How do I create a new up sheet?
Where can I put important dates and further information about the customer?
How do I add a vehicle to an up sheet?
How do I schedule an appointment?
How do I sell or deliver a vehicle?
How do I add a note to an up sheet?
What are my search capabilities?
How do I merge up sheets that are duplicates?
How do I send an email to a specific group of customers?
I forgot my password. What do I do now?
How do I change a User’s settings?
What do I do if someone has left the dealership and I want to remove them as a User?
How do I add or delete sources?
How do I add/edit automated tasks (action plans)?
From the Dashboard or Up Sheets main tab you will see a green ‘Add new up sheet’ button on the right. Click there and this will bring you to the contact information where you add the name, address, phone numbers and email address for your new customer.
When you click ‘Add contact’ at the bottom an up sheet will appear. You can now source your up sheet, add a vehicle from your inventory or a note about what the customer is looking for, and edit the contact information further or add more contacts (a spouse for example).
Also, if you are in the up sheet of a customer who has already been delivered a vehicle you will see an ‘Add another up sheet’ button to the right. This is for repeat customers who are ready to purchase their next vehicle. A new up sheet will be created with the person’s contact information, then you can add the information on the new vehicle s/he is looking for.
To add further informaton about a customer:
When in an up sheet, click on the contact’s name. On the right you can click ‘Edit’ next to ‘About [person’s name]’ to make notes about the customer. Type in your notes and click 'Save changes' at the bottom.
To add important dates:
Again, click on the contact's name from the up sheet. On the right you can click ‘Add’ next to ‘Important Dates’ and type in ‘Birthday’ or ‘Anniversary’ and the date and then click 'Add date'. AutoRaptor will remind you the week before any important date that is in the system, so you can send birthday wishes or a ‘Happy Anniversary’ email.
You will notice the 'Vehicles' section in the up sheet just below the source of the lead. To the right is an 'Add Vehicle' button. When you click this a box will appear where you can type in a vehicle description, stock # or VIN # and a list of any of your inventory that matches what you have typed in will come up. When you see the vehicle you want to add to the up sheet simply click 'Add', which will be a green button to the right of the vehicle description.
You can also make a note of what a customer is interested in even if you do not have the vehicle in stock. For example, 'Looking for 2008 Ford Focus'.
An appointment must be scheduled with a customer, so you will need to go to that customer’s up sheet. On the right side you will see ‘Appointments’ and then ‘Add Appointment’ in blue to the right of that.
Click ‘Add Appointment’ and you can then select the day and time. A calendar with your already scheduled appointments will appear, so that you do not accidentally schedule two customers at the same time. Remember to make a note as to what the appointment is regarding. You can also choose who the appointment is with (if there is more than one contact on the up sheet), and assign the appointment to other salespeople who are shared on the up sheet. Once you click ‘Save appointment’ it will appear on your up sheet in that space and on your schedule.
Once the appointment is complete you can click the drop down box where it say ‘Scheduled’ and mark the appointment as ‘kept’ (or ‘missed’ or ‘cancelled’), and then make a note about it.
First, you must have a vehicle with a valid VIN and stock # assigned to it attached to your up sheet. Then, in the up sheet, next to the vehicle name, you will see ‘Add a quote’ or ‘Sell vehicle’. If you use our desking tool and add a quote first you will then see the option to ‘Sell this quote’ instead.
Click on either ‘Sell vehicle’ or ‘Sell this quote’ and a drop down box will appear. Select ‘Sold’. This will update your automated tasks with the tasks set for selling a vehicle. When you deliver the vehicle, you click on that same drop down box and select ‘Delivered’. Again, your automated tasks will update to those set for long term follow up on a delivered customer.
In the upper right corner of the up sheet you will see 'New Activity' and a box where you can type a note. Type whatever activity took place and choose from the drop down below: 'Note', 'Call', 'B-Back' or 'Review'. Review is used for a manager reviewing a salesperson's up sheet and making a comment. When complete, click 'Add Entry' on the bottom right of the text box and your note will appear in the activity section of the up sheet.
When in the Up Sheets tab you will see a general search box along with some specific variables you can search by. The general search box is for name, company, email and phone number. The following other search fields are available. You can use just one field or all of the fields to narrow your search results.
Rep: This searches by Sales Representative to whom the up sheet is assigned. (Only Managers have this choice).
Source: The source of the lead, such as ‘Walk-in’ or ‘AutoTrader’.
Temperature: Hot, Warm or Cold – the temperature you assigned to the customer.
New or Used: Whether the customer is looking for a new or used vehicle (or both).
Sold?: You can leave blank or select ‘Yes’ if you are only looking for customers who are sold.
Vehicle: Here you can type in Make, Model, color, stock number or VIN to search for vehicles attached to a customer. If you have used ‘looking for . . .’ in up sheets then you can also type in those words along with a description. For example, a black BMW comes on the lot. You search ‘looking for black BMW’ and find all the customers who inquired about a black BMW.
