A Tracking Number for Every Lead Source

One number on the website, one on the listing site, one on the mailer, one on each landing page. Every call rings your Forward Calls To list, is recorded and logged on the Calls page, and lands on the lead with its source attached.

The trigger is a budget meeting. A dealer principal is paying for a website, a third party listing site, a monthly mailer, a landing page for a sale and a sign on the highway, and every one of them is supposed to make the phone ring. When the phone does ring, the receptionist asks how the caller heard about the store, the caller says the internet, and the meeting ends with opinions. The how much dealerships pay per lead page lays out what those sources cost; this page is how a store finds out which of them actually rang.

A tracking number answers the question at the source. It is a real phone line that belongs to the dealership and is printed in exactly one place, so a call to it can only have come from that place. In LeadLocate CRM the number is more than a counter: a call to it rings the store's own people, is recorded, is logged on the Calls page with the caller's name looked up from the caller ID, and lands on the lead it came from or creates one. The tracking phone numbers feature page describes the number itself; this page is the sequence for putting one on every source and reading what comes back.

Nothing here requires a separate call tracking vendor, a second dashboard or an export. The number, the forwarding, the recording, the log and the lead are one record.

Any source the store pays for separately, and any source the store might cut. Start with the list the accounting office already has: the website, each listing site, each print or mail piece, each landing page built in Lead Pages for a sale, the brand offer pages Inventory Link publishes, and the sign or wrap that carries a phone number. A store that runs Leads Manager campaigns gives each campaign's landing page its own number, so the campaign is judged on calls as well as form leads. A dealer group gives each rooftop its own set, because a group level number tells nobody which store rang.

The rule is one number per thing you would decide about. Two listing sites get two numbers because the store might drop one of them. A mailer that goes to three ZIP codes gets one number, unless the store wants to know which ZIP answers, in which case it gets three. The number of numbers is a decision about what questions the store wants answered at the end of the month, and a store can add one any time a new question comes up.

The first tracking number is provisioned when the dealership's account is created, so a brand new store has a working line the day it signs up. Each additional number is requested and provisioned the same way, attached to the store's account and synced to SecureWebX and the phone service before it is printed anywhere.

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 store's own people, on the phones they already carry. The Forward Calls To list is built from the dealership's users, and it decides which phones ring when any tracking number is dialed. It is set on IVR Settings, reached through Account Settings under Billing and Admin, and the call forwarding and ring lists page walks through the options. A store that wants sales calls and service calls handled differently gives a number its own menu through the IVR call flow builder, with uploaded audio and revisions, so the number on the service coupon goes to the service drive and the number on the truck ad goes to the floor.

Business hours routing decides what happens after close. The virtual receptionist switches on or off, hours can be set to 24 hours, and press 5 call screening is there if the store wants callers to identify themselves before a salesperson's cell rings at nine at night. Missed call handling and the answering service controls cover the calls nobody picked up, so a tracking number on a Sunday ad still produces a record and a callback on Monday.

What the customer sees is a local number that rings a person. She does not know it is a tracking number, and she does not need to. When the salesperson calls her back from the VoIP softphone, the store's tracking number is the caller ID she sees, so the callback comes from a tracked line rather than a personal cell and lands in the same log.

By printing it there, and nowhere else. The website gets its number in the Business Info tab of the website editor. Each Lead Pages landing page gets its own number in that page's settings, so the tax season page and the truck event page ring different lines. The brand offer pages and the Schedule a Visit sheet on the inventory site carry the number the store assigns them. A SecureWebX apply link shows the number synced to it, so a customer who calls with a question about her credit application dials a tracked line too. Listing sites, mailers and signs get the number typed into the listing, the artwork or the vinyl, and Design Studio puts it on the business cards and referral cards the store prints.

The discipline is not mixing them. A number printed on two sources measures neither, and a store that swaps numbers between sources mid month loses the comparison. Assign, print, leave alone, and read the results at the end of the month.

In Lead Feeds Manager the same sources exist as per source feeds for the form leads, so a listing site has both a feed and a number. That pairing is what lets the manager see the whole output of a source, calls and forms together, rather than half of it.

It rings the phones on the Forward Calls To list with the caller's name looked up from the caller ID, so the salesperson knows who is calling before answering, and on the mobile app the inbound call alert screen shows the same. The call is recorded, and call recording and transcription puts a transcript one click away in a lightbox next to the lead. If the caller is already a lead, the call goes onto that lead's timeline in order with the texts, pictures and emails around it. If not, the call becomes the start of a lead with the tracking number's source attached.

The Calls page in the main menu is where the calls live: direction, the number dialed, the caller ID with the name, who answered, duration, status and the recording. Sorting by the number dialed is the whole report. On the phone, Call Logs shows the same rows. And because the communications log holds every channel in one list, a manager reading a lead sees the call from the mailer number, the text that followed it and the appointment that came out of it as one conversation.

