Skip to main content

Lead Management

The Lead Management system provides comprehensive tools for tracking, nurturing, and converting leads through your sales pipeline. It includes lead categorization, source tracking, status management, and pipeline visualization.

Overview​

Lead Management enables you to:

  • Track leads through the entire sales cycle
  • Categorize and prioritize leads effectively
  • Monitor lead sources and ROI
  • Visualize pipeline progress
  • Automate lead nurturing
  • Analyze conversion metrics

Lead Components​

Lead Categories​

Organize leads by type or business segment:

  • Residential: Home buyers/renters
  • Commercial: Business properties
  • Investment: Investment opportunities
  • Referral: Partner referrals
  • Custom categories based on your business

Managing Categories​

  1. Navigate to Settings > Lead Categories
  2. Click Add Category
  3. Define:
    • Category name
    • Color coding
    • Default priority
    • Auto-assignment rules
    • Associated workflows

Lead Sources​

Track where your leads originate:

  • Online Sources:
    • Website forms
    • Social media
    • PPC campaigns
    • Organic search
    • Email campaigns
  • Offline Sources:
    • Phone calls
    • Walk-ins
    • Events
    • Referrals
    • Print advertising

Source Management​

  1. Go to Settings > Lead Sources
  2. Create detailed source tracking:
    • Primary source
    • Sub-sources
    • Campaign attribution
    • Cost per source
    • Conversion tracking

Source Analytics​

  • ROI by source
  • Conversion rates
  • Lead quality scores
  • Time to conversion
  • Source trends over time

Lead Status Management​

Track lead progress with customizable statuses:

Default Statuses​

  • New: Uncontacted leads
  • Contacted: Initial contact made
  • Qualified: Meets criteria
  • Proposal: Offer presented
  • Negotiation: Terms discussion
  • Won: Converted to customer
  • Lost: Did not convert

Custom Status Configuration​

  1. Access Settings > Lead Statuses
  2. Add custom statuses:
    • Status name and color
    • Position in pipeline
    • Automation triggers
    • Required fields
    • Time limits

Status Workflows​

  • Automatic status updates
  • Notification rules
  • Task creation
  • Follow-up scheduling
  • Escalation procedures

Lead Types​

Classify leads by intention or product interest:

  • Buyer: Purchase intent
  • Seller: Listing interest
  • Renter: Rental inquiries
  • Investor: Investment opportunities
  • Custom types for your business

Type Configuration​

  • Set default workflows per type
  • Assign specialized teams
  • Create type-specific forms
  • Define conversion criteria
  • Track type performance

Lost Reason Management​

Track why leads don't convert:

Common Lost Reasons​

  • Price: Budget constraints
  • Timing: Not ready to buy
  • Competition: Chose competitor
  • No Response: Unable to contact
  • Not Qualified: Doesn't meet criteria
  • Location: Geographic mismatch

Lost Reason Analytics​

  • Identify improvement areas
  • Track reason trends
  • Agent performance insights
  • Product/service feedback
  • Win-back opportunities

Pipeline Management​

Pipeline Views​

Visualize your lead flow:

Kanban Board​

  • Drag-and-drop lead cards
  • Visual status progression
  • Quick actions per card
  • Filter by multiple criteria
  • Bulk actions

List View​

  • Detailed lead information
  • Sortable columns
  • Advanced filtering
  • Bulk operations
  • Export capabilities

Calendar View​

  • Follow-up scheduling
  • Activity timeline
  • Task deadlines
  • Appointment booking
  • Event tracking

Pipeline Customization​

  • Create multiple pipelines
  • Industry-specific stages
  • Probability percentages
  • Value calculations
  • Time-in-stage tracking

Pipeline Automation​

  • Auto-move based on actions
  • Stage-specific tasks
  • Email sequences
  • Notification rules
  • SLA monitoring

Lead Scoring​

Automatic Scoring​

Points assigned based on:

  • Demographic fit
  • Behavioral actions
  • Engagement level
  • Source quality
  • Time factors

Score Components​

  • Profile Completeness: Data quality
  • Engagement: Email, call, web activity
  • Intent Signals: Form submissions, downloads
  • Fit Score: Ideal customer match
  • Activity Recency: Recent interactions

Using Lead Scores​

  • Prioritize follow-ups
  • Route to appropriate agents
  • Trigger automations
  • Segment campaigns
  • Forecast conversions

Lead Assignment​

Assignment Rules​

Automatically distribute leads based on:

  • Geographic territory
  • Product expertise
  • Workload balance
  • Performance metrics
  • Round-robin
  • Lead score thresholds

Manual Assignment​

  • Reassign leads
  • Team collaboration
  • Temporary coverage
  • Escalation paths
  • Assignment history

Lead Nurturing​

Automated Workflows​

Create sequences for:

  • Welcome series
  • Educational content
  • Product information
  • Event invitations
  • Re-engagement campaigns

Personalization​

  • Dynamic content
  • Behavioral triggers
  • Stage-specific messaging
  • Interest-based content
  • Timing optimization

Multi-channel Nurturing​

  • Email campaigns
  • SMS follow-ups
  • WhatsApp messages
  • Phone call scheduling
  • Direct mail integration

Lead Conversion​

Conversion Process​

  1. Qualification: Verify lead quality
  2. Needs Analysis: Understand requirements
  3. Solution Presentation: Present offerings
  4. Objection Handling: Address concerns
  5. Close: Finalize agreement
  6. Handoff: Transition to customer success

Conversion Tracking​

  • Conversion rates by:
    • Source
    • Type
    • Agent
    • Campaign
    • Time period
  • Revenue attribution
  • Cycle time analysis

Analytics and Reporting​

Lead Reports​

  • Volume Reports: Lead flow over time
  • Source Analysis: Performance by origin
  • Conversion Funnel: Stage-by-stage analysis
  • Agent Performance: Individual/team metrics
  • ROI Reports: Revenue vs. cost analysis

Key Metrics​

  • Lead velocity
  • Conversion rates
  • Average deal size
  • Sales cycle length
  • Cost per acquisition
  • Lifetime value

Dashboards​

  • Real-time metrics
  • Customizable widgets
  • Drill-down capabilities
  • Scheduled reports
  • Mobile access

Best Practices​

Lead Capture​

  • Optimize forms for conversion
  • Use progressive profiling
  • Implement lead magnets
  • A/B test landing pages
  • Track form analytics

Response Time​

  • Set SLA goals
  • Automate initial response
  • Route by urgency
  • Monitor response times
  • Alert on delays

Data Quality​

  • Required field validation
  • Duplicate prevention
  • Regular data cleaning
  • Enrichment services
  • Standardized formats

Team Collaboration​

  • Shared lead notes
  • Activity history
  • Task assignments
  • Internal messaging
  • Handoff protocols

Integration Features​

CRM Integration​

  • Bi-directional sync
  • Field mapping
  • Conflict resolution
  • Real-time updates
  • Historical data

Marketing Tools​

  • Campaign attribution
  • Lead scoring sync
  • Behavioral tracking
  • Form integration
  • Analytics sharing

Communication Platforms​

  • Email integration
  • Call system connection
  • SMS capabilities
  • Chat integration
  • Social media monitoring

Mobile Lead Management​

Mobile App Features​

  • Lead capture on-the-go
  • Quick actions
  • Offline capability
  • Push notifications
  • Voice notes

Field Sales Support​

  • Route planning
  • Check-in features
  • Document scanning
  • Signature capture
  • Real-time updates