How To Allocate New Leads

How To Allocate New Leads

There are two ways to allocate leads;
  1. When a new lead is received you can allocate using the email alert
  2. You can allocate leads from the View Lead screen within AutoPlayAuto.com

How To Allocate New Leads
When an electronic lead is captured it will generate a new lead alert email (excluding bulk lead imports).  The new lead alert email is sent to the users who is set as the new lead recipient in Settings>Sales Pipeline Settings>Lead Management.  You can read more about the Lead Management screen HERE.

On the new lead alert email you can view a summary of the vehicle being enquired about.  On this screen it is possible to reply directly to the customer using a standard email response template (that you have set as your default).  This method will not allow you to record a voice over for your email, but can be an easy way to reply on the fly before following up with a more comprehensive response at a later date.  If you want to manage the lead more in depth you can log into AutoPlayAuto.com and manage the lead there.





It is also possible to allocate your leads directly from this email.  To do so scroll down to the 'Assign Lead' section and choose the team member you wish to allocate it to.  The list of users will be based on all the users you share the 'Manage Leads' role with.  To read more about the Manage Leads role click HERE.  Note - this list may be long if you work in a large dealership.  We are limited in what this page can handle, if you are finding it difficult to find the right team member to allocate to we recommend allocating directly in AutoPlayAuto.com.




When you allocate a new lead to a team member they will receive an email or sms notification alerting them that they have a new lead to action.  Again this is controlled by the Lead Management screen which you can read about HERE..


Allocating Leads Within AutoPlayAuto.com
If you are already logged into AutoPlayAuto.com you can easily allocate existing leads from within the Dashboard.  You can do this from the Dashboard without opening the lead by clicking on the blue + icon.  This shortcut popup lets users schedule a new calendar event, send an email response, or tap on the customer phone or email to contact the customer directly.   Clicking on the 'Allocate' button as circled will enable you to view the 'Allocate Leads' window.




You can also access the 'Allocate Lead' window from 3 locations when viewing a individual lead.

  1. Via the grey action menu, under the 'MORE' section you can find 'Allocate Leads'
  2. In the Lead Details section under 'User' you can allocate using the green edit icon
  3. At the top of the screen there is an icon and user name next to it.  Click on the icon to allocate the lead




The allocate lead window enables you to search your users via the keyword search.  You can search by first or last name.  This is particularly helpful when you have large lists of users as it can make this process much easier.  When allocating to a user you can also add some notes if there is any key information they will need to know in order to take over the management of the lead.



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