidebar.
2. Click on the CRM Lists link.
3. Select Referrer from the navigation bar at the top of the page.
4. Click the +Referrer button to add a new referrer.

The Lead Value field represents the estimated monetary value of a lead. The best input value for this field can be total estimated sale value for this lead. This field helps users assess the potential business impact of each lead at different stages of the sales process. For example it can be used for:

• Stage Assessment: Understand how much business is currently stuck in a particular stage of the sales pipeline.
• Effort Evaluation: Determine the potential revenue that could be generated if additional efforts are made to close the lead successfully.
• Sales Forecasting: Enables better sales forecasting and decision-making by providing a clear view of potential revenue opportunities.

By keeping this field updated, users can make informed decisions and prioritize leads based on their potential value to the business.

The Email Opt-Out field is used to manage email preferences for leads, particularly for marketing or informational emails. Its purpose is to ensure compliance with customer preferences regarding email communication.

• If a customer chooses to unsubscribe from emails, this field is automatically set to No.
• Select No manually if you do not wish to send any promotional or marketing emails to this lead.
• This field helps avoid sending unwanted emails, improving customer satisfaction and adhering to email marketing regulations.

Archiving a lead hides it from the Grid View and the Kanban board, allowing you to focus on active leads while still retaining access to archived ones if needed.

Recovering Archived Leads

To recover archived leads, follow the steps below based on your selected view:

In Kanban View

1. Expand the CRM section in the sidebar and select Leads.
2. Click on Filters in the top bar.
3. In the filters pane, select Archived and enter Yes in the input field below it.
4. Open the desired lead in edit mode and select No from the Archived dropdown list.

In Grid View

1. Select Archived Only from the top header bar to load archived leads.
2. Scroll to the right until you see the Archived column.
3. Click on the Edit icon in the Archived column and select No from the dropdown list.
4. Alternatively, click on the Pencil icon at the start of the row to open the lead in edit mode, then select No from the Archived dropdown list.

Note: A lead is automatically archived when a deal is created for it.

When the "Send Alert to Lead" checkbox is selected, the system automatically sends alert to the lead when vehicles listed under "Interested In" become available. Following notifications are triggered in this case:

• Notifications are sent to the lead if following conditions are met:
  • A valid email must be entered in the Email field.
  • Email Opt Out must be set to No.
  • At least one vehicle must be selected in the "Interested In" field.
  • Archived must be set to No.
• Notifications are always sent to the lead creator (a user in software), regardless of any settings on the Create Lead page.

Note: If a lead submits Lead Form from the front portal, all aforementioned flags are automatically set so that all alerts could be enabled for the lead.

In various sections of the system, you may encounter the Lead Quick Update window. This feature allows for inline editing, meaning any changes made in this window are saved instantly, regardless of the save state of the form where the window appears.

For example, If the Lead Quick Update window is accessed within the Activities form, lead information will be updated immediately as you make changes, even if the form itself has not been saved. This ensures quick and seamless updates to lead details across the system.

You can switch to the Grid View at any time by clicking on the View dropdown in the top header bar. In this view, leads are displayed in a table format, making it especially convenient for users transitioning from Excel sheets to the software.

The following sections provide an overview of the key features and functionalities of the Grid View.

The Last Active column displays the date when a lead was last active. The system calculates this date by comparing the following:

• Lead Creation Date: The date when the lead was created.
• Last Activity Date: The date of the most recent activity associated with the lead.
• Last Note Date: The date of the most recent note, whether added directly to the lead or through an activity.

The most recent of these dates is used to determine the Last Active date, ensuring accurate tracking of lead engagement.

Leads can be converted to contacts, marking a significant step in the sales process. Here's how the system handles converted leads:

• When a lead is converted, a new contact is created, and the lead is linked to that contact.
• Converted leads are locked for further edits to ensure data integrity. However, they can still be archived or unarchived.
• The main lead editor window does not allow archiving. Instead:
  • In Grid View, users can archive or unarchive a lead using the Archive column.
  • In Kanban View, users can click the archive icon on the lead card to perform this action.
• Converted leads are visually distinguished with a light red background, making them easy to identify.

Please refer to this link for more information on how deals work.

What is a contact?

A "contact" is someone who started as a lead (a potential customer) and was followed up by the sales team. They are now seriously interested in buying a vehicle and are actively engaging with the sales team.

