How to Schedule an Appointment in LeadLocate

Set the visit from the lead you are already reading, and let the reminders and the calendar do the rest.

1. Start from the lead

   Open the customer's lead and choose Add Appointment. Starting here means the customer's name, phone and email are already filled in and the appointment attaches itself to the right record. The Calendar page in the main menu adds one the same way when you are not on a lead.

2. Pick who and when

   Set the salesperson in Schedule appointment with*, check Customer Name*, Phone* and Email*, and set Date and Time*. Pick a time inside the hours that salesperson works, which the calendar's booking hours already know.

3. Add the context

   Write the vehicle, the trade and anything promised in Optional notes about this appointment. Whoever greets the customer reads this line first.

4. Turn on the reminders

   Leave Send Text Reminder and Send Email Reminder on. The customer gets a confirmation now and a reminder before the visit, worded by the store's Appointment Confirmation Templates.

5. Save it

   Press Save. The appointment shows as Scheduled on the lead, on the salesperson's calendar, on the shared calendar and under Today's Appointments on the Workspace when the day comes.

6. Work it on the day

   Mark it Confirmed when the customer confirms, In Store Now when they walk in, or No Show if they do not. To move it, choose Reschedule, set the New appointment date & time and press Save New Time; the customer gets the new time by text.

7. Or let the customer pick the time

   Send your Personal Link in a text and the customer books themselves from your hours; the appointment lands on your calendar exactly as if you had set it. The store's Team Link does the same for a customer who has no salesperson yet.

You need a login to LeadLocate CRM; any salesperson can schedule for themselves, and a Manager or Master Administrator can schedule for anyone. Have the lead open, or at least the customer's name and mobile number, because the text reminder goes to that number. It helps if each salesperson has set their booking hours once, from the Settings popup on the Calendar, so the time picker offers hours the person actually works; the appointment booking links page walks through that popup. If the store hands out appointments round robin from the shared calendar, a BDC agent sets the appointment on the team calendar and the routing does the rest, which the shared team calendar page explains.

After Save, the appointment sits on the lead's timeline with its date, its salesperson and its status, and the customer's phone buzzes with the confirmation text within a minute. On the day, the Workspace shows it under Today's Appointments with the note you wrote, and the salesperson's calendar shows it in its slot. If the salesperson has connected their Google Calendar, the same appointment appears there too, on whatever phone they carry, because the Google Calendar sync writes CRM appointments through. A customer who books from a link shows up the same way, with the source noted. When the customer arrives and someone marks In Store Now, the whole floor can see who is physically at the store and who they belong to.

Leave your number and a lead specialist calls you back to answer your questions about pricing, coverage, and setup. Mon - Sat, 9:00 AM - 6:00 PM Pacific.

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

The customer got no confirmation text. The mobile number on the lead is wrong or is a landline, or the customer has opted out of texts from the store. Check the number, run it through the Phone Validator if in doubt, and use Send Email Reminder as the backup.

The time I want is not offered. It is outside the salesperson's booking hours. Either pick a time inside them, or have the salesperson widen the hours in the Settings popup on the Calendar and try again.

The appointment landed on the wrong salesperson. Schedule appointment with* was left on the default. Open the appointment, choose Reschedule if the time is also changing, correct the salesperson and save; the customer gets one corrected confirmation.

Two appointments for the same customer. Delete the extra one with Delete Appointment and pick the duplicate reason when the CRM asks why; the customer is not messaged about a deletion. Anything else, the support team can see the appointment from the store's side.

Booking links let the customer do this step themselves, and the appointment booking links page covers the personal and team links and their hours. On the phone app, Quick Schedule mirrors your personal booking link so you can send it with one tap from the lot. A visit that ends with numbers on paper becomes a deal in DealTracker, where Appointment Set is one of the milestones on the road to sale. And the reminder wording, the confirmation and the follow up if the customer does not show are all set once under Automated Templates, so the same customer hears the same store voice every time. Every guide in the Help Center is written the way this one is.

Set the appointment while the customer is still on the phone or in the text thread, not after, so the confirmation arrives while they are still thinking about it. Write the vehicle and the trade in the note every time; the greeter should know why the customer is there before they say hello. Mark In Store Now the moment they arrive, because a manager who can see the customer is on the lot is a manager who can walk over. And when a customer cancels, reschedule rather than delete; a customer with a new date is still a customer.

Can the customer schedule the appointment themselves?

Yes. Send your Personal Link, or the store's Team Link, and the customer picks a time from your booking hours; the appointment lands on the calendar exactly as if you set it.

Does the customer get a reminder?

Yes. With Send Text Reminder and Send Email Reminder on, the customer receives a confirmation when the appointment is saved and a reminder before the visit.

Will the appointment show on my phone's calendar?

Connect your Google Calendar once from the Calendar page and every CRM appointment is written through to it.

What if the customer does not show up?

Mark the appointment No Show. The store's automated templates can send the follow up, and the lead stays open for the next attempt.

Schedule a live training session and a specialist sets the first appointment with your team on your own account.

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