User Manual

Step-by-step guide for managing the Upgrade Centre

1. Creating an Upgrade Sale
Complete step-by-step walkthrough for setting up a new Upgrade Sale event

Step 1 — Configure Settings

  1. Go to Settings:
    • Click the "Admin" button in the top navigation
    • Select "Settings" from the dropdown menu
  2. Configure Certificate Values:
    • Scroll to the "Certificate Values" section
    • Add each dollar amount you want to offer (e.g., $500, $750, $1,000)
    • Set the weight for each value — higher weight = assigned more frequently
    • Example: $500 with weight 10 and $1,000 with weight 2 means $500 is 5× more likely to be assigned
    • Click "Add Certificate Value" to save each entry
  3. Add Promo Codes (if applicable):
    • Scroll to the "Promo Codes" section
    • Enter any promo codes for this sale (e.g., "UPGRADE2026")
    • Click "Add Promo Code" to save each code
    • Customers with a valid promo code are guaranteed to receive a certificate
  4. Set the Sale End Date (Countdown Timer):
    • Find the "Sale End Date" or countdown timer field
    • Enter the last day of the Upgrade Sale event
    • A live countdown will display on the homepage for customers
  5. Set the Dealership Name & Logo:
    • Enter your dealership name in the "Dealership Name" field
    • Upload your dealership logo using the logo upload button
    • The logo will appear on the landing page and certificates
  6. Add the Email Blast Link to the App:
    • Once Avenue A provides the Mailchimp campaign link, go to Admin → Settings
    • Scroll to the "Email Blasts" section
    • Enter a title (e.g., "Spring Upgrade Sale 2026") and paste the campaign link
    • Click "Add Email Blast" — it will now be accessible from the admin panel
  7. Preview the Certificate:
    • Click "Admin" → "Certificate Preview" to review the certificate design
    • Confirm the logo, values, and layout look correct before going live
  8. Preview Email Notification:
    • Click "Admin" → "Email Preview" to see the automated lead notification email
    • Verify that the layout, lead information, and certificate value display correctly
    • This is the email your team will receive when customers submit leads

Step 2 — Create the Email Blast

  1. Export the Client List from PBS:
    • Log in to PBS and pull the desired customer list (e.g., customers due for an upgrade, service customers, certain vehicle lines or years, etc.)
    • Make sure to include the email address column in your export
    • Download the list as a CSV or Excel file
  2. Send the List to Avenue A:
    • Contact your Avenue A representative and provide them with the downloaded client list
    • Avenue A will create and manage the Mailchimp email blast on your behalf
    • Provide Avenue A with any relevant details: sale dates, certificate values, branding, and the landing page URL
  3. Add the Email Blast Link to the App:
    • Once Avenue A provides the Mailchimp campaign link, go to Admin → Settings
    • Scroll to the "Email Blasts" section
    • Enter a title (e.g., "Spring Upgrade Sale 2026") and paste the campaign link
    • Click "Add Email Blast" — it will now be accessible from the admin panel
  4. A Little Extra — Add a Website Pop-up:
    • Contact your website representative or digital marketing team
    • Request they add a pop-up banner to your dealership website
    • The pop-up should direct website visitors to the Upgrade Centre event to encourage certificate redemption
    • Provide them with the Upgrade event URL and any promotional messaging

Step 3 — Choose Users for Email Notifications

  1. Go to App Users:
    • Click "Admin" → "App Users"
    • View the list of all users in the system
  2. Toggle Email Notifications:
    • For each user, toggle the "Receive Lead Notifications" option on or off
    • Users with this enabled will receive an email each time a new lead is submitted
    • Users with this disabled will not receive lead notification emails
    • Note: Users who get email notifications will change based on what store is running the event
  3. Save Changes:
    • Changes are saved automatically when you toggle the setting
    • All selected users will now receive notifications for new leads

