(Updated March 2011)
These links will carry you down the page to the relevant sections, named according to the names of the tabs in the lead manager.
(1) View of main tabs in the Lead Manager UI
This is where you, the “Super Administrator”, may manage the list of agents and their info and permissions. You can also use this area to contact the agents, to assign action plans to them, and to setup their signatures and auto responders. (Note that the agents can edit most of this info themselves, as well.)
(2) View of "Manage Agents" section
If you are just starting out, you will not have any agents in the system yet. You need to add them by selecting "Add Agent".
After you click on "Add Agent", you'll see the following fields to fill out:
By selecting "Manage Agents", you can "Edit" an agent's details (listed above), and you can also view their stats, described below:
This page allows you to edit all of the same fields shown during the "Add Agent" phase (see Creating an Agent above).
Here, you can see a list of the leads assigned to the agent (when you are logged in as an agent), or a list of leads not yet assigned (when you are logged in as an administrator).
You will also see some statistics about the lead — these are described below:
This is where an administrator may create a series of tasks for an agent to complete for each lead that is assigned to them. For instance, the agent may be required to phone or email the lead right away, or to setup a saved search for them, etc. Such tasks can be preset to be "due" within a specific number of days, weeks or months after a lead has been assigned.
This is the main menu page for the Action Plan manager and may also be viewed by selecting "Manage Action Plans" underneath the "Action Plans" tab. This page allows you to view, edit, and/or delete the action plans that you will be assigning later.
To view which agent(s) are assigned to each action plan, click the "View" button (Note: clicking on the name of the action plan itself will also take you to the action plan view). To edit or delete action plans, click the "Edit" button to edit and to delete, click the "X" button.
This is the right page for when you want to create a new series of tasks. To access this page, either click on the "Create New Action Plan" link within the yellow box of the Action Plan manager, or mouse-over the "Action Plans" tab and select "Add Action Plan".
Once this page has loaded, you will be presented with a "Title" field to enter in the name of your "Action Plan" and a window for inputting the action plan "task". Enter a task that the agent should complete for each lead, and then set up the delay for when the task needs to be completed. The delay is based on how many days, weeks or months may pass after the lead is assigned, before the task will be considered overdue.
To add additional "tasks" to the action plan, click the "Add New Task" button at the bottom of the page. When you are finished adding tasks to your "Action Plan", click the "Create Action Plan" button at the bottom of the page. To remove tasks from an "Action Plan", click the trash icon "" within the "Task Details" window. When you're finished, click the "Save Action Plan" or "Create Action Plan" button to save the changes to the "Action Plan".
To assign an agent to an action plan, do the following:
This is where an administrator or an agent can search for leads that are in the system, manage them, email them, etc. When a lead registers through the front end, they will be displayed here.
It's important to note that an agent may only search for and display leads that they are assigned to (only if you are logged in as admin and have the view mode set to "System Mode", can you see all leads).
When the mouse is hovering over the "Leads" tab (these options are also available along the right side of the page) the following actions may be performed:
() A view of the "Leads" section
When the "Leads" tab is first clicked, you will be taken to a page that displays all of the new leads (today's leads). You can view all of the leads assigned that day, or if you like, you may also conduct a search for a specific lead or group of leads (as noted above, your ability to see the leads will depend on whether you're logged in as an agent or as an admin).
Outlined underneath the "Leads" tab and along the right side of the "Leads" page are a basic set of options to search for leads by date such as "Today's Leads", "This Week's Leads" and "This Month's Leads", as well as a custom date range feature located along the right side of the page. The calendar on the upper right hand portion of the page also provides the ability to conduct a search by day, week or month.
To do a "Custom Range" search, click on the field below the "Custom Range..." on the right side of the page. If you click on the blank area to the left of the "to" in the field you will be prompted to enter in the beginning date of the search and if you click on the right side of the "to" in the field you will be prompted to enter in the ending date. Once you have completed the "Custom Range" press the "Go" button.
The "Search Leads" page allows you to conduct a more refined search, such as searching by first or last name, email address, or even by phone number. This page also allows for more broad based searches such as a lead's status, a lead's group association, or date range. Once you've filled in the desired search parameters to search for a lead, click on the "Search Leads" button on the bottom of the page. If you press the "Search Leads" button without any search parameters defined, all leads assigned to the agent will be displayed (Note: If you are logged in as admin, by clicking on system mode you may view all leads regardless of who they are assigned to.)
Whenever lead search results are displayed (this occurs when one clicks on the "Lead Management" tab, the "Leads" tab or when a search is explicitly conducted), you will be able to perform certain group-based actions to help speed up your ability to manage leads. Such actions include: emailing leads, deleting leads (admin only) and assigning leads to groups.
To conduct a group action:
This action provides the ability to send out email to a group of leads at once. This tool can be quite handy for when you want to send out information such as newsletters on a specific day, or market updates, an office phone number change, etc. To send out a mass email, you will need to do the following:
This feature allows an agent to add a lead to the system without going through the front end of the website and filling out the registration form (which would send out a registration email upon completion). To add a lead to your system, do the following:
To view and perform actions for any specific lead, you will first need to select the lead from the main menu of the lead manager. You may also select a lead from the results of a lead search. To do this, simply click on the lead that you would like to manage.
This is the default page that is displayed when a lead has been selected for viewing. This page displays all of the necessary details, including the lead's stats such as join date and comments.
This page allows you to edit a lead's details as well as their status, subscription status, and their group association. You may also post any comments about the lead, here. Once you have finished editing the lead to your satisfaction, scroll down to the bottom of the page and click on "Edit Lead". (For details about each of the fields on the "Edit lead" page, see "Add a Lead" above.)
