Allow Clarivoy to export your leads data for you

This is our preferred method.

Existing Login for Clarivoy
If you already have an existing VinSolutions login for Clarivoy, please add any new stores to the existing login.

New to Clarivoy
Please follow these instructions to 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. Under each store, for the Clarivoy user profile, under Advanced Settings tab, ensure ILM-CRM Access is set to “Manager” and click Save.
   NOTE: Manager access is required for Clarivoy to pull CRM Sales from the Sold Log.
6. Under each store, go to Settings > Users > Profile Manager > search for the Clarivoy user > On the right side of the page, set Role to “Manager”.  Under the Dealers column, ensure all stores are checked.
   NOTE: Manager access is required for Clarivoy to pull CRM Sales from the Sold Log. 
7. 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).
8. Please provide us with the username and temporary password by responding in the “VinSolutions Login” Task.

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

Exporting CRM Leads 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. Click on INSIGHTS at top menu 

2. Click on MY REPORTS

3. Click on 3 little dots to the far right, under the blue “Reports” bar, then click CREATE  REPORT

4. Select “Leads” under the “Select Data” menu 

5. Ensure each of the below boxes is checked Leads: (11 boxes total)

Dealer 
Inventory Type 
Lead Last Modified Date
Lead Origination Date 
Lead Source 
Lead Type 
Make 
Model 
Stock Number 
VIN 
Year

6. Select “Add Customers to Leads” under the next “Select Data” menu 

7. Ensure each of the below boxes is checked 
Customers: (14 boxes total)

Address 
Alt Email 
Cell Phone  
City 
Daytime Phone  
Email 
Evening Phone  
Fax 
First Name  
Last Name  
Middle Name 
Postal Code  
State
Total Sale Price

8. Click OK at the bottom. 

9. At the top, click FILTER 

10. In the “Filter Column” dropdown, select LEAD ORIGINATION DATE 

11. In the “Comparison” dropdown, select DATE RANGE 

12. 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 5/1/2019  and 12:00 AM) 

13. 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  6/30/2019 and 11:55 PM) 

14. Click ADD 

15. At very top next to “Untitled Analysis”, click on the small gear icon and rename as “Clarivoy  CRM Report”. Click Save. 

16. Click on the Export icon (down arrow into tray) and select “CSV” 

17. Save the file somewhere you will remember. Name it with your dealership name, the  words “VinSolutions CRM” and the month the data is for. Example: ABC Autos – VinSolutions CRM – Jan 2025.csv 

18. If your VinSolutions login contains multiple rooftops: 
Repeat this backdata download process for each rooftop. 

a. Close the browser tab with the report in it. 
b. 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 
c. 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.  
If you have only one rooftop, proceed directly to step 19. 

19. Click on the date filter that you setup (it will be highlighted in light blue) 

20. Change both “Specific Date” dropdowns to SLIDING DATE 

21. Select LAST MONTH START from the first dropdown menu to the right of “Sliding Date” 

22. Select LAST MONTH END from the 2nd dropdown menu to the right of “Sliding Date” 

23. Click REPLACE 

24. Click OK 

25. Close the tab with “Clarivoy CRM Report”.

26. Exit VinSolutions.

27. Go to https://upload.clarivoy.com/sourcereports to securely upload all files, checking the box for “CRM Leads”.

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

Exporting the CRM Leads Report Monthly

1. Click on INSIGHTS at top menu
2. Click on REPORTS
   
3. In the left side menu, click My Reports
4. Click on “Clarivoy CRM Report”
5. Click on the Export icon (down arrow into tray) and select “CSV”
   
6. Save the file somewhere you will remember. Name it with your dealership name, the words “VinSolutions CRM” and the month the data is for. 
   Example: ABC Autos - VinSolutions CRM - Jan 2025.csv
7. 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 leads report.
8. Go to https://upload.clarivoy.com/sourcereports to securely upload all files, checking the box for "CRM Leads”