You can also search ‘maturing’ accounts. From the up sheets list click on ‘delivered’ at the top and the option ‘Deal type’ will appear at the bottom of the search fields. If you choose ‘loan’ or ‘lease’ from the drop down, a box called ‘maturing’ will appear. You can then select a time period within the next year when loans are maturing to find customers who may be looking to buy again soon.
Only Managers can merge up sheets. When you see an Up Sheet that should be merged with another, open that Up Sheet and click the ‘Merge’ button at the bottom right of the up sheet.
A box will appear at the top of the screen with ‘find the up sheet’ highlighted. Click on this to search for the second Up Sheet involved in this merge. A list of Up Sheets will appear. You can select from the list or use the search to the right to find the correct Up Sheet. Click on the Up Sheet you want to merge with.
The bar at the top will now ask you to ‘Review the Merge’. Through this point there is also a ‘cancel merging’ option to the right.
Click on ‘Yes, review the merge’. You can now assign the new up sheet and click ‘Merge Up Sheets’. The page does warn you that there is no undo. But, before you click ‘Merge up sheet’ you can ‘go back’ and still cancel the merge at this point.
Once you’ve completed the merge, if there are multiple Contacts listed that are really the same person, then continue the merge by clicking ‘Change Contacts’ (located on the upper right of the Up Sheet above the ‘Contacts’ section), then clicking ‘Merge contacts’. You’ll then move through the steps toward a cleaner, less dupe-ridden future.
When you perform a search you can use the results to send a mass email. The only issue is how many people come up in the search. We recommend you do not 'blast' to more than 15 people per day, so that it is not seen as spam and does not cause problems for the system.
So, begin by performing a search. For example, a new Jeep Cherokee came on the lot and you want to see who is interested in a Jeep. From the Up Sheets tab you can go to the right side for filter results and in the 'vehicle' box type in ‘Jeep Cherokee’, click search, and get your results. Or if you use 'looking for’ in the vehicle section of your Up Sheets, you can put ‘Looking for Jeep Cherokee’ and click 'search'.
This will bring you a list of up sheets that fit the search criteria. At the bottom of the page you can click on 'E-mail all on this page' (or 'Print letters for all on this page'). You can then put a template you created into the email or letter and send it off. (Again, remember not to group email more than 15 people per day to avoid being seen as spam.)
If you have forgotten your password, go to your log in screen and type anything in the password box and click ‘login’. You will then see a link that, when clicked, will send you an email to reset your password.
Only an Administrator to the account can change the User settings. To change a User’s permissions, click on the Users tab in the top right hand corner of AutoRaptor. Then click ‘edit’ next to the person you would like to change.
In the next screen with the User's information there is a drop-down to choose a manager, change this to 'blank’ if you want to make the person a manager or select who the person’s manager should be. If you have more than one dealership you can check off boxes to allow access to the appropriate dealerships. Below the phone information you can select or deselect certain permissions for Sales Representatives (Managers automatically have these permissions).
At the bottom of the sheet you can select to make the person an Administrator or lock them out of the system. Click ‘Save Changes’ before you leave the page.
Only an Administrator to the account can lock out an employee. Click on the Users tab in the top right corner. Then click ‘edit’ next to the person you would like to lock out. At the bottom of the page that comes up you can ‘Lock this user out and prevent future log ins’. Then click ‘Save Changes’.
After locking a user out, you will need to reassign their up sheets. On the right side of the page there is a note with the dealership name and number of up sheets assigned to this user. Next to that you can click ‘reassign’ which will bring you to a page to select who to reassign the up sheets to. You cannot delete the user until the up sheets are reassigned.
Only an Administrator to the account can add or delete sources.
To add a source simply go to the ‘Settings’ tab at the top right corner, then click on your dealership name, then click on ‘sources’ (near top, in blue). Just below the list of items there is a green + button. Click this and type in your new source and its category.
Deleting a source: sources can only be deleted if they are not in use. You would have to re-classify all leads from a source to then be able to delete that source. You can edit a source name by clicking the ‘edit’ button to left of each source and just retyping the name and/or category.
Only an account Administrator can change the action plans. The admin goes to 'Settings' in the upper right corner of the screen. Then, click on the name of the dealership, then click on 'Action Plans' - the 3rd item along the top of the screen. Over on the top right in green it says 'Add new plan item'. Click this button. The new action plan defaults to 'when an up sheet is created', but you can also choose ‘when an up sheet is sold’ or ‘when an up sheet is delivered’ from the drop down. Label the task (ex: 24 hour follow up) and pick a time for the task (ex: ‘1 days later'). You can also choose by weeks, months or years. Then click 'Save'. This task will now appear on any new up sheets you create.
You will also notice when in the Action Plans screen that to the left of any tasks is an ‘edit’ button and to the right is a trash can, so you can easily edit or delete actions.