Record an existing vehicle against a lead and add an optional note for your team.
Before you start
Section titled “Before you start”Access: Access to the intended dealership and vehicle record. The intended lead must be available in your search.
- An existing vehicle and the intended lead’s name. Confirm the stock number or VIN before sharing.
- Enough information to distinguish the intended lead. The picker shows names, so resolve any uncertainty before choosing a matching name.
Where to go
Inventory → In Stock, In Progress or Delivered → Open the vehicle → Share with a lead
Open the correct vehicle
Section titled “Open the correct vehicle”Find and confirm the record
In the sidebar, expand Inventory and choose In Stock, In Progress or Delivered for the vehicle’s current state. Search the stock number or VIN, then open the matching vehicle. On a phone, open navigation first.
Confirm the year, make, model, stock number and VIN. This fictional example uses the 2023 Toyota Corolla SE, stock DEMO-024, for lead Jamie Taylor.
Confirm the vehicle before choosing a lead. · Fictional example Select image to enlarge. Choose Share with a lead
Choose Share with a lead in the vehicle heading. On a phone, use the forward-arrow icon with that name. The dialog initially says Type to search leads.
Find and select the lead
Section titled “Find and select the lead”Search the intended name
Enter the lead’s name in Search leads… and wait for the results. In the example, search Jamie and select Jamie Taylor. A name appearing in a search result is not a confirmation that you selected it.
If many names match, make the search more specific. The picker shows names without phone or email details. If you cannot distinguish two people, close the dialog and confirm the correct record through Leads before continuing.
Choose the intended name from the returned results. · Fictional example Select image to enlarge. Review the selected lead
Check the name beside Lead. To choose someone else, select Change and search again. Change keeps the existing note: read it and correct it for the newly selected lead.
Changing the lead keeps the note; review it before sharing. · Fictional example Select image to enlarge.
Add a note and share
Section titled “Add a note and share”Add an optional team note
Use Note for useful context, such as Asked about this Corolla; confirm a test-drive time. The field is optional. Confirm that both the name and note belong to the intended lead.
Review the lead and optional note together. · Fictional example Select image to enlarge. Choose Share and check the confirmation
Choose Share once and wait. On success, the dialog closes and a notification says Shared with Jamie Taylor in this example. Check the name in that confirmation. The vehicle has been recorded as an interest for that lead.
Do not treat a selected name or a typed note as proof that sharing finished. Wait for the success confirmation.
The confirmation names the lead you shared with. · Fictional example Select image to enlarge.
Change your mind before sharing
Section titled “Change your mind before sharing”Cancel an unfinished share
Choose Cancel before submitting. Reopening Share with a lead starts with a fresh lead search; the previous selected lead and note are cleared. Re-select the intended lead and enter the note again if you continue.
If you only want to change the lead while keeping the note available, use Change and review that note before submitting.
Recover a search or save problem
Section titled “Recover a search or save problem”Investigate No leads found
Check the spelling and try a more specific name, or clear and re-enter the search. A lookup problem can also display No leads found; that message alone does not establish that the lead does not exist.
If a known lead remains missing, confirm your connection, intended dealership and the lead’s record through Leads. Ask an administrator to check access if needed. Do not create a duplicate simply to work around a failed lookup.
Check the search and connection before concluding a lead is missing. · Fictional example Select image to enlarge. Retry a failed share
Read the error notification. When the dialog remains open, check that the selected lead and note are still correct, then choose Share again after addressing the problem. In the demonstrated failed save, both remain available for retry.
If the outcome is uncertain after leaving the dialog or losing the connection, check the intended lead’s vehicle interests before repeating the share. Do not infer success from the dialog disappearing without a confirmation.
Expected result
Section titled “Expected result”The dialog closes and Shared with [lead name] confirms that the vehicle was recorded as an interest for the selected lead.
If something isn’t right
Section titled “If something isn’t right”The wrong lead is selected
Before Share, use Change, select the correct person and review the retained note. If you already received a success confirmation for the wrong person, inspect that lead’s vehicle interests and have an authorized teammate correct the association; Cancel is only for an unfinished share.
The old note is still there after Change
Change retains the note. Correct or clear it before sharing with the newly selected lead.
The note disappeared after Cancel
Cancel clears the selected lead and note. Search again and re-enter the note if you reopen the dialog.
A known lead shows No leads found
Recheck spelling, connection and dealership, then clear and re-enter the search. A lookup failure can display the same message as an empty result. Confirm the lead through Leads rather than creating a duplicate.
Related guides
Section titled “Related guides”- Find and review inventory
Find an existing vehicle, review the appropriate stock list, narrow the results and open the matching record.
- Review and manage a vehicle record
Review an existing vehicle, compare payment estimates, save listing changes and follow its states through approval and delivery.
- Find a lead
Find the existing enquiry, check its owner and open the correct record before creating another lead.