Web Leads

When a customer does an online inquiry to a Dealership's advertisement, the request funnels through to the Web Leads tab and into New Leads in DealerMine.

Generally only a Sales Manager or Sales BDC Manager would have full access to the Leads tab. The Sales Manager will see all Leads on the tab and can reassign inquiries accordingly. A Salesperson can only view Leads assigned to them. We do have some setup options to round robin leads, assign sources to specific Salespeople or leave lead sources unassigned to be looked after on a first come first serve basis.

New Leads:

Each time a new sales email lead arrives, the red orb will light up indicating there are 'New' sales leads waiting for correspondence. New leads are incoming sales leads that have not yet been action-ed. To action a lead a user must contact a customer from DealerMine by means of email, text, recycle, letter or schedule a followup. Once a new lead is linked to a customer profile and has contact history, the lead will no longer be considered 'New'. All leads that have been properly linked and action-ed will now be visible in "Lead History" and possibly "Unsold Leads".

Do Email Leads link up automatically to a customer file with the same email address?

Yes if an email match is found in your database for an new incoming sales lead, DealerMine will automatically link the lead to the corresponding customer file to save the user time. Leads will only link if one unique customer file has the same email, including merged customer files containing the same email. Leads that are linked automatically still require action and will remain in the New leads tab until contact has been made.

Any new lead that comes in linked to a customer profile with previous contact history will still be considered new and not yet action-ed since the contact history must be greater than the origin date of the new lead. The only work-a-round solution for this would be to mark this new lead as a duplicate of the last lead for that same customer, then the previous contact history would be connected to this lead as well, moving it from New Leads into Lead History.

  • Sources - new leads can be filtered by a particular source or status. The default view is "All".

  • Bolded - new leads will remain bolded until a contact is made and recorded in DealerMine. (email, followup scheduled etc.)

  • Not Bolded - new leads that are not bolded have been contacted but have not yet been linked to a DealerMine customer profile. When you double click on a new lead that is not bolded you will be directed to the Search screen to link.

  • If the customer is found in the Search screen, double click on the customer row in the Customer Information grid. The lead is now linked to that customer profile.

  • If the customer is not found click the icon of the person in the upper right hand corner of the search screen to Add a new Prospect. Enter the customer's information contained in the Lead email: i.e. First/Last Name, email address and then click Save.

  • The user is forwarded to the Profile tab, and the Lead information is linked to the customer. This is indicated by the Lead indicator displayed at the bottom of the Profile screen.

  • Click the Lead indicator on the Profile tab. The Lead popup is presented containing the Lead's Details. From this screen either mark the task as Sold, Followup, Lost or Recycle the customer off the screen to be viewed at a later date. When the user does any of these actions, from within the Leads' tab grid, the customer is no longer bolded and is no longer on the New Leads tab.



Change Source

When on the Showroom Lead tab > New Leads, Unsold Leads, or Lead History, we have added the ability to Right Click Option "Change Source". When Change Source is selected a Change Source popup will display where the user will be able to pick an existing source from the Source drop down list (this list will reflect the new custom source names given on each lead when being Parsed) or click the "Add New Source" at which time the Source box will display blank and the user is able to type in the new source and Save.

The popup will also have the option "Do you want to automate that Process?", Radio buttons will display where the use can select No or Yes. Yes options will also include using either the from Email Domain or the Email Subject or both. Having multiple options will save you time and move any other leads with the same format to the newly chosen "Source".



Showroom Leads mark as Completed

Users are now able to mark a Sales Lead as complete and all users with access will be able to see that the lead has been taken care of. To mark a Lead as completed the user would Right click on the Showroom Lead and then select "Completed", then from the Complete Lead popup the user can add notes to the Comment box and Save. Once saved the Comments entered will be stored in Contact History.

*Note Completing a lead is essentially the same as recycling a customer but without choosing a Recycle code.


