See who's working each lead and how long the customer has been waiting.

Every question, test-drive booking and message from a car page becomes a lead on that car. Your team adds phone calls, walk-ins and leads from other sites by hand, with the source for each, or imports them from a spreadsheet.

A lead's source can be your website, a marketplace, Facebook, Instagram, Google, a phone call, a walk-in, a referral or something else. Website leads and imported leads arrive unassigned, ready for a manager to hand out or a salesperson to claim.

After an hour without a reply, the card is flagged, and after four hours it's marked “Escalated”. A lead only counts as answered when someone on your team emails them from Motorvar, or logs a call, text or email.

Waiting leads are listed on the Command Center, and a morning email rounds up overdue follow-ups and unanswered leads. Each morning, Motorvar also sends one in-app notice about each lead that has waited more than an hour, to the salesperson who has it or, if nobody does, to owners and managers. Once a lead has waited more than four hours, owners and managers are told as well.

Owners and managers can assign or reassign a lead to anyone who works leads, and a salesperson can claim one nobody has yet. Each change is recorded, and the person who gets the lead hears about it in the app and by email, unless they've turned the email off.

Start from a ready-made email, such as a reply to a new inquiry or an appointment confirmation, and Motorvar fills in the person's name, the car and its price, plus a link to the car's page if it's published.

Edit it and send it now, or schedule it for later. Motorvar sends scheduled emails each morning, so an email you set for 3 p.m. goes out the next morning. Replies go to the reply-to address you set in Settings, or to the person who sent the email if you haven't set one.

If nobody has contacted a new lead after a day or two, Motorvar sends a short note. After that, if three days pass with no email or logged call from your team, Motorvar follows up, and it sends up to two more after four and then seven more quiet days. Every email you send from Motorvar and every call you log resets the clock. If a customer writes back to your own mailbox, log it on the lead. The emails stop once the lead books an appointment, has a deal, or is marked won or lost.

Customers also get appointment reminders, a note after a test drive, a delivery-day email, an offer to re-book a missed appointment and a check-in about three months after they buy. Motorvar checks for these emails once a day, and anyone you've marked do-not-contact never gets them.

Book from the lead with a time, a length, the type (test drive, delivery or pickup), the car and the salesperson. Motorvar won't book the same car or the same person for overlapping times.

The appointments page shows any date range you pick, and the customer gets an email when you move or cancel their appointment.

When a lead becomes a customer, Motorvar links it to the customer you already have with the same email or phone, or creates a new record. Each customer keeps their contact details, linked leads, emails and documents.

There are ready-made emails for thanking a buyer after delivery and checking in later, on top of the check-in Motorvar sends on its own.