A lead becomes a contact just before a final deal is agreed upon between the lead and the dealership. For example, if a lead wants to buy an Audi A8, the sales team follows up and the lead agrees to buy the vehicle at the negotiated price. Before the sales team creates a deal for the lead, the lead is converted into a contact.

Not all contacts may become customers, as some may leave the deal even right before signing the papers. Therefore, a contact or lead is not considered a customer until the deal is converted to a sale. Once a deal is converted to a sale, the contact becomes a customer of the dealership.

Accessing the Contacts Module

To view and manage contacts, go to the CRM section in the sidebar and click on Contacts. This opens the Contacts page, which lists all the contacts created or converted from leads.

Understanding the Contacts List

The main area displays a tabular list of all contacts with key details including:

• Contact Name
• Converted – Shows how the contact was created (e.g. from a Lead Conversion or manual creation)
• Description – A short note added during contact creation
• Added By – The user who created or converted the contact
• Created On – The date when the contact was created
• Mobile – Contact’s phone number
• Email – Contact’s email address

Managing Contacts

• To add a new contact, click the +Create button in the top-right corner.
• To edit an existing contact, click the pencil icon on the left of the contact row. Pencil icon appears when you hover mouse pointer over a row.
• You can search contacts using the search box at the top-right of the screen.
• The dropdown at the top-left allows you to filter between archived and active contacts.

Contact Origins

Contacts can be created in two ways:

• Manually by clicking the +Create button
• Automatically via lead conversion, system automation, or API integration

This module provides a centralized place to manage people your business interacts with, whether they came in through marketing funnels or were added manually.

A "Deal" contains all the details of a potential sale, such as which vehicle the contact wants to buy. It acts as a staging environment between a lead and a final sale.

When a lead is won and the customer finalizes the vehicle they want to buy, any additional features the customer wants to add to the vehicle (e.g., a new woofer system) are managed through Deals. Deals can be customized by the customer. Software user can keep adding features requested by the customer. For example, if customer wants new woofer system, then user can add amount charged for new woofer system in the customization section. All these additional charges are added to the quoted deal amount. Final deal amount including all charges for additional customization are carried to the sale.

Once everything is finalized, the deal is converted into a sale.

When a deal is created for a lead, the lead is automatically archived. This happens because once a lead is converted and a deal is created, it moves to the next stage of the sales process, making the lead no longer active.

Accessing the Deals Module

To view or manage deals, go to the CRM section in the sidebar and click on Deals. This opens the Deals View which lists all ongoing and past deals along with their details and status.

Purpose of the Deals Module

The Deals module acts as a staging system between a lead and a final sale. It helps users track vehicle-specific interest, ongoing negotiations, customizations, and progress toward conversion.

Deals List Overview

The main view displays a table containing the following columns:

• Deal Name – Usually generated using the contact and vehicle name
• Stage – Current position in the sales pipeline (e.g., New, Customisation, Paperwork, Sold, Lost)
• Contact Name – The interested buyer
• Vehicle – The vehicle attached to the deal
• Last Activity Note – Recent user interaction or update
• Deal Note – Manually entered internal comments or updates

Filtering and Date Ranges

At the top of the page, you can filter deals using two dropdowns:

• Status Filter: Choose between Not Archived or Archived deals
• Date Filter: Filter deals based on last activity date, such as:
  • Active Within 15 Days
  • Active Within 1 Month
  • Active Within 2 Months
  • ... up to 12 Months
  • Since Start – shows all deals

Stage Tabs

Just below the "Filter by" text, there are tabs to segment deals by their stage:

• All – Shows all deals regardless of stage
• New – Recently created deals not yet acted upon
• Customisation – Deals with custom features being finalized
• Paperwork – Deals in the document preparation phase
• Sold – Finalized and converted into a sale
• Lost – Dropped or failed deals

Managing Deals

• To add a new deal, click the +Create Deal button on the top right
• To edit a deal, click the pencil icon next to the Deal Name
• You can search by name using the search box beside the filters

Additional Notes

Each deal is linked to a specific contact, a lead and a specific vehicle. Customizations and add-ons discussed with the buyer can be tracked within the deal using the Deals Customization system. Once finalized, a deal can be converted to a Sale, completing the funnel from lead to transaction.

When a user either clicks on the +Create Deal button at the top right of the Deals page or clicks on the Edit (pencil) icon beside an existing deal in the list, then system opens a window in edit mode or add new mode depending upon the option used to open it.

