BarnDealer.com

Overview

Your Leads Dashboard is the hub for managing all of your website’s customer inquiries. From here, you can organize, follow up, and track every potential customer who reaches out through your BarnDealer website. You can also add leads so that when a potential customer calls or visits your lot without filling out the form, their information can all be in the same place!

What You Can Do

• View all active and archived leads

• See where leads came from (e.g., 3D Builder, Pricing Guide, Rent-to-Own, Contact Us)

• Track follow-up dates and overdue reminders

• Email or call leads directly from your dashboard

• Monitor how well you’re keeping up with lead activity

TABLE OF CONTENTS

• Accessing the Leads Dashboard
• Understanding the Dashboard Layout
• Viewing a Lead’s Details
• Emailing Leads
• Calling Leads
• Filtering and Sorting Leads
• Staying on Top of Follow-Ups
• Best Practices
• Troubleshooting

Accessing the Leads Dashboard

1. Log in to your website. 

2. From the left-hand menu, click Leads.

   • You can also click Archived Leads to see all of your Leads you have previously archived.

3. Your main Leads Dashboard will appear, showing a list of recent leads and follow-up statuses.

Understanding the Dashboard Layout

Each lead includes key details to help you stay organized:

Note: You can change how leads are sorted by using the Filter button on the top left.

Viewing a Lead’s Details

To see full information for a specific customer:

1. Click the Lead’s name.

2. You’ll be taken to the Lead Detail View.

3. Here, you can see:

   • Customer contact info (name, email, phone number)

   • Lead source and lifecycle stage

   • Activity (history of forms submitted, emails sent, calls made)

     • To view Email history, click on the Email tab. Unfortunately there is a restriction with the software that stores our information that does not allow these 'feeds" to show in the Activity feed so you will have to navigate to them separately.

Emailing Leads

Your Leads Dashboard has the capability to send emails on your behalf! You are still able to copy the email address and paste it into your preferred email platform if you do not want to keep track of the emails sent/received inside your Leads Dashboard - you can then Add a Note to record the email sent separately.

To send emails inside the platform, click on the "Email Lead" button. You can access this feature in multiple points on the dashboard:

• In the Leads List by clicking the "Follow-Up" Button
• In the Leads Detail (after clicking the Lead's name) by clicking the "Email Lead" button in the top left, or

• In the Leads Detail by clicking on the "Actions" button

When you start to email a customer with this feature, it will automatically use the email address that was entered by the customer when they filled out the form.

• Due to the restrictions with the software we are using to track lead information, we currently have limited functionality for editing/formatting emails.
• If you have a quote or additional building images that you want to send to the customer you can attach them by clicking "Choose Files".
• Choose a Follow-up Date! We highly recommend choosing a follow-up date so that you can know when you need to reach out to the Lead again.
• Selecting "Attach Pricing Brochure" will attach a PDF of the Pricing Guide Brochure for your region.

Clicking "Email Lead" will always start a new email thread with the Customer. If you want to reply to an email, navigate to the Email tab and reply there.

Once you email a Lead, the Status will change to "Contacted". This tells you and your team that the lead has been contacted.

If a customer responds to the email, you will receive an email notification to your email address (the email address you've listed in Business Details on your site).

To reply to an email that someone has responded to:

1. Open the Lead Details by clicking the name
2. Click Email at the top to see all Emails exchanged with that Lead
3. Make sure the email thread is "open" by clicking on the > to expand the email thread and see all the exchanges in the conversation.
4. Click the "Reply" button to send another email in the same thread.

Calling Leads

Your Leads Dashboard now allows you to easily make notes of phone calls and log them during and after the call. Record the results of your phone calls will help track activity on all of your leads and create great systems for following up with Leads!

Note: The Call Lead feature is used to record notes of phone calls and does not currently have integration with any phone apps or have the ability to record phone calls for later use.

You can access this feature in multiple points on the dashboard:

• In the Leads List by clicking the "Follow-Up" Button
• In the Leads Detail (after clicking the Lead's name) by clicking the "Call Lead" button in the top left, or

• In the Leads Detail by clicking on the "Actions" button

Once you Open the Call Lead dialogue box, you will have the ability to select the outcome of the call. This is a great opportunity to help you and your team track how things are going with the lead and what needs to happen. Here are the basics of what you can do in the Call Lead dialogue box:

• Call Outcome: Record how the call ended.
• Call Notes: Write down any buildings they're interested in, what discounts they might be looking for, what they're using for a building, and even any special personal notes you want to remember about them (eg. their dog's name is Charlie!)
• Follow-up Date: This field isn't required to fill out but highly encouraged: Let yourself and your sales team know when they should check back in with the lead!

Filtering and Sorting Leads

Use the Filter button in the top-left corner to view or sort your leads:

View Options:

• Active Leads – Leads you’re currently working with.

• Archived Leads – Completed or inactive leads.

Sort Options:

• Recent Activity – Shows the most recently updated leads at the top,

• Date Created – Shows leads in the order they were received with the newest at the top.

Staying on Top of Follow-Ups

Leads marked Overdue or Due Tomorrow indicate it’s time to reconnect. Regular, consistent outreach is key to closing more sales.

Studies show that it often takes 5–8 touchpoints before a customer makes a major purchase.

Pro Tips:

• Check your Leads Dashboard daily.

• Follow up multiple times — call, email, and text.

• Use “Follow-up” actions to stay organized.

• Archive leads once closed to keep your dashboard tidy. If a Lead fills out another form or responds to an email they will automatically be un-archived and moved to the top (if you have your filter sorting by Recent Activity)

Best Practices

• Respond quickly: Contact new leads within a few hours whenever possible.

• Personalize outreach: Mention what they asked about (3D Builder, Pricing Guide, etc.).

• Log your activity: Keep notes about calls or emails directly in the lead’s profile.

• Stay consistent: Even one extra follow-up can make a difference.

Troubleshooting

• Lead not showing? Refresh the page or check your Archived Leads.

• Need more help? Contact BarnDealer Support at support@barndealer.com for assistance.