Create a dedicated mailbox for lead emails, enter its IMAP host, port and folder in Dealer Garage under Settings, Leads and run the connection test. Dealer Garage then reads new messages, extracts the customer and vehicle and creates a lead. It needs the Basic or Pro plan and an internet connection while checking mail.
Before you start
You need a mailbox with IMAP access (most providers offer it), such as leads@ your own domain. An app-specific password is safer than your main password where the provider supports it.
Point your listing sites' lead notifications at that mailbox, so nothing else lands there.
Steps
- Create the dedicated mailbox and point listing-site lead emails at it.
- In Dealer Garage, open Settings, Leads.
- Enter the IMAP host, port, folder and credentials and run the connection test.
- Send yourself a test enquiry, or wait for a real one.
- Check that a lead appears on the lead board with the customer's name, contact details and the vehicle of interest.
- Set a routine: look at new leads when you open the app and reply promptly.
Check that it worked
A lead appears for the test message, and the unopened-leads badge counts it.
If something goes wrong
- No leads appear. Check the messages arrive in the folder Dealer Garage reads and that IMAP is enabled.
- Authentication fails. Re-enter the password or create an app password.
- Messages went to spam. Look in the provider's spam folder and mark the sender as safe.
- Dealer Garage was closed. It checks mail while the app is open.
What to do next
Read listing-site lead sync, lead management and how fast to answer a lead.
Keeping the mailbox healthy
- Use an app password and rotate it from time to time.
- Do not use the mailbox for anything else.
- Check the spam folder weekly during the first month.
- Archive or delete processed messages so the folder stays small.
- If the provider changes IMAP settings, update them in Dealer Garage.
A worked example
A dealer creates leads@ at her own domain and points three listing sites at it. At 8 p.m. a buyer enquires about an SUV. Dealer Garage, open on the office computer, reads the email, creates a lead with the buyer's name, phone and the vehicle, and the badge on the lead board shows a new lead. She sees it on her phone as a notification from the mailbox and replies, offering Saturday morning. The buyer visits at ten.
Questions people ask
What is ADF?
ADF is an XML format for automotive leads that many listing sites send. Dealer Garage reads it.
Is it in the free plan?
Lead sync is part of Basic.
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Dealer Garage is installable dealer management software for independent used-car dealers in the US and Canada: inventory, leads, deals, dealer paperwork, Facebook Marketplace posting and email campaigns, with records stored on the dealership's own computer..