Leads

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.