Once a deal is created, users have the option to add all custom requests made by the buyer. The dealership can choose whether to charge for these customizations. Here’s how it works:

• For example, if a customer wants to replace the sound system with one of a different brand, the user can add the new sound system to the Customization Grid.
• All charges associated with customizing the vehicle are automatically added to the final sale price.

This feature ensures that all buyer-specific requests are accounted for, providing a transparent and accurate final price for the vehicle.

Activities are actions taken to engage and nurture a lead with the goal of closing a sale. Common activities include making calls, sending emails, or setting up meetings. Tracking these interactions helps manage the lead's journey effectively.

To create a new activity for a lead:

1. Go to the Activities tab in the Add Lead window or click on Create Activity in Activities page.
2. Click on the Create New Activity button.
3. This will open a new side window where you can enter activity details. Follow the on-screen instructions to complete and save the activity.

Explanation of Fields in the Activity Window

This window provides fields to configure the activity in detail:

• Type: Select the type of activity, such as a call, meeting, or email, from the dropdown menu.
• Start Time: Set the date and time for when the activity will begin. This helps schedule and track the activity accurately. If reminder is on then this time is considered as reminder time.
• End Time: This option pops up only in case of appointment. It defines when the appointment will end.
• Reminder: Refer to Activity Reminder section.
• Priority: Set the importance level of the activity, such as Normal, High, or Low. This helps prioritize tasks within the CRM.
• Completed: Mark "Yes" if the activity is already completed; otherwise, select "No."
• Location: Add a location for the activity if it takes place at a physical or specific location.
• Note: Use this field to add additional notes or details about the activity, such as objectives or specific instructions. First note can be added here. Once the activity is created you can add further notes in the Notes tab.

After filling out the fields, click Save to create or update the activity with the reminder, or Close to exit without saving changes.

Reminders can be added while creating a new activity or editing an existing one. To enable a reminder, select Yes in the Reminder dropdown menu. Choosing "Yes" will display additional fields to configure the reminder settings in detail. Below is an explanation of each field:

• Reminder: Choose "Yes" if you want to be reminded of this activity.
• Start Time: The reminder will be triggered on the date set in the Start Time field. The exact time of the reminder will depend on the settings selected in "Days Before or After" and "When".
• Days Before or After: Determines when the reminder should be sent in relation to the due date. For example, if you choose "1 day before," a reminder will be sent one day before the activity's start time.
• When: Sets the specific timing of the reminder relative to the start time. Options include "On Time," "5 minutes before," "1 hour before," etc. For instance, if you choose "1 hour before," the reminder will be sent exactly one hour before the set start time.
• Repeat: Choose "Yes" if this activity should have recurring reminders.
  • Repeat Type: Select the frequency of the recurrence, such as daily, weekly, or monthly.
  • Repeat Interval: Define the interval for the recurrence. For example, setting this to "2" with a daily frequency will repeat the reminder every two days.
  • Repeat Until: Specify the end date for the recurring reminders. Reminders will continue until this date.

Note: If the Start Time is set in the past, the reminder will not trigger. The system does not prevent you from entering a past date in the Start Time field.

The activity list shows all activities such as appointments, calls, or emails, based on selected filters.

Filters

The activity list has two types of filters:

1. Displayed at the top bar: These are primary filters where users can filter based on the following conditions:
   • Hide/Show Past Pending Activities: If "Show Past Pending" is selected, the grid shows all activities from the past that were not completed. "Hide Past Pending" is the opposite, hiding activities from previous dates from the current view.
   • Pending/Completed/All: Depending on the selection, the grid view filters activities. If "Completed" is selected, the "Show Past Pending" filter is overridden and does not work.
   • Date: Activities are loaded according to the selected date. Users can select a date from the calendar or click on the left and right arrows to move forward or backward by one day.
2. Activity type filters: These filters are shown as tabs. Each tab filters activities by their type. The "All" tab lists all types of activities, while other tabs filter the list as their names suggest (e.g., the "Appointments" tab lists appointments only).

Operations

Sprint 19 introduced a quick action menu in the list. All necessary operations can be performed from the quick menu. Hovering the mouse over the list pops up a quick action button. Clicking on that button will show a quick action menu. The following details all available options in the quick menu:

1. Mark as Completed: The current activity is flagged as completed and removed from the list.
2. Complete and Add New: Marks the selected activity as completed instantly and opens a new activity window with the current contact selected.
3. Edit: Opens the current activity in edit mode. Users can modify the activity as required.
4. Postpone for <Weekday>: Instantly postpones the current activity to the next weekday.

