Real Estate Lead Management

The Lead Pipeline System

From one of our current clients:

"This program allows us to effectively track and manage literally thousands of buyer and seller leads from various sources. This of course has led to more closed transactions in each of the subsequent years."   See more of this testimonial

The Lead Pipeline - Agent ManagementLead Management system developed for the professional Real Estate manager to manage distribution and management of leads.

The Lead pipeline is currently actively managing systems for several client ranging is size of a few agents to about 100 agents.  The concept is the same regardless of size, proper attention to each lead through automated processes that get the lead in front of the agent immediately and then monitor the progress of the agent and flag that lead if the follow up is not managed appropriately.  The Lead Pipeline is flexible and lets you as the administrator of the system determine what the response flags should be so you get notified of variances when you want to be notified.  Notification can be customized so that we can use emails, daily reports, or menu reports.

The essential aspects of the lead system are listed below with a short description of each function.  Click the hyperlinked title of each section to go to another page that will contain more information about that process.

Administrative Management

The administrator of the system will have a log in process to get to the control menu for their pipeline.   We check on each page that the user has the admin rights or the user is processed back to the login page.  The administrator has the ability to view all leads in the system and control over the management of those leads.  Additional levels for management can be added that give specific users certain administrative rights based on the tasks that they need to perform.

Agent Management

Agents each have their own unique log in for the system and their section will display only their specific leads and information.  Agents also have limited menu choices compared to the administrative menu.  The administrator determines what rights the agent will have available to them when we set up the system.

Lead Input Management

Leads may come from many different sources and we can input based on the type of source.  If the lead is coming in via email, we can split a copy of the email and we create automatic parsing software that will create a set of rules for evaluating the email and adding the lead to the database.  If the source is coming from xml data or other qualified data source we can often create a receiving point to pull the data and apply to the system.  During the lead addition process we set up the source information, status and other information automatically so the lead is ready for distribution the second it is added to the data file.

Automatic Lead Assignment System

Immediately following the input of the lead it is evaluated for distribution to an agent.  We can set up complex rules based on certain data, for example certain zip codes may go to one group and others go to a different group or we can simply move through the list on a simple rotation.  The process of assigning the lead will notify the agent via email (which every agent carries in their pocket today) and allows them to do a simple "Reply" to the email to accept.  They can also log into their agent interface and view the lead and accept through there if that is available.  The critical part is that they have a limited time to accept the lead.  To be sure that all leads are followed up on as quickly as possible,  each agent has only a certain number of minutes to respond to that lead or it is passed to the next agent in line.  This give agents motivation to respond as the leads come in and give the lead the proper attention that it deserves.  Once the lead is assigned, the agent will receive another email with full details of the lead so they can contact the lead immediately.

Administrative Lead List

The lead lists, either admin or agent, contain appropriate fields determined by the administrator when we set up the system.   The lists can be set up with colored field indicators to quickly identify certain leads based on data variables.

Administrative Lead Dashboard

The lead detail page is where the heart of the data for the lead is contained and management of the lead.  The available fields are customized at the time of system set up and are all displayed and editable on this page.

The lead detail page can be set up as a dashboard and display other individual sections that contain lists of data about the specific lead.  The optional sections available are lead notes, projects tasks, and online documents.

      Lead Notes

The lead notes are available from the agents interface and the administrative interface.  This section is primarily used for the agent to document each contact with the lead and as a reminder for details necessary for the next scheduled contact.

      Project Tasks

Each particular type of lead will involve certain tasks that must be done.  If they are a seller or a buyer or however you break down your individual lead types, our system will allow you to establish a task list automatically when the type is chosen or assigned in the automated process.   The tasks can then be updated to complete with a date to track progress on your task list and be sorted to easily see what work is necessary to be completed.

      Online Documents

The flow of documents can be a major problem keeping all the correct current versions of a document in a central place where everyone that need access can get to the document.  Our unique design allows you to upload all your documents associated with the lead - then download at any time - make the appropriate changes and then upload the updated file.  The system will track each version of the file and allow you to go back and download a previous version so if someone makes a change you don't want - you can go back to a previous version easily.

Agents Lead List

The agents lead lists contain appropriate fields determined by the administrator when we set up the system.   The lists can be set up with colored field indicators to quickly identify certain leads based on data variables.

Agent Dashboard

The lead detail page is where the heart of the data for the lead is contained and management of the lead.  The available fields are customized at the time of system set up and are all displayed and editable on this page.

The lead detail page can be set up as a dashboard and display other individual sections that contain lists of data about the specific lead.  The optional sections available are lead notes, projects tasks, and online documents just like in the admin section above or can be altered to give access to limited set of data depending on the desire of the administrator.

Document Management

The system allows you to create a "Library" of documents that are associated with your business and that are needed and used on a regular basis.  Typically the administrative user will be able to upload and alter the documents and then all users can access and download the documents for use in the management of the lead and completion of the sale.

Reports and Monitoring

Proper reporting of the system data if critical to making the pipeline a useful tool for staying on top of your leads system.  Our custom lead management reports are all created specifically based on your specific needs and how you want to track and flag your leads.  There are typically three basic type of reports that we utilize, flag reports, source reports and log reports.

      Flag Reports

Flag reports are the heart of being on top of problems!  The establishment of the limits for time factors in the contact of leads, completing of tasks and updating the system are all custom designed to match how you want to run your business.  The system can be set up in a variety of ways for notification or just allow you to run the reports manually, depending on your preference.  If you wish, a daily email can be generated that search the data for all flag events for that day and / or we can create a menu of each report for flag events and allow you to run at any time manually.  The data in a system like this is very dynamic and always changing as agents update their systems so it is important to be able to have real time reporting of information at your fingertips!

      Source Reports

Source reports are methods of reporting back to your source supplier your progress on the leads that they have provided for you if your are on a contract basis with shared percentage of the lead.  This give your source a quick easy way of getting all the information they need and everything is automatic and you don't have to manually create a report for them saving you considerable time and money.

      Log Reports

Each process in the system is tracked with our log system and allows you to go back and reconstruct the actions of the automated system on each lead.  This is very useful when an agent questions why they were passed for a lead, or did not get a lead due to slow response on a lead.

Automatic Lead Re-Assignment System

As with all businesses, agents sometimes determine they will no longer be working with your company and now you are faced with sometimes hundreds of leads in their system and need to be moved out to other agents.  We have developed a system that is similar to the lead distribution system but can be run independently and utilize only those agents interested in getting leads from other agents.  The leads are offered to agents on rotating basis with limits on the number that we process at a time. 



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The Lead Pipeline - Contact
E-mail: information@theleadpipeline.com

Phone: 563-349-2371