Actioning A Lead:

When a New Lead comes in and DealerMine is unable to link the lead automatically to an existing customer file, the user will need to manually link the lead or create a new prospect file.

You are able to identify a linked vs. Non Linked lead by the following symbol : A Chain Link as displayed in the below image represents a lead linked to a customer file.

To link a lead to existing customer that was not found or to create a new one simply:

  • Double click on the lead to populate the Customer Search Screen; DealerMine will automatically add the customer information into the the search screen based on the data parsed.



In this image DealerMine was unable to find a existing customer match, so the user would need to select the Add Prospect button to create a prospect file for this inquiry


Fill in as much information as possible and select Save. **Note if you would like the lead to also appear on the Traffic log in sure the Add to Traffic log radio button is selected.

In this image DealerMine was able to find a existing customer match as can be seen. To attach the lead to the file the user simply need to double click on the customer information.

Once you are on the customer Profile Screen you are able to see the Lead in 2 locations; as seen below:

Under Lead History Tab:

On the Profile Screen select the Lead History Tab to access all the Internet Leads attached to the Customer/Prospect. By Right Clicking on the lead you will have the following options.

  1. View Details- By selecting this you will be able to view a copy of the lead transcript

  2. Mark Lead as Complete- Mark a Sales Lead as complete and all users with access will be able to see that the lead has been taken care of; from the Complete Lead popup the user can add notes to the Comment box and Save. Once saved the Comments entered will be stored in Contact History.

  3. Delete Lead- Any leads that are deleted will have a delete status and display the username who deleted the lead for referencing.

  4. Unlink Lead- If a user links a lead to the wrong customer file, the user can unlink the lead.

  5. Duplicate Lead- if any lead comes in that is a duplicate of another recent lead, simply right click and choose Duplicate Lead. A screen will appear allowing you to choose any previous lead that has come in and been action-ed within the past 10 days to be primary lead of this duplicate. The Duplicate Lead popup will display Origin Date, Age, Email Address, First name, Last name, Source, Subject, Assignee, Status and Cust#.

  6. Recycle - This allows the user to indicate the outcome of the last contact based on the specifications entered into DealerMine i.e. Left Message, Sent Email, Texted, etc. This recycle and any comments will remain in Contact History.

From the Profile Screen Select Lead in the bottom Left Hand corner

Choose one of the four options:

1. Sold - will update Status to Sold

2. Recycle - enter in notes, typically after a phone call with customer.

3. Followup - schedule a followup

4. Lost - will update Status to Lost

From the Traffic Log:

Users are also able to action any Lead from the Traffic Log (depending on set up).

To view the Lead details Select I-Leads as indicated below,


To action the lead simply select Schedule Follow up:

Once selected the Follow up pop up will appear on the Screen (pictured right). The user simply needs to Select the date of the next follow up from the calendar on the left and the follow up reason from the Reason drop down. Be sure to enter notes that are relevant to the next correspondence with the customer.

When a new Showroom Leads comes in to the Web Leads tab, when it is actioned by sending a text message from the customer’s profile it will now remove the lead from the New Leads tab.

When a Web lead is linked to a customer’s profile and the user sends a Text it will remove the lead from the New Leads to the Lead History tab within the Web Leads > Showroom Leads.


8. DealerMine has made some changes to the “Duplicate Lead” screen. We are now using the first name last name and the phone number and email address lead information to find a duplicate lead

  • The Lead information will display in the top left corner of the screen.

  • A “Show all leads” checkbox has also been added to the screen. When on the Leads tab > Showroom leads, right click on a lead and then click on “Duplicate lead”. The Duplicate Lead popup screen will display:

      1. if a match is found the “Show all leads”checkbox will be unchecked, however the user can check the box to show all leads that have at least one match with the selected Lead.

      2. If no match is found a Info popup will display to let the user know no match was found so we will show all leads that have at least one match with the selected Lea

*DealerMine will user first name, last name and email address to search for a duplicate Match.