Lead Tracker
Overview
The Lead Tracker is where you manage every enquiry that comes into your garage before it becomes a booking. It gives you a structured pipeline to capture leads, track follow-ups, and convert enquiries into customers and bookings without losing anyone along the way.
Why does this matter? Most garages receive enquiries from many channels -- phone calls, WhatsApp messages, walk-ins, social media, online ads -- and it is easy for leads to slip through the cracks. The Lead Tracker keeps every enquiry visible, assigns ownership, tracks follow-up dates, and flags leads that need attention.
Beta feature -- Lead Tracker is currently in beta. The core functionality is stable, but you may encounter rough edges as we continue to refine the experience. If you would like to try it out or have any feedback, reach out to support@myautogms.com and we will enable it for your garage.
Key capabilities:
- Capture leads manually or import up to 500 at once from a CSV file
- Track each lead through 8 pipeline stages from New to Won or Lost
- Assign leads to staff members for accountability
- Schedule and log follow-ups with notes
- Flag stale leads and overdue follow-ups automatically
- Convert leads into customer records, bookings, or quotes without re-entering data
- Filter and search across name, phone, email, service interest, and notes
- Bulk-update stages, assignments, or delete leads in batches (desktop)
How to Access
- From your dashboard, open the sidebar menu and select your garage.
- Navigate to Lead Tracker in the garage menu.
- You will land on the Lead Tracker page, which shows stats cards at the top and a table of all leads below.
The Leads Dashboard
Stats Cards
The top of the page shows a row of clickable stats cards. Clicking a card filters the lead table to show only leads matching that category.
| Card | What It Shows |
|---|---|
| Total Leads | Count of all leads in the garage |
| New | Leads that have just arrived and not been contacted |
| Contacted | Leads you have reached out to |
| Quoted | Leads that have received a price quote |
| Follow-Up | Leads marked for follow-up |
| Booked | Leads that have been converted into a booking |
| Overdue | Leads with a follow-up date that has passed |
| Won | Leads successfully converted to customers |
| Lost | Leads that did not convert |
The active card is highlighted. Click a different card to switch the filter, or click Total Leads to clear the filter and show everything.
Lead Table
The table shows one row per lead with these columns:
| Column | What It Shows |
|---|---|
| Lead | Name, phone number, and vehicle (if provided) |
| Stage | Current pipeline stage (clickable to change inline) |
| Detail | Status labels such as "Booking created", "Customer linked", or lost reason |
| Follow-up | Next follow-up date and time, plus a status indicator (Overdue, Today, Upcoming) and a stale flag if applicable |
| Service | Service interest and inquiry type |
| Owner | Assigned staff member (clickable to reassign inline) |
| Source | Where the lead came from, plus whether a quote has been captured |
| Created | How long ago the lead was created, with the exact date below |
On mobile, the table switches to a card layout for easier reading.
Searching and Filtering
Use the search bar to find leads by name, phone number, email, service interest, or notes. The search updates as you type with a short delay.
Additional filters are available:
| Filter | Options |
|---|---|
| Owner | Any owner, Unassigned, or a specific staff member |
| Source | Any of the 16 lead sources (Phone, Walk-in, WhatsApp, Website, etc.) |
You can combine the search bar with filters. Click Reset to clear all filters and return to the default view.
Bulk Actions
On desktop, you can select multiple leads using the checkboxes on the left side of the table. With leads selected, three bulk actions appear:
- Assign selected -- assign all selected leads to a staff member or mark them as unassigned
- Change stage -- move all selected leads to a specific stage
- Delete selected -- permanently delete all selected leads (requires confirmation)
Bulk selection is not available on mobile.