Additionally, a quick note handle has been added. Hovering on the list shows a "+" button in the notes column. A quick note can be added by clicking on this button.

To open CRM Lists, go to the CRM section in the sidebar and click on CRM Lists. This section provides access to system-wide master lists used for managing and classifying CRM-related data such as leads, activities, referrers, and deals.

Managing List Items

All lists in this module follow the same structure and behavior:

• To add a new item, click on the + button in the top-right corner corresponding to the list (e.g., "+ Lead Sources").
• To edit or delete an item, hover the mouse pointer over the list item. Action icons (edit and delete) will appear on the right side of the row.
• Items marked as "System Reserved" are protected and cannot be modified or deleted. These are essential for built-in integrations (e.g., Website Lead, India Mart).

Best Practices

- Keep list names short but descriptive
- Avoid deleting list items that are already in use within existing leads or deals
- Use system-reserved items for automated lead capture channels and integrations

The CRM Lists module ensures consistency and customization across all CRM workflows. Changes made here reflect instantly throughout all linked features and modules.

A Lead Source defines how a lead was originated, such as from a phone call, website form, social media ad, or a referral. It helps your team track the effectiveness of different marketing and communication channels. To access lead sources page:

1. Expand CRM section from sidebar.
2. Click on CRM Lists.
3. Once the page loads, ensure that the Lead Sources tab is selected at the top (it is selected by default).

How to Create a New Lead Source

1. Click on the + Lead Sources button in the top-right corner of the page.
2. This opens a new input window or dialog.
3. Enter a name for the lead source (e.g., "Radio Campaign", "Instagram Ads").
4. Click Save to add the lead source.
5. The new item will now appear in the list and will be available wherever lead sources are selected in the CRM.

How to Edit or Delete a Lead Source

• Hover your mouse over any existing lead source in the list.
• Two action icons will appear on the right side of the item — Edit (pencil) and Delete (trash bin).
• Click the Edit icon to update the name, then click Save.
• Click the Delete icon to remove the lead source (only if it is not system-reserved).

Note: Some sources are labeled System Reserved. These are auto-generated by the system for integrations like Website Leads, India Mart, and Grow with Google. They cannot be edited or deleted.

Activity Types define the kind of interaction or engagement you have with a lead or contact in your CRM system. These include common types like Call, Email, Task, and Appointment. Classifying activities helps in tracking, reporting, and automation based on user interactions.

How to Access Activity Types

1. Go to the sidebar and expand the CRM section.
2. Click on CRM Lists.
3. From the tabs in the top header bar, click on the Activities tab.

How to Add a New Activity Type

1. Click the + Activity button in the top-right corner of the page.
2. A popup titled Add Activity Type will appear.
3. Type the name of the new activity in the Activity Type input box.
4. Click Save to add it to the list.
5. Click Close to cancel without saving.

How to Edit or Delete an Activity Type

• Hover your mouse over an activity type in the list.
• Edit and delete icons will appear on the right side.
• Click the Edit icon to rename the activity type.
• Click the Delete icon to permanently remove the activity (if it’s not system-reserved).

Note: Some entries like None are labeled System Reserved and cannot be edited or deleted. These are essential for fallback/default behaviors in the system.

Usage

Once an activity type is added, it becomes selectable in all CRM areas where activities are created—such as lead follow-ups, tasks, and calendar events. Keeping these types organized improves tracking and reporting efficiency for the entire sales and service team.

Lead Stages (also referred to as Sales Pipelines) represent the lifecycle steps a lead progresses through, from initial contact to final conversion (or loss). These stages help in organizing, tracking, and visualizing where each lead stands in your sales process.

How to Access Lead Stages

1. In the sidebar, go to CRM and click on CRM Lists.
2. Click the Lead Stages tab in the header bar.

How to Add a New Lead Stage

1. Click on the + Lead Stage button in the top-right corner.
2. A form titled Add Lead Stage will appear from the right.
3. Fill in the following inputs:
   • Stage Name: Enter a name like "Attempted", "Negotiation", etc.
   • Position: This determines the left-to-right order in the Kanban view.
   • Header Background: Select the background color for the stage badge.
   • Header Font Color: Choose the font color that appears on the badge.
4. A live Sample preview shows how your color selections will appear.
5. Click Save to add the stage or Close to cancel.

