How to create a Lead in Gain DMS: A Step-by-Step Guide

This document explains the step-by-step process for creating a new Lead in DMS.

Gain DMS Lead creation Tutorial Video

Introduction

This document explains the step-by-step process for creating a new Lead in DMS.

The Lead Creation process helps dealerships capture and manage customer enquiries efficiently. It allows sales teams to record customer information, preferences, lead sources, follow-up schedules, and buying intent, ensuring a structured sales process from enquiry to booking.

This guide covers:

1. Creating a new lead
2. Updating customer information
3. Capturing lead source details
4. Recording enquiry preferences
5. Scheduling follow-ups
6. Updating loan information
7. Saving and managing the lead lifecycle

Section 1: Navigate to Lead Management

Step 1: Open My Leads

1. Login to DMS.
2. Click Pre-Sales.
3. Select My Leads.

You will be redirected to the Enquiry Worksheet, where all open leads are displayed.

Section 2: Create a New Lead

Step 1: Start Lead Creation

1. Click + (Plus).

The system opens the Enquiry Details Screen.

Default System Information

The following information is automatically populated:

Date

• Current system date is selected by default.

Executive

• Logged-in executive name is selected automatically.
  

1. The enquiry number is unique each customer.
   
2. The opportunity is unique for each lead entry.
   

Verify the information before proceeding.

Section 3: Update Lead Source Information

Lead source information helps identify how the customer learned about the dealership or product.

Step 1: Select Primary Data Source

Primary Data Source indicates the source through which the lead originated.

Examples:

• Outdoor Activities & Events
• Digital Campaigns
• Walk-In
• Referral
• Advertisement

Example:

Outdoor Activities & Events

Step 2: Select Secondary Data Source

Secondary source provides additional classification related to the selected primary source.

Example:

If Primary Source = Outdoor Activities & Events

Secondary Source may be:

• Indoor Showroom Activity
• Outdoor Event Activity
  

Step 3: Select Activity (Optional)

Activity refers to a marketing campaign associated with the lead.

Examples:

• Festival Campaign
• Road Show
• Promotional Event

If no campaign applies, this field can remain blank.

Important Note

Fields marked with Red Asterisk (*) are mandatory.

Without completing mandatory fields:

Lead creation will not be allowed.

Section 4: Update Customer Information

Enter lead/customer details.

Required information may include:

• Customer Name
• Phone Number
• Email ID
• State
• City
• PIN Code
• GST Number
• Occupation
• Organization
• Designation
• Age
  

Additional Information

Date of Birth is optional.

Age remains mandatory and must be updated.

State and City may automatically populate based on dealership location.

Section 5: Update Enquiry Preferences

Capture the customer's product interest details.

Step 1: Select Model

Choose the vehicle model of interest.

Example:

Indie

Step 2: Select Product Variant

Select available products associated with the chosen model.

Step 3: Select Color Preference

Example:

Spring Yellow

Section 6: Update Enquiry Category

Select lead quality based on conversation and purchase intent.

Examples:

• Hot
• Warm
• Cold

Example:

Warm

A Warm lead may indicate that the customer plans to purchase within 1–2 months.

Section 7: Update Lead Status Information

Update the current lead stage.

Status

Specify current lead status.

Examples:

• Open
• Interested
• Follow-up Required
  

Step to Sale

Select the current stage of the customer journey.

Examples:

• Enquiry Assigned
• Test Drive Assigned
• Test Drive Completed
• Quotation Given

Example:

Enquiry Assigned

Section 8: Schedule Follow-Up

Define next follow-up activity.

Update:

• Next Follow-Up Date
• Follow-Up Time

Example:

Weekend follow-up

This helps ensure timely customer engagement.

Section 9: Update Visit Probe Summary

Visit Probe Summary contains a brief conversation summary captured during customer interaction.

Examples:

• Customer interested in scooter for daily commute
• Comparing multiple models
• Requested finance details

Update concise and meaningful notes.

Section 10: Update Loan Requirement Information

Specify whether vehicle financing is required.

Select:

If Loan Required = Yes

Additional information becomes mandatory:

• Income Group
• Down Payment
• Loan Tenure
• Monthly EMI
  

If Loan Required = No

Select:

No

No additional loan information is required.

Section 11: Update Additional Information (Optional)

The following fields are optional:

• Expected Delivery Date
• Special Requests
• Sales Partner Information
• Customer Group Tagging

Use these fields if additional business information needs to be captured.

Section 12: Save Lead

After updating all mandatory information:

Click:

Save Enquiry Details

The lead will now be created successfully.

Section 13: Available Actions After Lead Creation

Once a lead is created, additional options become available on the right-hand panel.

Available actions include:

• Follow-Up
• Transfer Lead
• Mark Lead as Lost
• Assign Test Ride
• Generate Quotation
• Convert to Booking
  
• Set enquiry as visited to showroom

These actions support complete lead lifecycle management.

Section 15: View Lead in Enquiry Worksheet

After saving:

Close the screen.

The lead becomes visible in the Enquiry Worksheet under:

Open Status

Users can track and manage leads from the worksheet.

Completion

You have successfully completed the Lead Creation process in DMS. This functionality helps dealerships systematically capture, organize, and manage customer enquiries throughout the sales journey.