How to Log in with a Quick Access PIN in LeadLocate

A four digit PIN gets a salesperson back into the CRM on a phone between customers, without typing an email address and a password on a lot in the sun.

1. Open the user record

   On the desktop CRM, go to User Management and open the person who needs the PIN. A manager or a master administrator can open anyone; a user can open their own record. New hires get their PIN the same day they are created with Add a User, which saves a second trip through the user list.

2. Set the four digits

   Scroll to Access Control on the user record and type four digits into 4 digit PIN for mobile quick access. Pick something the rep will remember and nobody else would try first, which rules out repeated digits, a birth year and any run of numbers in order. Save the user record and the PIN is live.

3. Sign in once the long way on the phone

   On the phone, open the LeadLocate app or the mobile pages in the browser and sign in with the email address and password as usual. That first sign in is what ties the phone to the user, and it is the only time the rep types the whole thing. Biometric sign in is offered on the phone app at the same moment, and a rep can use a face or a fingerprint instead of the PIN if the phone supports it.

4. Use the PIN from then on

   The next time the rep opens LeadLocate on that phone, the screen asks for the Quick Access PIN instead of the full sign in. Four digits and the CRM opens on the same screen they left. That is the whole point: a rep walking back in from a test drive gets to the text thread in about two seconds, one handed, without squinting at a password field.

5. Fall back to the full sign in when you need to

   Tap Use Email Instead on the PIN screen to sign in with the email address and password again. Use that on a borrowed phone, after a password change, or any time the PIN is not working and the rep has a customer waiting. Nothing is lost by signing in the long way; it is the same account either way.

6. Confirm it took

   Open Login & Activity Log on the desktop and look for the sign in you just made from the phone. The log records who signed in, when and from where, so a manager can see that the new PIN is being used and that it is being used by the person it belongs to.

You need a LeadLocate CRM login and a phone. Setting or changing a PIN for somebody else takes a manager or a master administrator role, since the PIN sits on the user record next to the rest of that person's access. Your own role is printed as Access Level: in the header of the desktop CRM if you are not sure which one you have.

A PIN is per user, not per store, so four reps on the same floor have four different PINs and every sign in is still recorded as that person. It is a shortcut into an account that already exists, not a second account and not a shared code. The user roles and permissions page covers what each role can open once they are in, and single sign on explains how the one login carries the rep across the CRM, Inventory Link, SecureWebX and the account portal.

On the phone, a keypad with four empty slots and the words Quick Access PIN above them, with Use Email Instead underneath as the way back to the normal sign in. Type the four digits and the CRM opens straight to the workspace, with the dock across the bottom for Text, Call, New Lead, Email and Team.

On the desktop, the PIN shows as four digits on the user record under Access Control, where a manager can change it or clear it. Sign ins from the phone appear in Login & Activity Log beside desktop sign ins, and IP Access History: on the same page shows where the account has been used. Nothing about the PIN changes what the rep can do once they are inside; the role does that.

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Anyone who works the lot. Salespeople in and out of the showroom all day, a BDC agent who steps away from the desk, a manager who wants the deal on the phone while standing at the desk of a customer. The rep who has to type an email address and a password every time is the rep who stops using the CRM on the floor and writes the note on a business card instead, which is how a lead goes missing.

Treat the four digits like the code to the key box. It is yours, it is not written on the back of your phone case, and it is not the same as the code you use for the dealer plate cabinet. Change it from the user record whenever you want, and have a manager clear it the day a phone is replaced or an employee leaves. Because every action inside the CRM is logged against the person who signed in, a PIN that stays private keeps the activity report honest, which matters on the day a manager is deciding who actually worked a lead.

Stores that run a shared floor phone should still give it to one named user rather than passing a PIN around. The LeadLocate mobile app holds one signed in user at a time, and the sign in record is what makes the numbers on the activity report mean something.

The phone asks for an email address, not a PIN. Either the PIN has never been set on that user record, or this phone has not signed in the long way yet. Set the four digits under Access Control, then sign in once with the email address and password on the phone itself.

The PIN is refused. Confirm the four digits on the user record with a manager, since a PIN typed in a hurry on a desktop is the usual culprit. Tap Use Email Instead to get in now, then correct the PIN and try again.

You changed your password and the PIN stopped opening the app. Sign in once with the new password using Use Email Instead. That re-establishes the phone, and the PIN works again from the next launch.

A rep left and still has the app on a personal phone. A manager clears the PIN and the user record in User Management the same hour. Access ends everywhere the rep used the account, and Login & Activity Log shows the last time it was used.

The rep wants a face or fingerprint instead. The phone app offers biometric sign in on devices that support it; turn it on in the app after the first full sign in and keep the PIN as the backup.

Creating the user in the first place, choosing the role and setting the notification toggles is covered on how to add users and roles. Your own name, photo, signature and hours are on how to set up your profile. What the phone app puts on the bottom dock, from the dialer to Quick Schedule, is on the mobile app page.

The LeadLocate Help Center has the rest of the phone guides, including the mobile dialer and quick scheduling from the lot. A sign in method your store wants that is not on this list is available on request, and our team puts it in production for your dealership.

Where is the Quick Access PIN set?

On the user record in User Management, under Access Control, in the field for a four digit PIN for mobile quick access. A manager or a master administrator can set or change it.

Does every user need their own PIN?

Yes. The PIN belongs to one user, and every action in the CRM is recorded against the person who signed in, so the activity report stays accurate.

What if I forget my PIN on the lot?

Tap Use Email Instead on the PIN screen and sign in with your email address and password. A manager can read or reset the four digits on your user record afterward.

Can I use a fingerprint or face instead?

Yes, on the LeadLocate phone app, on devices that support it. Sign in fully once, turn on biometric sign in, and keep the PIN as your backup.

Quick Access PIN, biometric sign in and one login across every LeadLocate product come with every plan. See it in the pre-recorded demo or start month to month.

Prefer to talk right now? Call or text 844-376-2274.