Weekend Sales Event Playbook Run From the CRM

The list, the invitations, the landing page, the phone line, the calendar, the desk and the Monday recap, every step of a sale weekend run from screens your team already uses.

The trigger is a decision in the Monday manager meeting: we are running a sale the weekend after next. From that sentence, the playbook is ten days of work in the CRM followed by two days on the floor and one morning of reading the numbers. The three figures the store will be judged on are the same as always, appointments set, appointments shown and units sold, and each of them comes out of a screen described below rather than a legal pad.

The point of running it from LeadLocate CRM instead of a separate event vendor is that nothing has to be exported, uploaded or reconciled afterward. The list is the store's own Contacts. The invitations go out from the store's own numbers and domain. The landing page, the tracking number, the calendar, the desk and the report are all the same login. The CRM adoption playbook covers the management routine that keeps a floor logging everything; this page is the event itself, step by step, with the names you will see on screen.

Step one, ten days out, is the list, and the best one is already in the CRM. Contacts holds everyone who is not an active lead, including the book of business each salesperson brought in through Contact Import. Leads carry the custom lead statuses and tags your store defined, so a manager can pull every lead marked as a working deal from the last ninety days, every appointment that no showed, and every deal marked lost with a lost reason of price or payment. Those three groups are the event list, and row colors make them easy to spot in the inbox.

Step two is cleaning it, and this is where most event mailers waste money. The Phone Validator and the Email Validator are separate tools inside the CRM, and their results show as validity dots on each lead, so a dead number or a bounced address is visible before a single message goes out. The DNC Blacklist runs alongside them: it blocks a number in both directions, imports the do not call list your store already keeps, and runs a live do not call lookup on a number. A list that has been through those three tools is smaller and better than the one you started with, and nobody at the store had to argue with a list vendor to get it.

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.

Step three, a week out, is the invitation, and it goes out on three channels from the Marketing Tools menu on the dock. Bulk Texting sends to a recipient list, and the vehicle button in the composer attaches a unit from your inventory as MMS with photos and price, so a customer who lost a deal over payment on a particular truck sees that truck in the invitation. Trackable short links in the text report who clicked, which is the first signal of who is coming. The AI writing assistant drafts the message on request, AI merge fields put the customer's name and vehicle in it, and RCS messaging renders the pictures where the customer's phone supports it and falls back to SMS where it does not.

Bulk Email carries the same invitation with recipient management, sent from your store's own authenticated email domain rather than a shared sender, which is the difference between the inbox and the spam folder. Voicemail Drops deliver a recorded message from the sales manager to the whole list without ringing every phone, which works well for the no show group who already know your voice. Every text shows delivery status on the bubble, sent, delivered or failed, so the manager knows on Tuesday how much of the list was actually reached rather than finding out on Saturday.

Step four is the destination. Lead Pages is the landing page builder inside the CRM, and an event page takes an hour: the offer, the hours, the vehicles, a form, and per page URL settings so it lives at a clean address on your own domain. Visitor analytics inside the CRM show the page's overview, realtime traffic, sessions, sources and top pages, so you can watch the invitations land. The form posts into its own feed in Lead Feeds Manager, which means every event lead is tagged as an event lead the moment it arrives and gets the event's own Automated Templates reply.

Every channel gets its own tracking phone number, provisioned inside the CRM and synced to SecureWebX, so the number on the text, the number on the email and the number on the ad are three different numbers that all ring the store. On Monday the call log shows which one rang. If you want the event in front of people who are not on your list, Leads Manager is the self service campaign builder with a zone editor, zip stats, a market scan and offers, and the webXintel Ads Network is the managed path, where our team runs the campaign from your selections. A store that prefers its own ad accounts can connect them to the CRM instead, and either way our team launches and manages the campaign from the selections you made. The integrations directory lists each registered network with a clear status, for example the Twitch page.

Step five is the reply window, and it is where the event is actually won. A customer who answers the text lands in the two way texting inbox on the salesperson's screen and in the LeadLocate app, with the whole thread in one place. Texting Chatbots text back when nobody is free, and keyword triggers on the record move a status or fire the next message when the customer writes a word you chose. Calls on the tracking number ring the Forward Calls To list you set, are recorded, and are transcribed into a lightbox on the lead.

Booking is the outcome you want from every reply. The booking link from Calendar Settings carries the booking hours you set for the event weekend, and the shared calendar assigns the appointment by round robin so Saturday's schedule fills evenly across the floor instead of stacking on the two people who answered fastest. Appointments and reminders sit on each rep's Workspace with snooze and bulk clear. A customer who says maybe goes into a Follow Up Process, the multi step drip for that lead type, so the Thursday reminder and the Saturday morning nudge are scheduled without anyone remembering to send them. Notifications reach each user on the emails and numbers they chose, with sound alerts and on screen toasts.

Saturday is step six, and the goal is that nobody opens a spreadsheet. As customers arrive, In-Store Now flags who is physically on the lot, so the desk knows the floor's load at a glance. The identity scanner reads a driver license and insurance card into the customer record from a phone camera, and the trade-in form captures photos and a trade VIN scan while the customer is still standing at the car. Quick Schedule on the phone app books the customer who wants to come back Sunday with the co buyer.

