What you'll learn
This guide shows you how to create a new customer record in OneLead so every new lead is captured cleanly, consistently, and without duplicates.
1. When to Create a New Customer Record
Create a new record any time you interact with someone who does not already exist in OneLead, including:
- A walk-in visiting your dealership
- A phone call or email enquiry
- Someone responding to a website form or social media ad
- A referral from an existing customer
- A prospect you want to pre-load before their appointment
Important: Before creating a new record, always search the customer’s name, phone, or email to avoid duplicates.
2. Creating a Customer on Web/Desktop
2.1 Open Customers & Activities
Step 1: Log in to OneLead.
Step 2: In the left-hand menu, click Customers & Activities.
Step 3: Make sure the Customers tab is selected.
You’ll see customer cards grouped by lead status (Not Set, Hot, Warm, Cold, Sold, Lost).
2.2 Start a New Customer
Step 1: Click Create Customer in the top-right corner.
Step 2: The Create New Customer window opens.
3. Completing the “Create New Customer” Form (Web)
3.1 Required Fields
- First Name
- Last Name
- Department (store, brand, or business unit)
3.2 Contact Details
- Email– recommended primary contact
- Phone Number (optional) – choose the correct country code, then enter number
Provide at least one accurate contact method so staff can follow up properly.
3.3 Address Details (Optional but Helpful)
Use when available, especially for finance, test drives, or delivery preparation:
- Address Line
- Suburb
- State
- Postcode
3.4 Department (Required)
Choose the correct dealership, brand, or department.
This ensures:
- Proper visibility
- Accurate reporting
- Correct assignment rules
3.5 Profile Picture (Optional)
Upload a photo if you have one (e.g. from a licence or customer-submitted file).
3.6 Save the Record
Step 1: Review spelling and accuracy.
Step 2: Click Create Customer.
Your new customer card will appear in Not Set by default.
4. Creating a Customer in the Mobile App
Use the mobile app to capture new customers fast while on the floor, on the phone, or during walk-ins.
4.1 Open the Create Customer Screen
Step 1: Open the OneLead app.
Step 2: Tap the Customers tab, tap the Create Customer button (or “+”).
4.2 Enter Customer Details (Mobile)
Mobile includes the key fields:
- First Name
- Last Name
- Department (if required)
- Phone number
- Address (optional)
.jpg?table=block&id=2fb049f3-8057-803b-91ae-fbc86ea1a865&cache=v2)
4.3 Add Quick Notes (Mobile)
Use notes to record:
- How you met the customer
- What they are interested in
- Urgent details or context
Short, descriptive notes help the team understand the lead later on desktop.
4.4 Save the Customer (Mobile)
Scroll down and tap Create New Customer.
The record syncs instantly to desktop.
.jpg?table=block&id=2fb049f3-8057-80ed-a062-c1435f55221d&cache=v2)
Pro Tip: On mobile, focus on capturing name + one contact method + a quick note. You can add the rest later on desktop.
5. Best Practices to Avoid Duplicates and Bad Data
✔️ Search first — name, email, or phone
✔️ Use full names — avoid nicknames or initials
✔️ Double-check spelling — especially emails
✔️ Select the correct department
✔️ Add details later rather than skipping the customer entirely
Clean records = better follow-up, reporting, and customer experiences.
6. After Creating a New Customer
Once the customer is created:
Step 1 — Add Lead Details
Set source, lead status, and interest.
Step 2 — Add Vehicle Details
Record what they want to buy or trade-in.
Step 3 — Log First Activity
Add notes, calls, or messages for context.
Step 4 — Schedule Next Steps
Set an appointment or follow-up so the customer is never left idle.
Recap
Creating a clean customer record ensures:
- Every new lead is captured once
- Your team sees the same accurate information
- Leads move through the sales process smoothly
- Reporting stays accurate
- No opportunities are lost
This workflow (search → create → enrich → follow-up) keeps your pipeline healthy and organised.