lead management

lead

management

lead management

2 © Copyright 2013 CoreLogic. All Rights Reserved http://www.corelogic.com/

Lead Management

In AgentAchieve lead management is handled by lead distribution policies and

lead distribution accounts (primarily the Lead Manager role).

Lead distribution policies are set up by an administrator to automatically assign leads

from more than 20 lead capture points to agents or to the Lead Manager, the

Relocation Lead Manager, or the Careers Lead Manager roles. The policies can be

configured to apply company-wide, or can be set up separately for different regions.

The lead distribution roles can also be responsible for leads company-wide, or can be

assigned to multiple accounts at the region level.

Agents must have enabled Listing Notifications and Lead Availability in order to

receive leads.

Lead Distribution Policies

Lead distribution policies automatically assign and distribute leads gathered from the

lead capture points defined in AgentAchieve. They can be configured to apply

company-wide or on a region-by-region basis.

The policies for each lead capture point are set up by an administrator. Each lead

capture point can have both a primary and a secondary lead distribution policy. The

secondary policy would apply if a lead cannot be assigned through the primary policy

– for example, if the primary policy sends a timed lead offer to agents but no one

responds to the offer, the secondary policy would trigger. (Secondary policies are

recommended but not required.)

Lead distribution policies are administered in the Admin > Company > Lead

Distribution Policies screens. The policies currently in effect are shown in the main

screen, and the policies for a specific lead capture point can be set up or modified by

clicking its Modify icon at the right of the screen.

http://www.corelogic.com/

lead management


The main Lead Distribution Policies screen shows the policy or policies currently

set up for each Lead Capture Point. To set up or change a Lead Distribution Policy click the Modify icon at the right of the screen.

An individual Lead Distribution Policy’s configuration screen lets you select a

primary and a secondary policy for a specific lead capture point. If a policy

requires additional information, such as the email address shown in this screen-

shot, selecting the policy will automatically display the entry point(s) for the needed information.


lead management


If a lead is not successfully distributed by the primary policy, the secondary policy

will be applied. (Different lead capture points may have different lead distribution

policies available.)

Lead Distribution Methods

Individual lead distribution policies use well-known methods to distribute leads to

agents.

Send All Leads to Selected Person

Send to an Agent (Round Robin)

Send Timed Lead to Agent(s)

o First To Accept

o Round Robin

o Listing Agent First (Optional)

Send All Leads to Selected Person

Each new lead is sent to a specified individual. Based on this person’s

responsibilities, they are able to either distribute leads to others in your company, or

to service the lead themselves. They can also be sent to a Lead Manager account

(which has specific permissions for lead management), or in the case of some lead

capture points to an affiliate such as a preferred mortgage vendor

Send to an Agent (Round Robin)

Each new lead is randomly distributed to an agent who has not yet received a lead

and whose office serves the area in which the lead is interested in buying or selling.

Each agent in the office receives a lead before the first agent receives a second lead.

Send Timed Lead to Agent(s)

Leads are offered with a time limit. If the time limit expires before a given lead has

been accepted by an agent, the lead will either be handled by a secondary

distribution policy, or will go to the Lead Manager for distribution.

You can set the time limit for the lead offer and the maximum number of leads that a

single agent can accept within a specific time-frame when you configure a Send

Timed Lead distribution policy.

First To Accept:

Leads are offered to agents whose office serves the area in which the lead is

interested in buying or selling. The first agent to accept the offer receives the

lead.

Round Robin:

Each new lead is randomly offered to an agent who has not yet received a

lead offer and whose office serves the area in which the lead is interested in


lead management


buying or selling. If an agent does not accept the lead within the time limit,

the offer is withdrawn and the lead is offered to another agent.

Listing Agent First (Optional)

As an option, AgentAchieve is able to route leads from company listings to the

listing agent first as a timed offer. If you would like to have this option

enabled for your company, please contact your sales representative.


lead management


Lead Distribution Accounts

Three accounts can be defined to handle lead distribution synergistically with the

lead distribution policies: the Lead Manager, the Relocation Lead Manager, and

the Careers Lead Manager. Each of these roles may be responsible for leads

company-wide, or may be assigned to multiple accounts at the region level.

Lead Manager

The Lead Manager administers and distributes consumer leads which have been

assigned to the Lead Manager either by a specific Lead Distribution Policy, or have

not been successfully assigned to an agent by other Lead Distribution Policies. (For

example, a lead which was offered but not accepted would be assigned to the Lead

Manager for distribution.)

The Lead Manager can distribute leads directly to agents. Leads which have been

distributed can be reviewed in the Admin > Leads screen, which offers a dashboard

view:

Client name

Date and time the lead was created

Source of lead

Current lead owner

Lead distribution policy under which lead was assigned

Offer status (if applicable)

Whether lead has been viewed

Most recent activity by the assigned agent or the client

The client name, current assignment, offer status, and most recent activity are also

linked to allow the Lead Manager to easily view more detailed information.

The icons at the right of the dashboard allow the Lead Manager to quickly request a

status update from the lead owner, edit the lead’s contact record, and distribute or

delete the lead.


lead management


The dashboard can be filtered by region, office, lead status (e.g., distributed,

undistributed, etc.) or lead capture point, and/or age. Leads can also quickly be

searched by name from this screen, (The advanced lead search functionality is linked

as well.)

The Lead Manager can also add leads manually, view all past and pending lead

update status requests, and export leads. (Lead exports can be filtered by region or

office as well.)