Row Actions
Each lead row has action buttons:
- Open -- navigate to the lead detail page
- Convert -- convert the lead to a customer record (hidden if already converted, lost, or junk)
- Delete -- permanently delete the lead (requires confirmation)
Lead Stages
Every lead moves through a pipeline of 8 stages:
| Stage | What It Means |
|---|---|
| New | The lead has just arrived. No contact has been made yet. |
| Contacted | You have reached out to the lead (phone, WhatsApp, email, etc.). |
| Quoted | A price or estimate has been provided to the lead. |
| Follow-Up | The lead needs a follow-up action at a later date. |
| Booked | The lead has been converted into a booking. |
| Won | The lead successfully became a customer. |
| Lost | The lead did not convert. You can record a reason when marking as lost. |
| Junk | The lead is not a genuine enquiry (spam, wrong number, etc.). |
You can change a lead's stage from several places:
- The stage column in the leads table (click to open the stage picker)
- The stage dropdown on the lead detail page header
- Bulk actions to change the stage of multiple leads at once
Leads in the "New" stage that have not changed stage for more than 2 days are flagged as stale. This is a visual reminder to follow up or update the stage.
Adding a New Lead
- Click Add Lead at the top of the Leads page.
- The Add Lead dialog opens with three sections.
Section 1: Lead Details
| Field | Required | Description |
|---|---|---|
| First name | Yes | The lead's first name |
| Last name | No | The lead's last name |
| Phone | Yes | Contact number with country code selector |
| No | Email address | |
| Assigned to | No | Staff member responsible for this lead |
Section 2: Vehicle and Service
| Field | Description |
|---|---|
| Year | Vehicle year (e.g. 2022) |
| Make | Vehicle manufacturer (e.g. Toyota) |
| Model | Vehicle model (e.g. Camry) |
| Type | Sedan, SUV, Truck, Sports, Van, Bus, Motorcycle, or Other |
| License plate | Vehicle registration number |
| VIN | Vehicle identification number |
| Country | Country of registration |
| Quoted amount | Estimated price. Auto-suggested when a service and vehicle type are both selected. |
| Service interest | Select from your garage's service catalog, or type a custom service name |
Section 3: Routing and Follow-up
| Field | Description |
|---|---|
| Source | Where the lead came from (see source list below) |
| Inquiry type | How the lead made contact (Service inquiry, Price quote, Walk-in, Phone call, Online form, Referral, or Other) |
| Next follow-up | Date and time for the next follow-up |
| Notes | Any additional context about the enquiry |
- Click Save to create the lead.
Only First name and Phone are required. Fill in as much as you have -- you can always add more details later by editing the lead.
Lead Sources
The Source field supports 16 options: Phone, Walk-in, WhatsApp, Website, Social Media, Referral, Google Ads, Email, Instagram, TikTok, Dubizzle, CarSwitch, Word of Mouth, Auto Club, Insurance Referral, and Other.
Importing Leads
To import leads in bulk from a spreadsheet or another system, use the CSV import tool.
- On the Leads page, click the dropdown arrow next to the Add Lead button, then select Import leads.
Step 1: Upload
- Download the template first if you want a ready-made CSV with the correct column headers and example rows.
- Drag and drop a CSV file onto the upload area, or click to browse your files.
- The file must be a CSV, under 5 MB, with a maximum of 500 rows.
- The first row must contain column headers. Each lead needs at least a name and a contact number.
Step 2: Review
After uploading, the importer shows your CSV columns and attempts to map them automatically based on the header names.
You can adjust the mapping manually. The available fields are:
| Field | Required |
|---|---|
| Full name | Yes (or First name) |
| First name | Yes (or Full name) |
| Last name | No |
| Contact number | Yes |
| No | |
| Source | No |
| Service interest | No |
| Inquiry type | No |
| Notes | No |
Any column you do not need can be set to Skip this column.
Import options:
- Default stage -- every imported lead starts in this stage. Choose from New, Contacted, Quoted, or Follow-Up.
- Skip duplicate phone numbers -- recommended. This prevents importing leads that already exist with the same contact number.
A preview of the first 5 leads appears so you can verify the data looks correct before committing.
Step 3: Results
After the import completes, you see a summary:
- Created -- number of leads successfully imported
- Skipped -- number of leads skipped (duplicates or missing required fields), with row-by-row details
- Errors -- number of leads that failed to import, with error details
Click Done to close the dialog and return to the leads table.
The Lead Detail Page
Click Open on any lead row (or click the row itself) to open the full detail page.
