Diary Management in Sales 360

This guide explains how to manage customer interactions using the Record Contact functions in Navigator’s Sales 360 module. It includes how to log follow-ups, create appointments, and book and complete test drives. All actions are synchronised with the enquiry’s history and the Sales 360 diary view.

Accessing Record Contact

1. Load the relevant sales enquiry.

2. Click the Record Contact button.

You will see three main functions:

• Follow Up

• Create Appointment

• Book Test Drive

1. Logging a Follow-Up

Use this to record conversations and schedule the next contact step.

Steps:

1. Select Follow Up.

2. Choose a Contact Type from the dropdown (e.g. phone, email).

3. Enter a summary of the discussion in the Notes field.

4. Tick any relevant statistics checkboxes to capture key actions (e.g. part-ex completed).

5. Set a Reason for the next follow-up.

6. Enter a Date and Time for the next contact.

7. Click Save.

The entry will:

• Appear in the Enquiry History.

• Be visible in Today’s Contacts on the scheduled date.

• Display in yellow in the diary section.

Navigate to future dates using the arrows in the top-left of Sales 360.

2. Creating an Appointment

Use this to schedule physical or virtual meetings with the customer.

Steps:

1. Select the Create Appointment tab.

2. Double-click a date and time in the diary.

3. Enter a Subject for the appointment.

4. Add relevant notes.

5. Adjust the duration if different from the 30-minute default.

6. Click Save.

The appointment will:

• Be saved to the Enquiry History.

• Appear in Today’s Contacts on the due date.

• Show in blue in the diary view.

3. Booking a Test Drive

Use this function to schedule and later record customer test drives.

Steps to Book:

1. Select the Book Test Drive tab.

2. Use the Registration field to filter available vehicles.

3. Double-click the desired vehicle.

4. Choose a date/time slot by double-clicking in the diary.

5. Add any relevant notes.

6. Click Save and Close.

This appointment will:

• Appear in the Enquiry History.

• Be visible in Today’s Contacts.

• Show in orange in the diary view.

Steps to Complete a Test Drive:

1. Open the enquiry.

2. Click Record Test Drive.

3. Select the correct test drive appointment from the list.

4. Enter the Start and Finish times.

5. Optionally, enter the customer’s Driving Licence Number.

6. Click Save.

The completed test drive will:

• Be saved to the Enquiry History.

• Now display in grey within the diary.

Summary of Colour Coding