1. Get to know your CRM Settings: start by going to the CRM tab then Settings.

2. Autoresponder Text

• When customers include their email when inquiring about an inventory unit you can send them an auto response giving them comfort that their request was received.

3. Adding Salespeople

•  To begin, click +Add Sales Person, then input their information on the next page. Include the following information: 
  • Employee Information: First and last name, and work email.  
  • If they are a user or admin. users can only change their own settings while admins change the settings of themselves and others.
• Next, specify your salesperson's Lead Default settings. 
  • The following options are for automatically assigning salespeople-specific leads to the process. If no dealers are assigned for a specific category, the first salesperson created will be used instead. If multiple salespeople are assigned to a specific category, it will rotate from one salesperson to the next when assigning new salespeople.
    • General
    • Inventory
    • Financing
    • Trade-In
  • Check the type of inquiries that you would like that salesperson to receive. For example, if Trade-In is only checked then this person will only receive finance applications.

• Add a Signature - Input your contact information, this can be the same signature that you use on your email. (Name, company, phone, and email address)
• Add a Location - Choose the location where you would like your salesperson person to receive leads. If you want to receive leads from all locations, leave the field as "Choose a Dealer Location"

4. SMTP Config. Click Connect to G-Mail and input the following information. This will be needed to ensure that you can send and receive information out of the CRM.

• Email Address - Input the sales persons email address
• Password - Input the sales persons password
• SMTP Server - Input → smtp.gmail.com
• SMTP Server - Input → 465
• Security Type - SSL
• Auth Type - Auto Detect

5. IMAP Config. Emails will show up in Interaction History under Interactions once this is completed. 

• IMAP Server Input - imap.gmail.com

• IMAP Port Input - 993

6. Security Type. SSL should work in most cases. Only change this if your current mail provider does not support SSL.

7. Salesperson Settings

• Hot Potato - is a feature that we are asked about a lot. If enabled, leads will go to the next salesperson if the original salesperson’s next contact date has exceeded the chosen timeframe.
  • For example - John as a lead that he received on August 1st. He set the next contact date to August 3rd at 8am. John forgot he was on vacation and did not follow up with his customer. For this reason, the lead went to the next salesperson in rotation. This ensures that the sales people are following up with their potential customers as they should.
• Duration - this is the amount of time that is given before the hot potato is triggered. Using the above example, if we se this to 2 hours. John would of had until 10am on August 3rd before the lead would go to the next salesperson, Nick.
• Reschedule Delay - use this option to adjust how far back the Next Contact Date will be pushed back to on a reassigned lead. In our example, lets say this is set to one day. Since this John did not follow up with the customer by 10 am on August 3rd. Nick would be assigned this lead and would have until August 4th by 10 am until the lead goes to the next salesperson, Alex.
• Enable Hot Potato For Submission Date - if you would only like hot potato to work based on the submission date. Enable this feature! To be clear, this is different than a regular hot potato. For example, if this is checked and hot potato is not, the reassignment of leads will only be triggered when a salesperson does not change the next contacted dated based on the original submission date.
• Don’t Use Hot Potato On Weekends - when reassigning leads, weekends will be automatically skipped.
  • Reschedule Start Hour - When reassigning leads, leads will not be rescheduled to before the chosen hour* in the day.
  • Reschedule End Hour - When reassigning leads, leads will not be rescheduled to after the chosen hour* in the day.
• Click Save

Email Notification Settings

• Disable Daily Digest - By default, Daily Digest is enabled and will send every morning around 8:00 AM ET. If you do not wish to be included, check this option. For more information read Daily Digest found in the Help Center. 
• Notify Salespeople When Assigned to a Lead - Every time a lead is assigned a new salesperson, an email will be automatically sent to that salesperson.
• Notify Salespeople When Their Lead is Almost Due - Sends an email to a salesperson when a lead they are assigned to is due within the next 30 minutes.
• Notify Salespeople When Their Lead is Past Due - Sends an email to a salesperson once a lead they are assigned to becomes past due.
• Click Save
• Price Per Mile
  • If you would like to display to your customers a standard charge for transporting inventory put in the price that you charge per mile.
• Set Default Filters
  • Setting default filters is a great way to display leads on how your dealership would like to view them. You can pick from a number of options most recently created, status, most recently contacted and much more! Note, that when you change this filter it will apply for the entire dealership.
• Lead Sources
  • • Tracking leads in your CRM is a great way to track where your leads are coming from. You can add a lead source or remove them to best fit your dealership. Here are some common sources.

If you would like to learn more about the CRM Settings, please click here to watch one of our CRM Tutorials.