Step 4 — Managing Incoming Leads

  1. Access Lead Management:
    • Click "Admin" → "View Lead Management"
    • All submitted leads appear in the table with customer information
  2. Update Lead Status:
    • Use the status dropdown on each lead: New, Contacted, Sold, or Lost
    • Check "Appt Set" when an appointment is booked
    • Check "Appt Showed" when the customer arrives
  3. Assign Team Members:
    • Use the "Assigned To" dropdown to assign leads to OSC, PEC, or MONT
  4. Record Sales Data:
    • When a lead converts to a sale, click "Add Gross" on the lead
    • Enter the Front End Gross and F&I Gross amounts
    • Click "Save" to record the amounts
2. Adding and Archiving Email Blasts
How to add an email blast and view past emails. This section is strictly for seeing what has been done in the past so we can see what worked and what didn't.
  1. Navigate to Settings:
    • Click on the "Admin" button in the top navigation
    • Select "Settings" from the dropdown menu
  2. Create New Email Blast:
    • Scroll to the "Email Blasts" section
    • Enter a title for your email blast (e.g., "Summer Upgrade Sale 2026")
    • Paste the link to your email blast (from your email marketing platform)
    • Click "Add Email Blast" to save it
  3. Manage Email Blasts:
    • View all email blasts in the list below the form
    • Click the "X" button to remove outdated campaigns
    • Keep the list current for easy access to active campaigns
  4. Best Practices:
    • Use clear, descriptive titles for easy identification
    • Test your email blast link before adding it
    • Remove old campaigns regularly to keep the list organized
4. Lead Notification Emails
Understanding the automatic email notification system
  1. Automatic Notifications:
    • When a customer submits a lead, an email is automatically sent
    • Email is sent to all app users who have "Receive Lead Notifications" enabled
    • The users who receive notifications depend on which store is running the event
    • Email includes all customer information and vehicle details
  2. Email Contents:
    • Customer name, email, and phone number
    • Current vehicle information (year, make, model, mileage)
    • Preferences (new/used, vehicle type, contact method)
    • Additional notes from the customer
    • Assigned certificate value (highlighted in green)
  3. Preview Email Notifications:
    • Click "Admin" → "Email Preview" to see the email template
    • Use this to verify the layout and information displayed
  4. Email Settings:
    • From address: upgradelead@beckautogroup.ca
    • Subject line includes customer name for easy identification
    • Emails are sent immediately upon lead submission
5. Generating Reports
How to export and analyze lead data
  1. Export Lead List to PDF:
    • Go to Lead Management page
    • Use filters to select the leads you want to export
    • Click the "Export PDF" button
    • A PDF report will be generated with all filtered leads
  2. Report Includes:
    • Customer name and contact information
    • Vehicle details and preferences
    • Lead status and assignment
    • Sales gross amounts (if recorded)
  3. Dashboard Statistics:
    • Total leads count displayed at the top
    • Conversion rate (sold leads / total leads)
    • Total Front End Gross and F&I Gross amounts
    • Filter by date range to see specific periods
6. Adding and Deleting a User
How to add and remove users from the platform
  1. Navigate to Users:
    • Click on the "Admin" button in the top navigation
    • Select "Users" from the dropdown menu
  2. Invite a New User:
    • Note: Only Admin users can invite new users
    • Click the "Invite User" button
    • Enter the new user's email address
    • Select their role (User or Admin)
    • Click "Send Invite" — the user will receive an email with a link to set up their account
  3. Set Notification Preferences:
    • Once the user is added, toggle their "Receive Lead Notifications" setting based on the store running the event
  4. Delete a User:
    • In the Users table, find the user you want to delete
    • Click the "Delete" button in that user's row
    • Confirm the deletion when prompted
    • The user will be removed from the system and will no longer receive notifications
7. New User Onboarding
Steps for new users to get started after receiving an invitation
  1. Check Your Email:
    • You will receive an invitation email from the admin
    • The email will contain a link to activate your account
    • Click the link to proceed with account setup
  2. Create Your Account:
    • Follow the link to the account setup page
    • Enter your email address as your username and password
    • Click "Complete Setup" to finalize your account
  3. Set Your Password:
    • After clicking "Go to Sellumyride.ca", you will land on the main page
    • Scroll down to the bottom of the page and click the "Admin" button
    • From the menu, select "Forgot Password"
    • Enter your email address and follow the steps to create your password
  4. Log In:
    • Once your password is set, use your email and new password to log in
    • After logging in, the "Admin" button will move to the top of the page for easy access
    • You will now have full access to the Upgrade Centre platform
  5. Understand Your Role:
    • Admin: Can invite users, manage settings, and access all features
    • User: Can view leads and manage data within the platform
    • Check with your admin if you're unsure about your permissions
  6. Get Familiar with the Platform:
    • Review the User Manual (this guide) to understand all features
    • Ask your admin for a walkthrough if needed

For technical support or questions, contact your system administrator