Rolodex data refers to leads that don’t have vehicle information, steps, or past interactions. Typically, this includes only basic details like first name, last name, email, phone number, and sometimes a source or status to identify the lead. When uploading Rolodex data, these are treated as new leads in the system, and past names or numbers can be used, but they are categorized as fresh entries. You can upload this data in CSV or XLS Excel sheet format. For large data transfers, it’s recommended to back up and print any planner items from your old CRM system before moving them over to the new CRM. This will ensure a smooth transition, allowing you to fully integrate within a week or two. The system can handle vehicle data uploads, but any vehicle information will be added to the Notes section to prevent issues with future data entries from the old CRM.

To log a new customer, start by using the **Search** section to check if the customer already exists in the system. If no match is found, select "New Lead" to create a new entry. You will then be guided through a form to input key data points such as **First Name**, **Last Name**, **Phone Number**, **Email**, and other relevant fields.

The system will highlight required fields in **red** to ensure completeness. Once the information is entered, you can also set the **Sales Step**, **Lead Activity**, and **Notes** to track the customer’s journey and interaction details. Don’t forget to save your progress by clicking the **Submit** button at the bottom of the form.

To log an existing customer, start by using the Search feature. Once you find the customer in the system, it will take you to the Edit page where you can adjust any data points. From there, you can update the steps and status of the lead, set appointments, update Notes, and add or modify vehicle details as needed. This page allows you to manage and track the customer’s progress at any time.

To log an inbound call, use the Edit form, just like for any other customer interaction. The key requirement is to update the Lead Activities by selecting "Inbound" as the call type, and then leaving a Note to summarize the conversation. If needed, you can make any additional changes to the customer’s information on the fly, as well as set a future appointment or task during the same process.

To log an outbound call, use the Edit form just like for inbound calls. Select "Outbound" as the call type in the Lead Activities section, and then leave a Note to document the purpose of the call and any important details. If necessary, you can also make updates to the customer’s information, schedule future appointments, or set a follow-up task during the same session.

A Lead Activity is how you record your interaction with a customer, such as an outbound call, inbound call, or existing visit. It’s a required field that appears in both the Edit and New Lead forms for every customer. Logging these activities ensures that each contact is tracked and properly documented.

A Source refers to where a lead originated, such as a website, phone call, walk-in, or referral. It helps track the effectiveness of different marketing channels and gives insight into how customers are finding your business. When adding or updating a lead, you'll select a source from options like:

• Walk-in
• Website
• Social Media (Facebook, Instagram, LinkedIn, etc.)
• Google Ads
• Email Marketing
• Referral
• Trade Show Event

Selecting the appropriate source allows you to better track lead acquisition and marketing performance.

You set a follow-up in the **Edit** form under the follow-up section. Here, you can schedule a future task or appointment with the customer. It’s important to remember that every follow-up requires a **Lead Activity** to be selected, and this field cannot be left blank. This ensures that the follow-up is properly logged and tracked in the system.

**What happens if I just get an update from a walk-in vs. a status or step change?**

If you get an update from a walk-in without needing to change the status or step, you should log the interaction as a **Lead Activity** in the system and update the **Notes** field. This keeps a record of the update without progressing the lead through the sales steps. However, if the new interaction results in significant progress, such as setting an appointment or completing a test vehicle, you would update the **status** or **step** accordingly to reflect the advancement in the sales process.

In cases of significant progress, also update the following fields:

• **Sales Step** - Reflect the current step in the sales process
• **Status of Step** - Mark the current state of the lead (e.g., Pending, Completed)
• **Urgency** - Set the priority level for follow-up or action
• **Lead Activities** - Record the interaction details (required field)

To log multiple units for the same customer, start by entering the customer information, vehicle details, and filling in the required fields such as name and contact details. Once the **Sales Step** is set to **Sold** and a **Stock Number** is provided, the system will display a **Clone** button.

This option allows you to create additional entries for more units linked to the same contact information. After pressing the **Clone** button, a pop-up will appear asking you to confirm if you want to duplicate the lead. If you proceed, a new lead is created with the same contact details, ready for you to input a second or third unit. If you decide not to duplicate, you can go back and continue working with the original unit.

To log a salesperson split deal, you can do so in the **Edit Lead** or **Clone Lead** form. After entering the required details like customer information and sales data, navigate to the **Follow Up** section. There, you will see a field labeled **Split Deal**. Use this dropdown menu to select the salesperson with whom the deal is being shared. This ensures both salespeople get credit for the deal. Once selected, complete any remaining fields and save the lead by clicking **Submit**.

To connect your website to the CRM for lead generation, you’ll need to put in a support ticket or contact your account representative. They will handle the activation of third-party leads, including OEM and local website leads, using an RSS feed from your website.

While manual entry of inventory is possible, and we accept DMS downloads, website integration ensures that images and specifications are accurately pulled, providing a better overall experience for managing your inventory and leads.

Check with your website provider or your R2R account representative for more details, and we’ll help you get connected. Once set up, leads will automatically flow into your CRM, trigger notifications, and follow assigned rule sets for proper assignment and follow-up.

For both new and used vehicle inventory, we offer an inventory section within the CRM where you can manually load details or use an automated feed to keep everything current. This allows you to update specifications, pricing, and availability at any time.

Whether you’re using a manual entry process or an automated feed, such as from your DMS or website, the system ensures that all inventory is up to date and ready for sales teams to access and work with. If you have questions about automating the feed, reach out to your R2R account representative for assistance in connecting your data sources.

The in-house worksheet is located in the **History** section under the **Actions** menu. It provides a quick four-square approach to deal write-ups, including common fees, and can be printed on the fly. While it’s not meant to replace a full-service DMS process, it allows for basic deal decisions and light desking functionality.

If you require a more advanced worksheet for your operations, it is available at an additional cost. For more details, please contact your sales representative or account representative.

Your customer’s history is located in the **History** section, where you can find a comprehensive view of all interactions, including appointments, calls, SMS, and emails. You can sort this data using the dropdown on the right side, allowing you to filter by almost any data point. Additionally, you can manage communications from this section, making calls, sending SMS, and emails directly from one spot for each lead.

If you're using the **Turbo Leads web widget**, it can track history as well. **Manager sign-off** and **BDC management** are accessible in the **Actions** menu, where BDC users can transfer leads to the BDC team. For more details, contact your account representative.

"Red required" refers to the mandatory input fields that must be filled out to submit or update a lead. These fields are essential for logging a customer, and each location sets its own restrictions, ranging from just the first name to multiple mandatory fields. Be sure to check with your manager for the specific requirements at your dealership, as they can set these fields and request changes if needed.

We offer 11 reports ranging from daily recaps to sales goals and a comprehensive sales breakdown. Our state-of-the-art reporting module provides real-time data visualization with the ability to export lists and results. You can find these reports under the "Reports" section on the left menu.

The module allows you to toggle between different chart types such as pie, bar, line, and funnel, depending on your preference. With flexible date selection, you can customize the report range, and easily export the data in PDF or Excel formats.