REW CRM’s Engagement Wheel: The Fastest Way to Track Lead Activity and Agent Tasks

Posted by Mheanne Celis

Updated on July 3rd, 2025

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Published in Resources

Are you getting more leads and inquiries? Great! This means more opportunities for engagement and closing deals. We created REW CRM’s Engagement Wheel to give you an instant visual of the things agents and leads need to accomplish. With this tool, you’re guided to the actions you need to take to build a connection and convert your lead!

The Engagement Wheel on the Lead Details page on REW CRM.

Engagement Wheel Overview

REW CRM is created to make your workflow efficient so you can allocate your resources properly and have more time for closing deals. One tool that really helps with this is the Engagement Wheel, which you’ll find on every lead’s detail page. As its name suggests, it's an image of a wheel that gives you a quick look on the tasks that you've finished and what still needs your attention. One half shows your lead activities, while the other half represents what you or your agent still need to follow up on. Completed items show up in color, while pending tasks are greyed out, making it easy to spot what you need to do next. It’s a simple but effective way to stay on top of your leads and your work.

On the Agent side of the wheel, you’ll find these to-dos in color once completed:

The Agent side of the Engagement Wheel.

• Logged a call: As an agent, this task is the first thing you need to accomplish (you can log a call manually through the Engagement Wheel if you’re not using REW Dialer). It’s important to strike while the iron is hot, so immediately call the lead when they’re actively searching or browsing for their dream property. Many opportunities are missed when agents fail to establish a connection early.

• Recommended a listing: Establish your credibility and reliability by showing leads that you understand what properties they’re searching for. Check their saved searches or the listings they’ve viewed multiple times, and recommend a listing that fits their preference. Just click the “Send a Listing” button below the Engagement Wheel, and a pop-up window will appear where you can conveniently email the lead your recommended listing. 

• Sent an email: Constant communication is key to establish a relationship with your lead. Send them a personalized email including helpful information, and if you can, request a call or book an appointment with them. Be genuine and let your personality shine through. When you click the “Sent Email” part of the wheel, you’ll see the “Send an Email” button at the bottom which will open a window where you can send an email. 

• Assigned to an action plan: An action plan is a scheduled tasks list in the CRM that will guide you through a more detailed follow-up plan. Leads who submit forms can be automatically assigned to action plans, but you can also manually assign them through the Engagement Wheel (click the “Assign to an Action Plan” button) or the Action Plans section on the lead details page. We recommend following the Speed to Lead action plan to effectively convert your leads to actual clients. Check out our Actions Plans blog post for the set up guide and the Speed to Lead steps.

Aim to finish all the Agent tasks in the wheel to increase your chances of closing a deal. Consistently check your progress and leverage other REW CRM tools such as the Dialer, Email Form Letters, Templates, and Campaigns to streamline your outreach efforts. 

On the opposite side of the wheel, you'll see your lead's actions, which will give you insights into which leads are active and their level of engagement. This part is updated automatically based on the lead's activity, no input required on your end. 

The Lead side of the Engagement Wheel.

• Inquired: This part of the Engagement Wheel will be colored once the lead sends an inquiry through your website. Make sure to check and respond immediately once you’ve seen this completed in the wheel. You can also set an automation rule using REW CRM’s Automations feature to receive an email or text when a lead sends a property inquiry. 

• Saved a listing: You can also use the Automations feature to receive a notification when a lead saved a property or listing. The Engagement Wheel will display that this action has been taken by the lead, giving you a quick view when you’re on the lead’s details page.

• Saved Search: Leads can save their preferred search setting through the Saved Search feature on the Renaissance website. If a lead is interested in a 2-bedroom home in Vancouver, BC with a maximum price of $1,000,000, they can save this search setting and get emails of listings with these features. On the website dashboard or profile, leads can also go to the Saved Search section to quickly generate a list of properties that fit these criteria. 

• Subscribed: During website registration, leads can opt to subscribe to regular saved search emails. This is something agents should encourage leads to do so they can stay top of mind, even when leads are not actively searching. Agents can also set this up manually anytime by going to the lead’s detail page on REW CRM.

By looking at the Leads section of the Engagement Wheel, you can instantly see the key activities that you want your leads to do to keep them engaged.

Also, heads up! We're releasing a new version of the Engagement Wheel in one of our upcoming product updates. Make sure to stay tuned so you won't miss this exciting release. 

The current and upcoming version of the Engagement Wheel.

Benefits of Using the Engagement Wheel

The Engagement Wheel should be your go-to tool to avoid feeling overwhelmed with your follow-up efforts and be able to quickly assess the next step you need to take on each lead. Here are all the ways it can help you and your team:

• Provides Quick Summary: Agents get busy and business is constantly moving. If you want a quick but effective way to tell you where you stand, just give the Engagement Wheel a glance and you'll know what to do next. 

• Promotes Accountability: The Engagement Wheel allows you to see who’s engaging with leads and where someone might need support. It helps keep things transparent and makes it easier for everyone to stay accountable.

• Improves Response Times: The wheel makes it easy to respond faster and more consistently because it serves as a reminder of your lead's action. Take advantage of the quick action buttons in the Engagement Wheel, or assign leads to an action plan so you won't forget to respond to inquiries.

• Helps with Personalization: All leads are not the same and may require different approaches. The wheel helps you pinpoint which ones are proactive in their search, and which leads need more guidance and effort. By having an overview of lead activities, you can tailor your approach and allocate your resources appropriately.

• Builds Stronger Relationships: Engagement is about speed and quality. When your follow-ups are timely and personalized, you’re more likely to build trust with your potential clients.

• Encourages CRM Exploration and Familiarity: With the help of the Engagement Wheel's quick action buttons, you and your agents can utilize CRM features you might not be familiar with. It also allows you to explore different tools, build confidence, and increase your REW CRM knowledge.

Utilizing the Engagement Wheel and logging a call on the Lead Details page.

Summer Promotion

Our Summer Promotion has officially kicked off! If you’re thinking about working with Real Estate Webmasters, now’s the time to reach out. This summer, we’re offering new and unmatched pricing packages for solo agents and teams of different sizes. We’re also giving away $1,000 on professional services, 3 months of free CRM module for every contracted year you sign, and 25% off on SEO, design, and custom programming! Aside from these incredible deals, we’re also giving you DOUBLE USERS for your selected pricing package. Don’t miss out, contact us today. For current customers, we encourage you to reach out to your Account Manager to learn how you can enjoy this time-limited promotion.

Enjoy our 2025 Summer Promotion and new pricing package.

Always Stay Updated

We’re continuously creating awesome tools and deals in Real Estate Webmasters, and we want you to always stay in the loop about these developments. How? By joining our community in the REW Forum and visiting our educational platforms: REW Academy and the Resources page. Bookmark these pages now and get access to the latest tutorials, guides, and insights from our team!

Visit the new Resources page and updated REW Academy.