Call Tracking Setup and Features – AutoManager

These articles cover how to setup and use Call Tracking in WebManager.

NOTE: The Craigslist posting interface must be enabled to view Call Tracking in the menu.

Hover over Settings, then Account, then click Phone-Setup.

First, you will need to setup a Call Tracking phone number that customers will call to contact you.

Select the source you want to use this phone number with, then enter the area code you would like to use for the phone number and click Generate Numbers.
If there are no available numbers in that area code, you will get a notification to try a different area code.
When you enter an area code which has available numbers, a dropdown will appear next to Phone Numbers.
Click the dropdown and select the phone number you would like to use.
Click Get Number to assign the selected number to the selected source, and the Setup page will load.
Now when customers call that number, it will show that those customers called from that source.
- Phone Number

Source
- This is the source associated with this number, so if a customer calls or texts the number associated with Craigslist, you will see that lead came from Craigslist.
Phone Number
- This is the current number for the source that is selected on the left.

Hover over Settings, then Account, then click Phone-Setup.

Forwarding number

Record all calls
- Select this option to record all calls for playback.
- This will add a message before the customer is connected, explaining that this call will be recorded for quality assurance.
- To review calls, hover over Messages, then click Incoming Call Logs.

Auto Response Text Messages
- Enter a message here if you would like to send an automatic response when a customer texts the source phone number.
- E.g. “Thank you for contacting our dealership, our representative will reach out to you shortly.”
Notification Settings

Allow notification to be sent when a call or message is received

Check this to have notifications sent when a call or message is received.
This will follow the Notification settings that are located by hovering over Settings, then Messages, then click Notifications.
Manage Notification Settings

Click this to be taken to the Notification settings page directly.

The Messenger allows salespeople to text with car-buyers from both mobile and desktop.

To Navigate to Messenger in WebManager, hover over Messages, then click Messenger.
A new window will open, with a filter for your different sources selectable at the top left, which will only show conversations with leads from that source.
When you select a conversation on the left, it will appear on the right, and you can respond directly from this window.
- If the message is from a new customer, you may click Add to Contacts at the top and enter the customer information.
- Once entered, click Save Changes.
- The customer name will now appear in the top of the conversation, and is added to your WebManager contacts.
- You can assign leads to different salespeople from the Messenger.
  - To Navigate to Messenger in WebManager, hover over Messages, then click Messenger.
  - Each conversation will have a dropdown on the top right with the names of each salesperson.
  - When you click the dropdown, you may assign another salesperson to handle all calls/texts with this customer.

Now when this particular customer calls or texts the call tracking forwarding number, call tracking will recognize the caller, and forward it to the assigned salesman.
Messenger on Mobile
- When you receive new Craigslist message from customers, it will be forwarded directly to the salesperson who has been set to receive those messages.
- When you receive the forwarded text, there will be a link that will take you directly to Messenger on your phone.
  - The salesperson can go into the text message, click the link in the message, and messenger will open for you to respond immediately.
  - You don't need a login for this, because we create a login window that will last 15 minutes from when the message was received.
- The Messenger is mobile friendly and intuitive to use.

This is where you can review calls that were made, if Record All Calls is enabled in Phone Settings.

To review calls, hover over Messages, then click Incoming Call Logs.

Click the call and it will expand to show:

Date Called
Source
Status
Recording
Then 3 vertical dots, which when clicked, will allow you to download the recording to your computer.
When you receive a call from a new customer, a blue button with Add Contact will appear to the right of the recording.

- Clicking this will create a new contact in WebManager with the phone number and source filled in.
- From the new contact details you can fill in any additional information.
When you receive a call from a customer that is already in your contacts, the blue button will say Go to Contact, and when clicked, will take you to the contact details for that customer in WebManager.

Related articles