This page displays all of the notes that have been created for the lead since the registration date. Notes may be added manually through the "Add a New Note" function, and they are also automatically generated when email messages are sent through the website backend or auto responder.
The "General", "Phone", and "Email" selection options here are merely for your reference, should you wish to use them.
This page, which is only available if your site has the "Control Panel" product (included with all LEC's and available for any site with a custom IDX), provides the ability to send short plain-type messages to a lead via email. If you would like to send a stylized (HTML coded) email, please refer to the "Lead Email" tab of this tutorial.
To send a simple message to the lead:
Once you've sent at least one message to the lead, the message history will appear, here, and you can review them, delete them from the lead's profile, etc.
Note that the agent's signature will not appear in the email, as it is intended to be a "sent from the sytem" kind of message.
This page displays all of the actions performed by the lead, as well as all actions performed on the lead, such as editing the lead and the date and time of when the action occurred.
This page displays a list of the lead's recently viewed listings (with a link to the listing itself) as well as a list of saved favorite listings.
This page displays the lead's saved searches, as well as providing a means for you to create saved searches for the lead.
To create a saved searched for a lead:
Each created saved search can be edited or deleted by clicking on the "Edit" or "Delete" buttons. The "Edit" search functionality is much the same as creating a saved search, but you will press the "Update Search" button instead, once you have finished editing the saved search.
This page displays a list of pages (listed by date) that the lead viewed while visiting your website, including the url of the referring page (the one that linked the user to your website (including search engine links).
This page provides a means to send an email to a specific lead through the backend of your website.
To send a lead an email, do the following:
This page allows you to create and manage reminders that are specific to a lead. When a reminder is created, it is posted on this page, and when the time is reached for the agent to be reminded of the action to be performed for the lead, an overdue reminders message will be displayed (for the agent) on the main "Lead Management" or "Leads" page.
To add a reminder:
If you would like to remove or delete a reminder, simply click the reminder's trash icon and then click the "Save Reminders" button to finalize the removal of the reminder.
A "group" is a category for putting leads into. It allows for faster and easier organizing and maintaining of leads.
You can even put leads into multiple groups. So in that sense, "groups" are not the same as folders.
Before we get into the "how-to", let's imagine some examples of situations where the "group" option is useful. Let's say you created separate groups for each of the following types of leads:
Remember, leads may be placed into multiple groups, which means you can have a lead who is in the "Condo buyers" group as well as the "Canadian buyers" group.
With the leads organized into groups, you can create blast emails or drip campaigns relevant to those groups. For example, let's say your state or county recently passed a motion to encourage investment in vacation homes by foreigners. You could mention this in a blast email to your "Canadian buyers" group. Or, you could create a "buyers - $300-400k" group. Then when you get a new $350,000 listing from a seller, you could send an email to that group, to promote the listing to them.
To learn how to send an email to an entire group, please refer to the leads section of the tutorial.
(1) View of the Groups tab under Lead Management
NOTE: If you are just starting out, you will not have any groups in the system yet. You need to add them by selecting Add Group.
To add/create a Group, put your mouse over the Groups tab and click Add Group. You'll see the following fields to fill out:
To manage a Group, hover your mouse over the Groups tab and click Manage Groups. Or just click the Groups Tab and the Manage Groups form will display.
The Manage Groups section lets you: 1) view the Leads in each Group by clicking on the number of leads in the Group (this will bring you to the leads section of the Lead Management tab), 2) view which agent created the Group, and 3) edit/delete that Group.
To edit a Group, you can click on the Group's name or click the blue Edit button beside the Group name. After you click the Group name or Edit button, youll see the following fields to fill out:
This is where an agent may add, edit or delete email templates and documents to be used later for email messages to leads. The templates let you create a header and footer for your emails (great for making a company branded email), while the documents act as pre-written emails to be sent on multiple occasions. There is also a categories functionality to help you organize your email documents.
The document manager is where you may view, edit or delete categories, documents or templates. To get to the document manager, click the "Documents" tab under the "Lead Management" tab.
To add a category for your email documents, click the "Add Category" link found on the right side of the page. Once the category creation page has loaded, enter the name of the category you'd like to create. A description field is also provided to help you to remember which kinds of email documents are contained within the category. Once you've finished entering the category information, click the "Add Category" button.
To create an email document that can be sent to multiple leads or agents, click the "Add Document" link found on the right side of the page. Once you're in the document editor, you can enter a name, select a "Category" for the document to belong to (this is for organizational purposes only) and then type or paste the contents of your email document. There is a link under the "Category" drop-down box to allow you to alternate between a plain text format and the html format for your email document. Once you've finished creating your document, scroll down to the bottom of the page and click the "Add Document" button.
To create a template to be used in conjuction with your emails, click the "Add Template" link found on the right side of the page. Once you're in the template editor, enter the name of the template, and the header and footer that will essentially wrap around the body of the email. It is important that the body callout ("#body#") remains in the template, as that is the code to include the body of the message in the template. Once you've finished creating the template, scroll down to the bottom of the page and click the "Add Template" button.
Still not sure about what an email template is for? Think of it like a signature that gets sent out automatically with all of your emails. However, instead of being merely a signature beneath your email body, the email template allows you to create elements (text/images) to go above and below your email body. You've surely seen examples of this, like when you receive an email from a business and the email looks almost like the business's website, with navigation buttons and a masthead. Yours doesn't need to be so elaborate, but the option is there!
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