How to Edit or Delete a Stage

• Hover your mouse over any stage entry in the list.
• Click the Edit icon (pencil) to modify name, position, or color.
• Click the Delete icon (trash bin) to remove the stage (if not system reserved).

Note: Some stages like Lost, Won, and Junk are labeled System Reserved. These cannot be renamed or removed, as they are critical to core workflows.

How Colors and Positions Affect the UI

• The badge color shown next to each lead stage in the Grid view reflects the color and text style selected here.
• In the Kanban view, each column header (lead card stage) is colored using the same Header Background and Font Color defined here.
• Lead stages are arranged from left to right based on the Position number entered. Lower numbers appear first.

Special Note

It is not easy to delete a lead stage, so be cautious while creating lead stages:

• A lead stage cannot be deleted once a lead moves into it.
• When a lead is moved to a stage, that stage becomes a permanent part of the lead's history.
• Even if no leads remain in a particular lead stage, it cannot be deleted because it is linked to the historical record of leads.

So, a proper planning is required before you create your sales pipelines.

A referrer is a person who introduces or refers a potential customer (lead) to your dealership. Many dealerships maintain a list of referrers and sometimes offer them commissions or incentives based on successful conversions. Tracking referrers helps in measuring referral performance and maintaining strong external relationships.

How to Access the Referrers List

1. In the sidebar, navigate to CRM → CRM Lists.
2. Click on the Referrers tab in the header bar.
3. You will now see a list of all existing referrers and any notes associated with them.

How to Add a Referrer

1. Click the + Referrer button in the top-right corner of the page.
2. An Add Referrer form will slide open from the right.
3. Enter the Referrer Name (required).
4. Optionally, enter a Note to describe the referrer (e.g., "Local partner" or "Receives commission per lead").
5. Click Save to add the referrer or Close to cancel the operation.

How to Edit or Delete a Referrer

• Hover your mouse over any referrer entry in the list.
• Click the Edit icon (pencil) to modify the name or notes.
• Click the Delete icon (trash bin) to remove the referrer from the list.

Where Referrers Are Used

When entering a new lead in the CRM or during conversion processes, you can assign a referrer to the lead. This helps track how many leads came from each source and determine any incentive payments due.

Deal stages represent the pipeline or progression of a sales deal within your CRM. Each stage helps you understand where a deal currently stands—whether it's new, under review, in paperwork, sold, or lost.

Accessing the Deal Stages Page

1. Go to CRM → CRM Lists from the sidebar.
2. Click the Deal Stages tab in the header bar to view existing stages.

Adding a New Deal Stage

1. Click the + Deal Stage button in the top-right corner.
2. An Add Deal Stage window will appear with the following fields:
   • Deal Stage Name – The name to identify the stage (e.g., Customisation, Paperwork).
   • Position – Numeric order that defines where this stage appears in the sales pipeline. Lower numbers appear first.
   • Consider as Closed Stage – Select Yes if this stage marks a deal as closed (e.g., Sold or Lost).
   • Header Background – Select a background color for the deal card in Kanban view and badge in table view.
   • Header Font Color – Choose the font color to match or contrast with the background.
3. Click Save to add the stage.

Editing or Deleting a Deal Stage

• Hover over any deal stage in the list.
• Click the Edit icon to change stage name, position, color, or status.
• Click the Delete icon to remove a stage (available only for user-added stages).

Color Coding & Positioning

Deal stage badges in the grid view adopt the colors defined here. You can customize these for visual clarity—for example, use green for Sold, red for Lost, and blue for New stages. The Position field helps you sort the stages in your pipeline flow.

The CRM Analytics dashboard provides an in-depth analysis of your sales and lead management activities, helping you make informed decisions to optimize your performance. This feature-rich module allows you to track key metrics e.g. Lead Quality, Stage Distribution, Performance Comparison, Effective Lead Sources etc. and identify areas for improvement across your team.

Optimized for Fast Data Browsing

The CRM Analytics is designed for lightning-fast data browsing, utilizing a precompiled data mechanism for reports. Here’s how it works:

• Data is precompiled when you click the Generate Report button for the first time or when you change any filters.
• For example, if you select a start date and end date and click the Generate Report button, data is compiled for the first time. The same compiled data will continue to display until the filters are changed or the page is reloaded.
• Clicking the Generate Report button again does not recompile the data unless filters are changed.