A missed call is still a record. It shows the number dialed and the caller, and the store calls back from the softphone with the tracking number as caller ID, which is how a store proves it returned a call when a customer says nobody did.

On the first of the month the general manager opens the Calls page and sorts inbound calls by the number dialed. The listing site produced eleven calls. The mailer produced two, both asking to be taken off the list. The landing page produced nineteen, and eight of those callers are now leads with appointments on the shared calendar. That is a budget conversation with numbers in it. The mailer gets cut, the landing page gets a second version, and nobody had to ask a caller how she heard about the store or believe a vendor's own report of how well its listings performed.

The Reports dashboard on the dock puts the same sources next to their form leads, appointments and deliveries, which is where the source gets judged on what it sold rather than how often it rang. The automotive lead source dashboard page describes what a store actually wants from that view, and the lead response tracking page covers the other half of the question, how fast the store answered once the source produced the lead.

For a dealer group, the same reading works per rooftop, because each store's numbers are its own. A group executive comparing two rooftops on the same listing site sees which store's calls became appointments, which is a coaching conversation rather than a vendor conversation.

Recording is the first check. A tracking number turns every call into a record with the number dialed, the caller ID, the time, who answered and the recording, stored against the lead the store's managers control. Recording laws vary by state, and a store sets its announcement policy accordingly in the greeting the IVR call flow builder plays. Outbound is the second. Before a salesperson dials a number back, the DNC Blacklist holds the store's own list of numbers never to contact, runs a live do not call lookup and blocks inbound spam in both directions, so a tracked number does not become a way to call someone who asked not to be called. Caller ID verification for outbound keeps the number a customer sees on a callback an honest one.

The lead source attribution page covers the attribution side of consent: a lead that carries its source also carries how the store got the number, which is the record you want when a customer asks why the store has it.

The numbers themselves are built to last. A number the store prints on a mailer, a window sticker or a listing stays the store's for as long as the store wants it, and every time a customer dials it the phones on the Forward Calls To list ring and a salesperson answers on a cell wherever she is standing. Every call, every recording and every lead record is held safe and stays the store's own property, and the store's main line, its DMS and its website stay the store's own. The platform is built so your store keeps selling on every number it publishes, which is why a general manager can commit a number to print, hand it to a vendor and stop thinking about it.

The first number is already yours, provisioned at signup, forwarding to your own users and synced to SecureWebX before the welcome email arrives. Put it on the website today. Then list the sources you pay for, ask for a number per source, and print each one where it belongs. Set the Forward Calls To list once, decide on the receptionist and hours, and give the service coupon number its own menu if the store wants it. That is the setup, and it runs on every plan, including CRM Only from $199 a month, month to month, with the current figures on the pricing page. There is no per number subscription and no per minute charge to reconcile against a lead count.

A store that wants a specific area code for a market, a number that rings a different list on weekends, or a group level view of every rooftop's numbers on one screen asks for it; that is available on request, and our team puts it in production for your dealership. The recorded demo shows an inbound call on a tracking number landing on a lead, and the contact page reaches a person who will provision the numbers with you. Pair the setup with Lead Feeds Manager so each source has a feed as well as a line, and with the Reports dashboard so sources are judged on deliveries.

How many tracking numbers does a dealership need?

One per source the store pays for separately or might cut: the website, each listing site, each mailer, each landing page, each campaign, and a set per rooftop for a group. The first is provisioned at signup and additional numbers are provisioned on request, each synced to SecureWebX and the phone service.

Who answers a call to a tracking number?

The store's own users, on the phones they carry, through the Forward Calls To list set on IVR Settings under Account Settings. A number can have its own menu through the IVR call flow builder, and the virtual receptionist, business hours routing and answering service controls handle calls after close.

Where do I see which source the call came from?

On the Calls page in the main menu, where every call shows the number dialed, the caller ID with the name looked up, who answered, duration, status and the recording. Sort by the number dialed and the source comparison is on screen. The Reports dashboard shows the same sources with their form leads and deliveries.

Does the tracking number show as caller ID on callbacks?

Yes. When a salesperson calls out from the VoIP softphone, the store's tracking number is the caller ID the customer sees, so the callback comes from a tracked line rather than a personal cell and lands in the same log as the inbound call.

Is there a per number or per minute charge?

No. Tracking numbers are a feature of LeadLocate CRM on every plan listed on the pricing page. Current plans start with CRM Only at $199 a month, month to month.

Is a tracking number safe to print on a mailer or a window sticker?

Yes. A number stays with the store for as long as the store wants it, rings the Forward Calls To list every time it is dialed, and plays whatever greeting the IVR call flow builder is set to. Every call it takes lands on the Calls page with the recording and the lead record, so the source keeps earning credit long after the ad has run.

Your first tracking number is provisioned at signup. Watch the recorded demo or book a walkthrough, month to month, no per number charge.

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