Relocation Lead Manager / Careers Lead Manager

By default, the Relocation Lead Manager receives leads from the Relocation Contact

Form on company or office websites. Similarly, the Careers Lead Manager receives

leads from the Careers Contact Form on company or office websites. (Leads from

both of these lead capture points can optionally be directed to another account by a

lead distribution policy.)

Requirements for Lead Manager accounts

The Lead Manager and the Relocation Lead manager must have Listing Notifications

configured. There are no special requirements for the Careers Lead Manager.


lead management


The Admin > Leads dashboard

For each lead, the screen shows

Client name

The client’s name is linked to a detail page which shows the lead’s key

information and history, and links to the lead’s full contact record.

Lead creation date and time

Lead capture point

Currently assigned agent

The agent who is the current lead owner and the distribution policy are

displayed. The agent’s name is linked to a detailed report of timed leads and

other leads the agent has received, giving an at-a-glance overview of lead

flow to the agent.

The Admin > Leads screen is designed as a dashboard display which allows the

Lead Manager (or other users with Admin permissions) to easily review leads that

have been offered or distributed.


lead management


Offer Status

The offer status (Pending Acceptance, Accepted, Not Offered, or Expired or

Declined) is displayed for leads that have been offered by a Send Timed

Leads policy. The offer status is linked so that its details can be viewed in a

pop-up window.

New activity can also be initiated from the details window; for example, the

lead can be resent or withdrawn.

Last Activity

The time of the most recent activity by the Agent or the Client is shown, and

hovering over the information lets you see the details of the activity (for

example, that a new message was sent by the agent and logged in the

Communication Log).

Lead Managers can now easily review leads that have been distributed or offered.

In addition, the client name, currently assigned agent, offer status, and most recent

activity are live-linked to allow the Lead Manager to view more detailed information.

Client Name

The client’s name is linked to a detailed information page showing key

information and history for the lead and linking to the lead’s contact detail

page.

Assigned To

The agent who is the current lead owner and the distribution policy are

displayed. The agent’s name is linked to a detailed lead report of timed leads

and other leads the agent has received.


lead management


Offer Status

The offer status (Pending Acceptance, Accepted, Not Offered, or Expired or

Declined) is displayed for leads offered by a Send Timed Leads policy. Clicking

the status displays its details in a pop-up window. For example, the details of

a lead which is pending acceptance include the lead’s name and current

owner, the lead capture point and lead distribution policy, and a list of the

agents who have been offered the lead. New activity can also be initiated

from the details window; for example, the lead can be resent or withdrawn.

Last Activity

The time of the most recent activity by the Agent or the Client is shown, and

by hovering over the information you can see the details of the activity (for

example, that a new message was sent by the agent and logged in the

Communication Log).

The Lead Manager can also quickly request a status update from the lead owner, edit

the lead’s contact record, and distribute or delete the lead, via the icons at the right

of the screen.

Filtering and Sorting

The Admin > Leads dashboard can be filtered by region, office, lead status (e.g.,

distributed, undistributed, etc.) or lead capture point, and/or age. Its display can be

sorted by column to quickly display needed information, and leads can also be easily

searched, added, or exported.


lead management


Summary Lead Report

The Admin > Leads dashboard links to a Summary Lead Report, which offers a quick

review of lead distribution by date, agent, office, and region, filtered by date. For

each agent the report shows timed leads (broken out by the number received, won,

lost, declined, and unclaimed), as well as leads from other sources. (The report can

be exported to Excel for further analysis.)


lead management


Data Feeds

AgentAchieve’s Admin > Company > Data Feeds screens let you set up data feeds

to automatically send your listings, offices, and agents to selected marketing and

integration partners.

To set up a new data feed, click the Add a new Data Feed link:

After entering the title of the new data feed and selecting the data feed partner, you

can filter the listings that will be sent by using a Website > Instant Search and/or by

limiting the data feed to listings owned by a specific region.

Data feeds can be transmitted by FTP or email, whichever the marketing partner

requires, and can be scheduled for specific times daily or specific times and days

weekly or monthly. They can even be set up to run periodically at an hourly

frequency you select.


lead management


Data feeds for more than 25 marketing partners can be selected in AgentAchieve.

For a data feed that is not already configured in AgentAchieve, please contact your

sales representative so that our team can work with you to create a custom feed.

Lead Parser

For customers who syndicate listings (for example, via Realtor.com, Trulia, or

Zillow), AgentAchieve’s Lead Parser automates the process of creating AgentAchieve

leads from the syndicators’ notification email messages, and enables you to set

distribution policies for the leads.

The Lead Parser is accessible from the Admin > Leads screen. It can be set up to

handle email leads company-wide or on a region-by-region basis.

To set up the Lead Parser, navigate to the Admin > Leads screen and select Lead

Parser from the menu at the left of the screen.

At least one POP3 email account must be set up to be scanned for leads:


lead management


Once you have set up an email account, you can add lead sources and set up their

lead distribution policies.

Adding a lead source is as easy as selecting it from the drop-down menu. Once it has

been added, you can set up its distribution policy by clicking the Modify icon.


lead management


The Agent’s Contacts > View Leads screen

The Contacts > View Leads screen displayed to an agent is similar to the Admin >

Leads dashboard. It allows the agent to manage his or her own leads, or shared

leads if sharing has been configured, using filters for the lead capture point and for

leads newer than a given date to manage the display. (Leads can also be searched

by name directly from the View Leads screen.)

The Agent’s Contacts > Lead Parser

Agents can also use the Lead Parser, simply by setting up an email account.

Leads sent to the agent are added to the agent’s Contacts database as new leads.

(If no email account has already been configured for the agent, one can be set up

from the Contacts > Lead Parser screens.)


lead management



lead management

Documents