Allow Clarivoy to export your leads data for you

This is our preferred method.
Please create a VinSolutions login for Clarivoy with ADMIN level access.

1. Pick a username of your choosing.  Most dealers use clarivoy-clientname where clientname is your dealership name. Do not make the username the email address.  You cannot use symbols like @+#$%& in the username.
        Example: If your dealership name is ABC Autos, the username might be clarivoy-abcautos
2. Use this format for the email address:   datateam+clientname@clarivoy.com
        Replace clientname with your dealership name (no spaces).  Make sure you include the + sign.  
        Example: If your dealership name is ABC Autos, the email address would be datateam+abcautos@clarivoy.com.
3. If you have multiple stores, please enable access to all stores under the same login.
4. Enable ADMIN level access.  Admin access is required for Clarivoy to create Leads Reports (Insights).
5. For each store, Enable reporting access:  
   1. Settings
   2. Users
   3. Reporting Settings
   4. Search for the username you created for Clarivoy
   5. Next to Custom Reporting, check both "Allow Access" and "Allow Edit".
      NOTE: This reporting access is required for Clarivoy to create Leads Reports (Insights).
6. Please provide your CSL or Onboarding Specialist with the username and password.

If you need assistance creating the login, call VinSolutions Support at (800) 980-7488.

Setting Up Call Reports for exporting on your own

Access Required

In order to create and edit reports in the Insights app, your user profile must have special permissions.  An Admin at the dealership may need to follow these instructions:

1. Click on SETTINGS at top menu.
2. Click on USERS in submenu, then REPORTING SETTINGS in dropdown menu.
3. Search the user name using the “Search First Name” and “Search Last Name” boxes.
4. For each rooftop (each separate Dealer Number):
   1. Click the checkbox to the left of “Custom Reporting”, under “Allow Access”.
   2. Click the checkbox to the left of “Custom Reporting”, under “Allow Edit”.
5. Repeat steps 4a and 4b for each rooftop (each separate Dealer Number) in the account.
6. “Create Report” should show up for the user within 24 hours.

If you need assistance with setting these permissions, contact your VinSolutions representative or call VinSolutions Support at (800) 980-7488.

Creating the Report

1. Login at https://vinsolutions.app.coxautoinc.com/
2. Click on INSIGHTS at top menu
3. Click on REPORTS
   
4. Click on 3 little dots to the far right, under the blue “Reports” bar, then click CREATE REPORT.
   NOTE: If you do not see “Create Report”, your user does not have the correct permissions.  See “Access Required” above.
   
5. Select “Call Tracking” under the “Select Data” menu
   
6. Ensure (All) of the Call Tracking column boxes are checked
7. Under the next “Select Data” menu, select “Add Customers to Call Tracking”
   
8. Ensure each of the below boxes is checked
   Customers: (13 boxes total)
   Address
   Alt Email
   Cell Phone
   City
   Daytime Phone
   Email
   Evening Phone
   Fax
   First Name
   Last Name
   Middle Name
   Postal Code
   State
9. Click OK at the bottom.
10. Click FILTER at the top
11. Add the Call Direction filter
    1. In the “Filter Column” dropdown menu, select Call Direction
    2. In the “Comparison” dropdown menu, leave the value as =
    3. In the “Value” box, type Inbound
    4. Click ADD
12. Add the Date filter
    1. In the “Filter Column” dropdown menu, select Call Start Time
    2. In the “Comparison” dropdown menu, select Date Range
    3. Next to the first “Specific Date” dropdown, enter the 1st day of the first month of
       backdata and the time 12:00 AM (If you were getting May and June backdata, you would enter 5/1/2025 and 12:00 AM)
    4. Next to the second “Specific Date” dropdown, enter the last day of the second
       month of backdata and the time 11:55 PM (If you were getting May and June backdata, you would enter 6/30/2025 and 11:55 PM)
    5. Click ADD
       
13. Click on the small gear icon at very top next to “Untitled Analysis” and rename as “Clarivoy Call Tracking Report”
14. Click on the Export icon (down arrow into tray) and select “CSV”
    
15. Save the file somewhere you will remember. Name it with your dealership name, the words “VinSolutions Call Tracking” and the months the data is for. 
    Example: ABC Autos - VinSolutions Call Tracking - Jan 2025 to Mar 2025.csv
16. If you have only one rooftop, proceed directly to Step 17.
    If your VinSolutions login contains multiple rooftops, repeat this backdata download process for each rooftop.
    1. Close the browser tab with the report in it.
    2. Switch rooftops by clicking on the name of rooftop in upper right corner of main
       screen and click next desired rooftop in the “Dealer Selector” pop-up
    3. The “Clarivoy CRM Report” you just created will now automatically show up under
       “My Reports” in each rooftop within that client’s VinSolutions login, so no need to
       re-create the report. Just open it and export it for each rooftop.
17. Click on the date filter that you setup (it will be highlighted in light blue)
18. Change both “Specific Date” dropdowns to SLIDING DATE
19. In the first dropdown menu to the right of “Sliding Date”, select LAST MONTH START
20. In the second dropdown menu to the right of “Sliding Date”, select LAST MONTH END
21. Click REPLACE
22. In the confirmation dialog box, click OK
23. Go to https://upload.clarivoy.com/mtsa to securely upload all files, checking “Call Tracking”.

To export the data on a monthly basis moving forward, follow the below instructions.

Exporting Call Logs Monthly

1. Login at https://vinsolutions.app.coxautoinc.com/
2. Click on INSIGHTS at top menu
3. Click on REPORTS
   
4. In the left side menu, click My Reports
5. Click on “Clarivoy Call Tracking Report”
6. Click on the Export icon (down arrow into tray) and select “CSV”
   
7. Save the file somewhere you will remember. Name it with your dealership name, the words “VinSolutions Call Tracking” and the months the data is for. 
   Example: ABC Autos - VinSolutions Call Tracking - Jan 2025 to Mar 2025.csv
8. If you have multiple stores:
   1. Close the report tab.
   2. In the top right corner, click on the store name to bring up the store selector.
   3. Select the next store.
   4. Repeat steps 1-7 for each additional store, exporting each store's call log.
9. Go to https://upload.clarivoy.com/mtsa to securely upload all files, checking “Call Tracking”.