FAQ: Manager

Detailed Instructions for adding modifying employees can be found under the XRM Training Video Library under the Admin 101 class, Employee Maintenance.
Managers with access to Manage Employees (On the Main Menu, under Maintenance), can add, edit, and inactivate employees as needed.
1. CAR-Research recommends searching through all (not just active) employees before adding a new one (as DMS integration can create employee profiles)

I was editing an employee and they disappeared, I can't find them anywhere, what happened to them?

When searching, make sure you are searching all employees, including inactive. To do this, at the top of the Employee Maintenance screen, make sure to set Status to All Employees. If this doesn't pull up the employee, is it possible you accidentally changed his or her name?

If the employee still does not exist, it is possible you assigned him or her to the Administrator or Site Administrator employee type. If this is the case, you may not be able to see this employee depending on your own employee type.

How do I set up my phone to receive notifications/e-mail? Is there a way that I can have my e-mails go to my phone?

The notification and e-mail/internet lead forwarding must be set up by a manager.

The features are found by going to the Main Menu, then to Maintenance, then to Manage Employees. Search for the employee name to modify, then click on the ID number in the left column.

On the "Employee Maintenance - Edit" screen, find the PDA E-mail Address field. To forward full e-mails and internet leads, put in the e-mail address for an e-mail account this user receives on his or her cell phone. Then check-mark the option below that says "E-Mails/ILeads to PDA." Click Save to save your changes.

For text-message notifications, put in the employee"s cell phone number and the SMS gateway address. For a list of the most common, click the magnifying glass icon to the right. The proper format should be 7135551212@text.att.net where 7135551212 is the person"s cell number and @text.att.net is the SMS gateway for a cell phone on an AT&T plan. The SMS gateway MUST be entered properly for the text alert to go through.

Once the text message address is filled in, check mark one or more of the following options: Appointment Notification, New Emails Notification, Internet Leads Notification, Daily Statistics Notification (usually only for managers), Service Statistics Notification, Sold Vehicle Notification, SCM Customer Turned Red. You can also set the days and times when notifications will be active below. Once changes are made, click save.

Under the Customer menu, select Duplicate Customer Resolution. Select a date range and the set of options you wish to use for determining duplicates and click search. Possible matches will be displayed side by side. A match reason is listed to the far right. In between the two matching customers you have options to merge one into the other. You can merge either direction, the one you merge into is the one that is kept. Information from the other is merged into the kept record. If any information would be lost, it is added to the notes in the customer record.

From within the Internet Lead itself, you can click on the Salesperson's name and select the Salesperson to whom you would like to Reassign the lead and click Save.

Does Car Research's Internet Lead Manager have a "vacation setting" that allows you to temporarily redirect new leads to another Salesperson from X date to X date in the future without modifying all of my lead distribution rules?

Yes! Go to Maintenance and click on Reassign Internet Leads and then select the Employee you would like to reassign leads from and the Employee(s) you would like to reassign leads to and then select the date range to which you wish for these temporary rules to apply.

Click on the "New" button and a Dialog Box will open that will prompt you to name the Internet Follow Up Schedule that you are creating (ex. New Chevy - unresponsive).

Below, you will need to enter the # of days after the lead arrives, specify the "Send From" option and choose the email from the "Email" pull-down menu.

Also, be sure to check the box that says, "Stop Schedule if E-Mail Received" so that the Customer won't receive additional automatic emails.

At the top of the XRM application, you will see the 6th button from the left. It is a globe with a network cable coming out of it and if you mouse over it, it will say Internet Lead Manager.

On your Dashboard, you should see a Widget that says Followup Results. If you don't see this Widget then please click on the Add Widget button at the top left of the page and select Followup Calls.

On your Dashboard, you should see a Widget that says Activities. If you don't see this Widget then please click on the Add Widget button at the top left of the page and select Activities.

How do I give an employee a greater level of access to the system without making them a Manager?

Click on the main menu tab, then select Maintenance, then Security Maintenance.
1. The Security Maintenance screen allows you to create detailed security profiles with whichever permissions you like.
2. Once created, a security profile must be assigned through the Manage Employees screen.

How do I turn on Skate Alerts for Managers and/or the Salespeople?
1. CLick on the Main Menu tab and select the Maintenance section, then select Custom Settings.
2. In the top, left-hand corner is a checkbox labeled, "Alert Salesperson of Skate Attempt."
3. In the center column, near the top, there is a field labeled, "Skate Alert." Any addresses entered in this field will be notified with every skate.
How do I manage Internet Lead Distribution?

The most effective method is through the Internet Leads Round Robin system.
Detailed Instructions for setting up and modifying the round robin can be found under the XRM Training Video Library under the Internet 101 class, Setup of Internet Lead Management Section.

Go to Change My Settings and you will see the fields to enter your existing password and then input your desired new password.