How to Set a Lead as Lost Gain DMS: A Step-by-Step Guide

This document explains the step-by-step process for marking a Lead as Lost in DMS.

GAIN DMS Lead Lost Tutorial Video

Introduction

This document explains the step-by-step process for marking a Lead as Lost in DMS.

The Lost Lead process helps dealerships maintain an accurate sales pipeline by identifying enquiries that are no longer active or are unlikely to convert into bookings. Recording lost enquiries also helps analyze customer behavior, track reasons for lead loss, and improve future sales strategies.

This guide covers:

1. Accessing the lead record
2. Marking a lead as lost
3. Updating lost lead information
4. Saving lost enquiry details
5. Viewing and filtering lost enquiries

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 active and open leads are displayed.

Section 2: Open Lead Details

Step 1: Select Lead

1. Locate the lead that needs to be marked as lost.
2. Click the respective Lead Name.

You will be redirected to the Enquiry Details Screen, where complete enquiry information is displayed.

Section 3: Access Lost Lead Option

Inside the Enquiry Details Screen:

1. Locate the Lost option.
2. Click Lost.

The system opens the Lost Enquiry update section.

Section 4: Update Lost Lead Information

Before marking the enquiry as lost, provide all required information.

Update the following:

Lost Date

Specify the date on which the enquiry is considered lost.

Lost Reason

Select the appropriate reason for lead loss.

Examples:

• Customer not interested
• Purchased from competitor
• Budget constraints
• Unable to contact customer
• Product availability issue

Select the reason that best matches the situation.

Lost Remarks

Enter additional comments or detailed information explaining the loss.

Examples:

• Customer postponed purchase decision
• Purchased another brand vehicle
• Follow-ups completed with no response

Provide meaningful remarks for future reference and reporting.

Section 5: Mark Enquiry as Lost

After updating all required details:

Click:

Set Inquiry as Lost

The enquiry status will now be updated successfully.

System Behavior After Marking Lead as Lost

Once the lead is marked as lost:

• The enquiry is removed from the Open Leads list
• The enquiry status changes to Lost
• The lead remains available for future reference and reporting

Section 6: View Lost Leads

Lost enquiries can be viewed through worksheet filters.

Step 1: Open Filter Dropdown

In the Enquiry Worksheet:

1. Click the status Dropdown Filter

Step 2: Select Lost Inquiry

Choose:

Lost Inquiry

The system displays all lost leads.

Section 7: Search Specific Lost Leads

To locate a particular lost enquiry:

1. Use the available search/filter option
2. Enter the lead name
3. Apply the filter

The system displays matching lost enquiries.

Common Business Benefits

Tracking lost enquiries helps dealerships:

• Understand customer drop-off reasons
• Identify market trends
• Improve conversion strategies
• Monitor sales performance
• Enhance follow-up quality

Process Flow Summary

Pre-Sales → My Leads → Select Lead → Lost → Update Lost Date → Select Lost Reason → Enter Remarks → Set Inquiry as Lost → View via Lost Inquiry Filter

Completion

You have successfully completed the Lost Lead management process in DMS. This functionality helps maintain a clean sales pipeline while providing valuable insights into enquiry conversion and customer decision patterns.