Dealership Call Tracker

PURPOSE
This SOP explains how to use the Daily Dealer Call Sheet so every dealer row shows progress: website reviewed, calls completed, and follow-ups scheduled.

TOOLS REQUIRED
Google Chrome
Daily Dealer Call Sheet & Buylist (Google Sheet)
Chrome extension: Copy & Paste URLs (opens copied website links into tabs)

MANDATORY RULES
If Reviewed is checked, the Activity dropdown must be filled.
If First Call has a date, the Call Result dropdown must be filled.
If Call Result = Follow Up Needed, Next Call must be filled.
Update the sheet right after each action.

DAILY PROCESS

STEP 1 - OPEN YOUR WORKLIST
Open Chrome and open the Daily Dealer Call Sheet.
Go to the correct date tab.
Filter to your assigned rows (your block / brand / province).

STEP 2 - OPEN WEBSITES IN BULK
Highlight the Website links for your assigned rows (10 to 25 at a time).
Copy the links (Ctrl/Cmd + C).
Use the Copy & Paste URLs extension to open all copied links in new tabs.

STEP 3 - WEBSITE REVIEW (DO THIS BEFORE CALLING)
For each dealer website:
Check inventory and search for target vehicles.
Go back to the matching row in the sheet and update:
Reviewed = checked
Activity dropdown = select ONE option (definitions below)

IMPORTANT
Only check Reviewed after the website was actually reviewed.

STEP 4 - CALL THE DEALER AND LOG IT
Call the phone number listed in the sheet.
Immediately update the row:
First Call = enter today’s date (only the first time you call that dealer)
Call Result dropdown = select ONE option (definitions below)

STEP 5 - FOLLOW-UP TRACKING
If Call Result = Follow Up Needed:
Next Call = set the follow-up date
After the follow-up call is completed:
Follow-Up Result dropdown = select the outcome

DROPDOWN DEFINITIONS

ACTIVITY DROPDOWN (WHAT YOU DID)
Visited Site = only website review completed, no call
Called + Visited Site = website review + call attempt completed (voicemail counts)
Visited Site + Form = website review + website inquiry form submitted, no call
Call + Visit + Form = website review + call + form submitted

CALL RESULT DROPDOWN (DEAL STAGE)
Offer to Purchase = dealer has a unit/path forward and OTP is needed or requested
BOS = dealer agreed to send Bill of Sale or BOS received
OTP + BOS + DP = deposit stage required or paid
OTP + BOS + WIRE = wire/payment stage
Follow Up Needed = not closed, follow-up required

END OF SHIFT QUALITY CHECK
Any row with Reviewed checked must have Activity selected
Any row with First Call filled must have Call Result selected
Any row with Follow Up Needed must have Next Call filled
Fix blanks before signing off

ROW COMPLETION STANDARD
Reviewed = checked
Activity dropdown = selected
If called: First Call = filled and Call Result = selected
If follow-up: Next Call = filled and Follow-Up Result updated after follow-up call