Header
The header shows the lead's name, phone number, and email. Below the name, you will find:
- A stage dropdown to change the lead's current stage
- Action buttons that change based on the lead's state:
- Convert to Customer -- available when the lead has not been converted yet and is not Lost or Junk
- Create Booking -- available after the lead has been converted to a customer
- Create Quote -- available after the lead has been converted to a customer
- Edit -- opens the edit dialog
Status banners appear below the header when relevant:
- A lost reason banner if the lead is marked as Lost
- A stale lead warning if the lead has been in "New" for over 2 days
- A converted banner with a link to the customer record after conversion
Overview Tab
The Overview tab shows three cards:
- Lead Details -- contact information, source, inquiry type, quoted amount, assigned owner, and dates
- Vehicle -- year, make, model, type, license plate, VIN, and country
- Linked Records -- links to the customer record, booking, or quote created from this lead
Activity Tab
The Activity tab shows two cards:
- Follow-up and Notes -- log follow-up interactions, set the next follow-up date, and add timestamped notes. Follow-up dates show a status indicator: Overdue (past due), Today, or Upcoming.
- Stage History -- a chronological timeline of every stage change the lead has gone through, showing who made the change and when.
Editing a Lead
Click Edit in the header to open the edit dialog. The dialog has the same three sections as the Add Lead form (Lead details, Vehicle and service, Routing and follow-up). Make your changes and click Save Changes.
Marking a Lead as Lost
When you change a lead's stage to Lost, a dialog appears asking for an optional reason. Recording why a lead was lost helps you identify patterns and improve your conversion rate over time.
Converting a Lead
The conversion flow turns a lead into a full customer record without re-entering data.
- Open the lead detail page.
- Click Convert to Customer. This creates a customer in your Customer Database with the lead's contact and vehicle details pre-filled. The lead's stage moves to Won.
- After conversion, two new buttons appear:
- Create Booking -- creates a booking from the lead data, including the service interest, vehicle type, and quoted amount. The lead's stage moves to Booked.
- Create Quote -- navigates to the Estimates page with the customer, service, vehicle, and quoted amount pre-filled so you can build a detailed estimate.
The lead record is preserved after conversion. You can still view it, add notes, and see the full stage history for pipeline reporting.
Follow-up Management
Follow-up Statuses
Each lead with a scheduled follow-up date shows one of three statuses:
| Status | What It Means |
|---|---|
| Overdue | The follow-up date has passed without being actioned |
| Today | The follow-up is due today |
| Upcoming | The follow-up is scheduled for a future date |
Logging a Follow-up
- Open the lead detail page and go to the Activity tab.
- In the Follow-up and Notes section, write a note describing the interaction.
- Optionally set the next follow-up date to schedule the next touchpoint.
- Click Log follow-up.
The note is saved with a timestamp. If you set a next follow-up date, the lead's follow-up status updates accordingly.
Finding Leads That Need Attention
- Click the Overdue stats card on the dashboard to see all leads with overdue follow-ups.
- Leads in the "New" stage for more than 2 days show a Stale indicator in the Follow-up column as a reminder to take action.
Quick Reference
| I want to... | Do this |
|---|---|
| Add a new lead | Leads page, click Add Lead, fill in details, save |
| Import leads from CSV | Leads page, click the dropdown arrow next to Add Lead, select Import leads |
| Filter by stage | Click a stats card at the top of the page |
| Find overdue follow-ups | Click the Overdue stats card |
| Search for a lead | Type in the search bar (searches name, phone, email, interest, notes) |
| Change a lead's stage | Click the stage in the table or use the dropdown on the detail page |
| Assign leads in bulk | Select leads on desktop, click Assign selected |
| Convert a lead to a customer | Open the lead, click Convert to Customer |
| Create a booking from a lead | Convert first, then click Create Booking |
| Create a quote from a lead | Convert first, then click Create Quote |
| Log a follow-up | Lead detail page, Activity tab, add note and set next follow-up date |
| View stage history | Lead detail page, Activity tab, Stage History card |
| Record why a lead was lost | Change stage to Lost, enter reason in the dialog |
| Delete leads in bulk | Select leads on desktop, click Delete selected |