How To Add A New Contact Via The Address Book
All leads in AutoPlay must be attached to a Contact record. Contacts can be added to AutoPlay in several ways
- Via Customer Integration with a DMS or CRM system
- Via Leads captured via API or Email Capture
- Via 'Import Contacts' in the Address Book or Contact Groups screens
- Via loading a new customer when creating a new lead
- Via manually loading the customer record to the Address Book
This support article will deal with loading directly to the Address Book. Watch the short video below to find out more.
The first step is to check that your customer does not already exist within the Address Book - it's critically important that you keep your database clean with minimal duplicate customers - particularly if you have integration with your DMS/CRM. To do so use the keyword search to search for the customers name, mobile, phone or email.
If you are unable to find your customer click the + button in the grey action menu to create a brand new customer record. If you had previously searched via Email, Mobile or Phone you will find that this data field is already populated with your search data.
- NZ Mobile numbers: 021, 022, 023, 024, 025, 027, 028, 029 - all are correctly placed into the mobile field. Also tested without the 0 at the front and with the country code (+64, 64 or 0064) and in all instances, the mobile number was correctly populated.
- NZ Area codes: 03, 04, 06, 07, 09 - all are correctly placed into the phone field. Also tested without the 0 at the front and with the country code (+64, 64 or 0064) and in all instances, the phone number was correctly populated.
- Aussie Mobile numbers: 04 - correctly placed into the mobile field. Also tested without the 0 at the front and with the country code (+61, 61 or 0061) and in all instances, the mobile number was correctly populated.
- Aussie Area codes: 02, 03, 07, 08 - all are correctly placed into the phone field. Also tested without the 0 at the front and with the country code (+61, 61 or 0061) and in all instances, the phone number was correctly populated.
- Email Addresses - anytime the @ symbol was used, the value was correctly populated into the email field.
You can manually enter your customer details including;
- Title (drop down - Not specified, Mr, Mrs, Miss, Ms, Master, Dr, Professor, Sister, Reverend, Major, Sir, Lady, Mr & Mrs)
- First Name
- Middle Name
- Last Name
- Preferred Name
- Company
- Occupation
- Unit#
- Street
- Suburb
- City
- Location (drop down - of region or state which varies depending on your Country)
- Post Code
- Phone
- Fax
- Mobile
- Email
- Web
- Reference
- Gender (Male, Female)
- Postal Address incl 'Same As Physical' (check box which will replicate your physical address as your postal address)
- Licence No.
- Licence Version
- Licence Expiry (text field and date time picker)
- Date Of Birth (text field and date time picker)
When entering an address it is also possible to use the 'Lookup' button under the address details in order to quick search for an address via Google.
If you do not want to manually type your customer details into the Address Book you can also use the built in Drivers Licence or Business Card scanner to automatically capture name, licence details and address (data captured depends on country and licence version). You can open the scanner by using the camera icon in the grey action menu. For more info on scanning Drivers Licence or Business Cards click HERE
Once you have captured the customers basic information it's also possible to enter more specific information about the customer including;
- Last Purchase
- Last Purchase Vehicle
- Last Purchase This Dealer
- Status
- Owner (if you want the contact to belong to a specific sales person - this does not affect visibility of customer records or stop another user loading leads as it is a label only)
- Yard
- Notes
Once you are happy with the details you have entered you must click SAVE in the lower right corner of the screen to create your contact. At this point if there is a similar contact already in the database autoplayauto.com will warn the user a second time that they are potentially creating a duplicate. At this point they can either Select the existing customer to view them (the contact details will be merged with the existing record), or click 'Create' to ignore the warning and create a new customer record.
On click of Save the 'Contact' section will display. If a contact as a DMS/VMS_ID then this will display.
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