How to create a Dealer Contact, allowing them to receive email notifications
Summary
In this article you'll find instructions for how to create a dealer contact within Aimbase. Dealer contacts are email addresses associated to specific dealer locations that hold information about which notifications each contact should receive automatically. Dealer contacts are not login accounts for Aimbase, though you can see from the contact detail page when that particular person has an account to access the platform.
How to create a Dealer Contact, allowing them to receive email notifications
Completing these steps will set up dealers to receive email notifications such as hot alert and upcoming survey.
1. Click on ‘Dealers’ tab
2. Use the ‘Dealer Number’ filter to search for the dealer by dealer number or dealer name, and click ‘Run’. Select the Dealer
3. Click on ‘Contacts’ tab
4. Click on ‘Create’
5. Complete the required information – make sure the ‘Active’ field is marked with a ‘Yes’. (Note: If you have a typo within an email address, you'll need to make the incorrect contact inactive and create a new contact with the corrected email address)
7. Click into ‘Contact Types’. In this dropdown, select the notifications you would like the user to receive. Adding a contact type is optional. If you choose to assign one to a contact, that contact will automatically receive the notification associated to the contact type. If you choose to not assign a contact type, then the contact won't receive any notifications automatically. Instead, it will be an available option from the lead details page should you need to reassign a lead to a different contact at a dealer location.
8. ‘Save Changes’
PRO TIP: If you're utilizing such email notifications as Unopened lead alerts and/or HIT activity, (where the user needs to be in Aimbase to see these) make sure you have created an account for the user in Aimbase using the same email address as the dealer contact you set up. If you do not, they will not have access to login to Aimbase to view the detail of these email notifications. Use this article to Create an account in Aimbase.
Related articles:
How to create an Account in Aimbase
FAQ's
1. What is a dealer contact in Aimbase?
A dealer contact is an email address associated with a specific dealer location, holding information about which notifications that contact should automatically receive. Dealer contacts are not login accounts, though you can see from the contact detail page whether the individual has an Aimbase login.
2. How do I create a new dealer contact?
To create a dealer contact:
- Click on the Dealers tab.
- Use the Dealer Number filter to search for the dealer by number or name, then click Run and select the dealer.
- Open the Contacts tab.
- Click Create.
- Complete the required information and ensure the Active field is set to Yes.
- Add optional Contact Types to determine which notifications the contact will receive.
- Click Save Changes.
3. What should I do if I make a typo in an email address?
If an email address is entered incorrectly, the incorrect contact must be set to Inactive, and then a new contact must be created with the corrected email.
4. What are Contact Types, and are they required?
Contact Types determine which notifications a dealer contact receives automatically (e.g., Satisfaction: Hot Alert, Lead: Email To). Assigning a Contact Type is option, however without one, the contact will not receive automatic notifications but will still be available for manual reassignment from the lead details page.
5. What email notifications can dealer contacts receive?
Once properly set up, dealer contacts can receive email notifications such as Satisfaction: Hot Alert notifications and Lead: Email To notifications. Additional notifications depend on assigned Contact Types.
6. Can a dealer contact access Aimbase?
Dealer contacts themselves are not login accounts, but if the same email is used to create an Aimbase user account, the contact will also be able to log in. You can see on the contact’s detail page whether that user has an account.
7. What should I know if I’m using unopened lead alerts or HIT activity notifications?
If using notifications that require Aimbase access, such as Unopened lead alerts or HIT activity, you must create an Aimbase login account using the same email address as the dealer contact. Otherwise, the user will not be able to log in to Aimbase to view details of those notifications.