How To Close A Lead As Lost

How To Close A Lead As Lost

If you have worked a lead as much as possible and are unable to convert to a sale you can select 'Close Lost' to close your lead.  The 'Close Lost' button is located in the grey action menu as pictured below.  By default any user can 'Close Lost', however this can be controlled via one of two roles;
  1. Closed Lost Notifications - The 'Receive Closed Lead As Lost Notification' role allows anyone to close leads as lost, but will trigger a notification to managers. Read MORE.
  2. Closed Lost Permission - The 'Close Lead Lost Permission' role dictates which users have the ability to close leads as lost.  If the role does not exist anyone can close leads.  If the role does exist then any user in the role can submit a request to their manager to close the lead as lost.  The manager must then approve or decline the request.  Read MORE.  




When you 'Close Lost' you can do the following actions;
  1. Add a Reason why the lead was Closed As Lost.  The reasons in the drop down come from a standard list
  2. Check the Mark all overdue calendar events as complete check box.  This will be ticked by default and if there are any outstanding calendar events these will be automatically completed upon closing the lead.  If you wish to keep your calendar events as incomplete, you can untick this option.
  3. Add Notes relating to closing the lead as lost
  4. You can Add the customer to contact groups by ticking the group you want the customer to belong to.  By default the customer will be added to the Live Leads contact group, but this can be customised via the 'My Company' screen under 'Account Preferences'.  Click HERE to read more.
  5. The 'Close Lead As Lost' screen now includes a date picker to specify a follow up whilst closing your lead as lost.  You will still need to filter to 'Closed' leads on your Dashboard but the lead will appear within the Now +/- 3 Day date range when it is due for action.  The Event Type will be automatically set as 'Closed Lost Lead Follow Up'.


Once you Close Your Lead As Lost it will not be visible on your Dashboard if you are viewing open leads.  To view the lead again use the 'Status' filter to filter between 'Open', 'Closed' or 'All'.

It is also possible to close your leads as lost in bulk by using the 'Bulk Manage' function.  To find out more about closing leads in bulk click HERE.  

There are various other functions available when setting a Lead to Close Lost. See the following guides
  1. Role Management - Close Lost Notification
  2. Role Management - Close Lost Permission
  3. Role Management - Close Lost Mandatory fields

Complete ALL Calendar Events When Closing Leads As Won Or Lost

When managing leads user will sometimes find themselves in a scenario when they are closing a lead as Won or Lost where they have outstanding incomplete calendar events.  In prior versions of AutoPlayAuto.com we've had the ability to 'Mark all overdue calendar events as complete'.  In this scenario when closing the lead pictured below the 'Follow up re Finance' event that is overdue would be closed, whilst the 'Follow Up Post Delivery' would remain open - allowing dealers to continue to use AutoPlay to manage their post sale follow up.  



Unfortunately there are instances where you might have a future calendar event that is no longer relevant that you might want to complete whilst you are closing the lead.  For example if you have an event scheduled in the next few weeks to follow up and the customer says that their job situation has changed and they are delaying their purchase decision for 12 months.  It's now inappropriate to follow up in the next few weeks, but you may want to touch base in 12 months.  

We now allow users to select a 'Mark all incomplete calendar events as complete' to close all events that are incomplete - no matter if they are overdue or not.  If you tick this box and change your mind you will need to untick before you will be able to check the 'Mark all overdue calendar events as complete' option.  You can still use the 'Post sale follow up' option to create a new event as you are closing the lead.



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