Note: Due to aforementioned mechanism for precompiled data, CRUD pages (e.g. Create Lead etc.) opened via drill through system will not refresh data until report is reloaded. 

The software calculates lead quality on a scale of 10 points. The more information a lead has, the higher its quality score. Below is a simple explanation of how each input affects the lead quality score and why it is important:

1. Lead Description

If the lead description has more than 15 characters, the lead gets 2 points. A clear lead description is very important because:

• It helps the sales team with follow-ups and marketing by providing essential details.
• For example, if the description mentions the person's business or profession, any salesperson can use this information to follow up easily.
• If the description is missing or incomplete, the team will not know how to handle the lead, and opportunities might be missed.

2. Interested In Models

When the models a lead is interested in are specified, the lead gets 1 point. This input is essential because:

• Without this information, the lead becomes unclear, and the sales team will not know its purpose even if they have the vehicle available.
• Specifying models ensures the lead is actionable and prevents unnecessary clutter in the system.

3. Notes

Adding detailed notes (more than 15 characters) adds 2 points to the quality score. Notes are useful because:

• They allow any salesperson to handle the lead properly, even if the original salesperson is unavailable.
• For instance, if the notes explain in detail what was discussed last time, another salesperson can prepare before contacting the lead and can talk on the same context as the previous salesperson was talking.
• Short notes like "call again" do not provide enough information, which makes it harder to follow up effectively. After some time even the person who adds such short notes will forget the context of discussion with the lead.

4. Email, Home Phone, Birthday, Anniversary Date, and Lead Value

Each of these inputs gives 1 point to the lead's quality score. These details are important because:

• They provide multiple ways to stay in touch with the lead.
• For example:
  • An email address is useful as it rarely changes, even if the lead changes their phone number or travels abroad.
  • A home phone number is more stable than a mobile number, which might change frequently.
• Dates like birthdays and anniversaries help build a personal connection, which makes dealership more memorable and increases the lead maturity rate.

A lead is considered "Followed" only if an activity is logged against it. For example, if a call is logged against a lead, it is considered followed. However, any notes added directly to the lead do not make it followed.

A lead is considered "Never Followed" if it does not have any logged activity, such as calls, emails, meetings, or tasks. A new lead that is created today is also a never followed lead until it has an activity logged against it. Such leads may be part of different pipelines e.g. New, Attempted or Contacted etc. Archived leads are not included in the Never Followed Leads count.

Missing Next Step means that a lead has been followed up on, but no future activity or reminder has been scheduled. Additionally, the lead has not been finalized, meaning it has not been moved to Junk, Lost, Won, or Archived.

The New Leads card displays the total number of new leads created within the selected date range. In the auto dealer industry, an average of 278 leads are created every month to achieve a higher success rate. This card compares your lead collection rate with this industry benchmark, helping you evaluate your dealership's performance in generating new leads.

A lead is considered qualified if it was created within the selected date range, has moved out of the New stage, and has not been moved to Junk or archived.

On average, dealerships with higher success rates qualify 114 leads a month. This card compares your lead qualification rate with this industry benchmark to help you gauge your performance.

Won or Matured Leads are leads that have been moved to the Won pipeline. In the vehicle dealership industry, a 16% conversion rate (16% of all leads) is considered the benchmark for success. This vehicled compares your lead conversion rate with this benchmark, helping you evaluate your dealership's performance in converting leads.

Junk Leads are leads that have been moved to the Junk stage. In the auto dealership industry, 59% is considered the highest benchmark for junk leads, depending on how leads are collected.

For example, some dealerships report higher junk leads from Facebook due to less targeted advertising, while others who create professional and engaging ads see fewer junk leads from the same platform. This benchmark represents the overall average of junk leads across the industry.

This card compares your dealership’s junk lead rate with this benchmark, helping you evaluate the effectiveness of your lead generation strategies.

Followups Checkup Pie Chart

The Followups Checkup Pie Chart is part of the Abandoned Leads Drill and provides insights into the status of the last follow-up for leads that were abandoned. This chart categorizes leads based on their follow-up status, e.g. "With Reminders" indicates leads that had reminders set but were still abandoned and "Missed Follow-Ups" represents leads where scheduled follow-ups were missed.

This chart is helpful in identifying gaps in the follow-up process and assigning responsibility to the sales team members who abandoned these leads. It aids in improving accountability and ensuring better lead management practices.

