Managing Leads Q & A

Transcription

1 DealerBase - Lead Management Module This Lead Management module enables you to keep track of the Leads that your advertising has generated. You can manage and track leads that originate from any of the following sites: AutoBase Trade Me Motors Your website or mobile website (if it is either hosted by AutoBase or if you use Stock Powered by AutoBase) These are automatically logged into the system for you to manage. You can also add you own Leads that may originate from phone calls, s, walk in traffic or other websites and use it as a central repository for all Leads to be managed from. Who can do what? 1. Administrators Can do anything including Deleting a Lead. 2. Lead Users Cannot Delete a Lead, Add/Edit a Source, or Add/Edit a Contact Category. 3. Sales Staff Sales Staff who are not Lead Users have read only access to everything, ie. they cannot make any changes like Add, Delete or Edit. How do I get started? 1. Go to and click on the Dealer Login tab. This is at the top to the right of the screen. You will be taken to the DealerBase Login page. 2. Enter your User Name and Password. If you have forgotten your password, please click on the link underneath the Login box. Please Note: Password is case sensitive. v.7 Updated 13 March 2012 Page 1 of 10

2 How do I see l my Leads? Go to the Leads tab. Under this tab you will see 5 sections: 1. Leads This is where a list of all of your Leads about vehicles are stored, and the Source where that Lead came from, ie. Trade Me Motors, AutoBase, Newspaper etc. You can view the list of Leads that are awaiting action. You can also add Lead Events. Events are notes and communications relevant to the Lead. 2. Contacts These are your customer and prospect contacts. You can search for the Contact record or if it does not exist you can add a new contact. 3. Sources Sources are where the Lead has come from. The Sources in bold are system generated and cannot be edited or deleted. 4. Contact Category Categories can be used to group your Contacts together based on similar information. The categories Business and Personal are generated by our system and cannot be edited or deleted. But you can create your own categories, e.g. Repeat Buyers, New Clients, etc. 5. Help User Help Menu and Q&As. Leads This is where a list of all of your Leads about vehicles are stored. You will see a key at the bottom of your list of Leads as follows. You can also make this page the Default Page: v.7 Updated 13 March 2012 Page 2 of 10

3 You can assign a Lead to a staff member. Lead Events track the actions that have happened in response to the Lead. To open a Lead click on view button to the right of the Lead. The Edit Lead page will appear. You can change the status of the Lead to one of the following: Internal Action Required If the person who made the Lead is expecting a response from your branch External Action Required If you are awaiting a response from the person who made the Lead Closed Won If the vehicle has been sold and Lead has no further action required Closed Lost If the Lead has no further action required You can also hit the button to generate an to reply to that customer, regarding the Lead. The will include the Lead Details v.7 Updated 13 March 2012 Page 3 of 10

4 Lead Events Lead Events are a way of tracking the activity on the Lead. You can use Lead Events to assign responsibility for the Lead to a Staff Member. Staff members will be notified by when an Event is assigned to them. Events are notes and communications relevant to the Lead. E.g. "John called client and arranged meeting on site at 4pm tomorrow". This Event would be assigned to yourself and you would change the status to "External Action Required", i.e. you are waiting for the client to do something turn up. DealerBase will notify you by and Create a Calendar Event Outlook Calendar tick the relevant box, as above. v.7 Updated 13 March 2012 Page 4 of 10

5 How do I create a new Lead from a phone call, walk in etc? 1. Click the Leads menu and then click Add. 2. Select whether the Lead is a General one or is specific to a Vehicle by clicking on the appropriate button. 3. Assign the Contact. You can add a new contact, or choose from an existing contact by clicking on the corresponding add new or search text in blue. 4. If it is a vehicle specific Lead about one of your items listed on Trade Me Motors or AutoBase, click on the Vehicle search button and select the vehicle it pertains to: v.7 Updated 13 March 2012 Page 5 of 10

6 5. Select the Lead Source of the Lead, e.g. AutoBase, My Website etc. 6. Select a Contact. Click on add new to add a new contact (See page 6) or search to find a contact you have, e.g. a repeat customer who is already in your contact list. 7. Enter the details of the Lead on the box to the right called Lead (below), and then assign the Status of the Lead e.g. Internal Action Required. NB. Assigned To defaults to the logged in user. Then press Save. v.7 Updated 13 March 2012 Page 6 of 10

7 Source Sources are where the Lead has come from. The sources in bold (e.g. AutoBase, My Mobile Website) are system generated and cannot be edited or deleted. 1. To Add a Source, over the Sources tab 2. Then click Add. 3. Enter a new Lead Source Name and description, eg. Newspaper, Walk in etc. 4. Select Save. v.7 Updated 13 March 2012 Page 7 of 10

8 Contacts You can search for the Contact record. If a Contact record is missing Name information, then the Lead has come from Trade Me Motors. Privacy issues prevent us from receiving Name information. You can source this information from the original you received from Trade Me Motors for the Lead. You can also add a new contact. Contact Categories Contact categories can be used to group your Contacts together based on similar information. The Business and Personal categories are system generated and cannot be edited or deleted. v.7 Updated 13 March 2012 Page 8 of 10

9 You can create your own contact categories for your branch by clicking Add New at the bottom of the list, or alternatively when editing or creating a contact. E.g. You might like to categorise into general age groups demographics such as young, middle aged or older. Managing Leads Q & A What do I do with an existing Lead? Once a Lead has been automatically generated in the system you will find that there is a corresponding Contact record created. This Lead will have been logged into our system when an is sent to you from one of the above mentioned sources. If the automatically generated Contact record is missing a First Name and a Last Name then this Lead has come from Trade Me Motors. Due to privacy issues we cannot get this information. v.7 Updated 13 March 2012 Page 9 of 10

10 Can I look at old Leads when stock has been deleted? Stock stays on our system for 6 months after it has been deleted. However, stock with a Lead attached to it will be kept for future reference. Can I filter my Lead List? Yes you can, you can filter by: Status e.g. Internal Action required, Closed won, Closed lost etc) Assigned to (Staff member s name) Source Where the Lead came from, e.g. Trade Me Motors, AutoBase, Newspaper etc Contact Name of prospect Lead ID Each Lead has its own ID number Stock Number For help please contact your Account Manager, or Customer Support by calling or ing info@autobase.co.nz. v.7 Updated 13 March 2012 Page 10 of 10