The desk runs on EZ Desking: cash, finance and lease structures in a multi pencil grid with goal seek bays, a 50 state tax matrix, trade credit caps and centralized deal defaults so every pencil on the floor starts from the same fees. OEM incentives for the unit show at deal level inside the Incentives Showroom. When the numbers are agreed, the customer gets a deal page branded to the store, with PIN access, e-signature, a revision view and deal chat, and PencilRecap produces a shareable recap sheet for the customer who needs to talk to a spouse. Where a credit application is needed, a SecureWebX apply link goes out by text and the application lands in the SecureWebX inbox with two factor authentication on every sign in. Every deal carries a Road to Sale checklist, so the manager can see at four o'clock which deals are stuck on which step.

Monday is the reading, and it comes from the Reports dashboard on the dock: activity, company and management reporting. Activity shows the texts, calls and emails each rep logged against the event list. The call log, split by tracking number, shows which channel rang the store. Lead Feeds Manager shows how many leads the event feed produced and how many booked. The lost reason popup, which every lost lead had to pass through, tells the manager why the ones that did not buy walked, in the store's own categories rather than a vague lost status.

Two more screens finish the review. The communications log on any record settles a disagreement about who said what to whom, with delivery status on every message and the recording on every call. Quality Control Requests hold any lead a rep reported as bad, for the manager to approve or reject and send to replacement review, which is how lead problems are handled at LeadLocate, after delivery rather than by sorting at the source. A customer who came in for a $30,000 payment on a $60,000 truck was still a real customer, and the what to expect page explains why.

They are not a separate step. The DNC Blacklist sits in front of Bulk Texting and Voicemail Drops, blocking a number in both directions and backed by a live do not call lookup, and blacklist import brings in the list your store already maintains. A customer who replies asking you to stop is added there and the block holds. Bulk Email goes out from an authenticated domain, so it is identifiable as the store's own mail.

Every text carries delivery status, every call on a tracking number is recorded and transcribed, and every call, text, MMS, email and voicemail lands in one communications log on the customer's record. Outbound caller ID is verified so the callback shows the store's name. The Customer Profile, co buyer included, stores personal information encrypted, and access runs by role, User, Manager or Master Administrator, with a Quick Access PIN per user on the phone app. Credit applications run in SecureWebX with two factor authentication, encryption at rest, OFAC screening, state specific disclosures and a full audit log, and an application a customer abandoned feeds back to the CRM for follow up.

If you already run on LeadLocate CRM, the playbook is a checklist: build the list from statuses and tags, run the two validators and the DNC scrub, write the invitation with the vehicle insert, build the Lead Pages event page with its own feed and tracking number, set the event weekend's booking hours in Calendar Settings, turn on round robin for the shared calendar, and put the maybes into a Follow Up Process. If you do not, every tool on this page is inside the CRM on every plan, month to month, with no long term contract, and an inventory feed and DMS access are not required.

CRM Only starts at $199 per month for a store that brings its own list and its own sources. Plans that add exclusive local leads start at $799, and every one of them includes the full CRM, since the CRM is what receives and delivers the leads. The pricing page has the current figures. Your main phone line, your website and your DMS stay yours, every lead, text, call and appointment the weekend produces is held safe in your account, and the platform is built so your store keeps selling straight through the busiest Saturday of the month. Watch the recorded demo, reach a person through the contact page, or browse more workflows on the solutions hub.

Do I need to buy a list for a weekend sales event?

No. The list is your own Contacts and leads, pulled by custom status, tag and lost reason, plus the book of business each rep brought in through Contact Import. The Phone Validator, Email Validator and DNC Blacklist clean it before the first message goes out.

Can the invitation show the customer the actual vehicle?

Yes. The vehicle button in every text and email composer attaches a unit from your inventory with photos and price, as MMS in a text or inline in an email, and trackable short links report who clicked through to it.

How do I know which channel brought people in?

Each channel gets its own tracking phone number and the event page posts into its own lead feed, so the call log and Lead Feeds Manager show which text, email or ad produced the calls, leads and appointments.

Can LeadLocate advertise the event to people not on my list?

Yes. Leads Manager is the self service campaign builder with a zone editor and offers, and the webXintel Ads Network is the managed path where our team runs the campaign from your selections. You can also connect your own ad accounts to the CRM.

What happens on the floor on Saturday?

In-Store Now flags who is on the lot, the identity scanner reads a driver license, the trade-in form captures the trade with a VIN scan, EZ Desking builds the pencils, and the customer signs on a deal page with PIN access and e-signature. Credit applications run through a SecureWebX apply link.

What does the manager read on Monday?

The Reports dashboard, with activity, company and management reporting, the call log by tracking number, the event feed in Lead Feeds Manager, and the lost reason popup results. The communications log on each record settles any disagreement about what was said.

Watch the recorded demo or book a walkthrough on your own contact list. Month to month, no long term contract, and nothing to export when Monday comes.

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