All leads across all pipelines including archived leads are included in total lead count.

This stacked bar chart provides insights into the effectiveness of different lead sources by breaking down leads into categories Won, Lost, and Junk and Others. All leads that are not Won, Lost or Junk are shown in Other segment. Each bar in the chart represents a specific lead source and is divided into sections to show the outcomes of leads from that source.

How to Interpret:

• The size of each segment within a bar indicates how many leads from that source were marked as Won, Lost, or Junk or Other.
• This helps you understand which lead sources are generating high-quality leads and which ones might need improvement or better handling.
• For example, in the "Cold Call" bar, the chart shows how many leads resulted in successful conversions (Won) versus those that were Lost or marked as Junk.

Use this information to optimize your lead collection strategies by focusing on the most productive sources and improving the performance of less effective ones.

User Wise Assigned Leads chart shows the number of leads assigned to each salesperson in the team. Each bar represents a team member, and the height of the bar indicates the total leads assigned to that individual. It assists in balancing lead assignments to ensure fair distribution and optimal use of team resources. This chart is a valuable tool for sales managers to maintain an efficient and balanced workflow within the team.

The Team Workload chart is a stacked bar chart that visualizes the workload distribution among team members. The height of each bar represents the total workload of a team member, with different segments indicating specific contributions to their workload. It includes user activity that is related to CRM. Other activities that the user may have done in other parts of software are not included.

How to interpret?

• Bar Height: A higher bar indicates a heavier workload for the corresponding team member.
• Segments: Each bar is divided into segments that represent:
  • Leads Created: Number of new leads created by the person.
  • Leads Assigned: Number of leads assigned to the person.
  • Activities Completed: Number of activities successfully completed.
  • Activities Missed: Number of pending or missed activities.

This chart provides a clear overview of each team member’s workload, helping managers identify imbalances and take corrective actions to ensure optimal productivity.

The Most Active Leads chart highlights leads with more than 2 activities that are not archived, lost, won, or marked as junk. These leads are considered highly active and are ranked in the chart based on their activity count.

Usefulness

• Identifying High-Engagement Leads: Helps managers focus on leads with frequent interactions, ensuring that active opportunities are prioritized.
• Evaluating Sales Strategy: If a lead is highly active but taking longer to mature, managers can adjust their sales approach to convert it faster.
• Optimizing Resources: Provides insights into where sales efforts are being concentrated, enabling better resource allocation and follow-up strategies.

This chart assists in maintaining a balance between nurturing active leads and accelerating their progress through the sales pipeline.

Archiving a lead typically indicates that it is no longer actively pursued or relevant to the current sales process. Below are common reasons for archiving a lead:

• Unresponsive Leads: No engagement or response despite multiple follow-ups.
• Disqualified Leads: Leads that don't meet qualification criteria or fall outside the scope of your offerings.
• Duplicate Entries: Identified as duplicates, requiring consolidation into a single record.
• Lost Interest: Leads explicitly state they are no longer interested or have chosen a competitor.
• Invalid Contact Information: Incorrect or incomplete details, making communication impossible.
• Stagnant or Aged Leads: No progress or updates for an extended period, making the lead irrelevant.
• Business Decisions: Internal priorities or resource constraints lead to deprioritizing certain leads.
• Handled Elsewhere: Leads converted or managed outside the system to avoid duplication.
• Opt-Out Requests: Leads request to stop communication or unsubscribe from contact efforts.
• Seasonal or Temporary Inquiries: Leads tied to expired campaigns or one-time events.
• Misclassified Leads: Incorrectly entered leads, such as contacts marked as leads by mistake.

Archiving leads helps maintain a clean and focused pipeline, improve resource allocation, and prevent clutter in your CRM system.

How are archived leads handled by the Analytic?

Analytic includes or excludes archived leads depending on the requirement of a metric. For example, "Never Followed Leads" and "Top Active Leads" metrics do not include archived leads. On the other hand, the "Lead Distribution" metric includes archived leads so that managers can know how many leads are archived out of the total generated leads, allowing them to focus on lead quality. Similarly, the "User Performance" metric also includes archived leads because hiding a user's efforts for archived leads would underrate them, and sales managers wouldn't know how much effort is being wasted on archived leads. This approach ensures that analytics are meaningful, fair, and provide accurate insights based on the context of the data.