Overview
Managing leads effectively is crucial for growing your real estate business. The Real Geeks lead assignment system is designed to fit your team’s unique needs, helping you route the right leads to the right agents quickly and efficiently. Whether you’re managing a small team or a large office, these tools ensure every lead gets the attention it deserves.
Please Note
Agents can only see the leads assigned to them in the CRM. Administrators and team leaders can be granted permission to view leads across the entire team, giving them a full overview of all activity.
How to Access Your Lead Assignment Settings
You can configure your team’s lead assignment preferences by visiting the Lead Assignment Settings page.
From this page, you can customize how leads are distributed to your agents based on your team’s needs.
Methods of Lead Assignment
Every real estate team has unique needs when it comes to distributing leads. The Real Geeks lead assignment system offers several customizable methods to ensure leads are routed effectively to the right agents.
Manual Lead Assignment
With manual assignment, team leaders have full control over who receives each lead. This method allows you to personally assign leads to specific agents, and reassign them if necessary.
Round Robin
Round Robin distributes leads evenly among agents, ensuring fair allocation of opportunities. It’s simple, efficient, and keeps the workload balanced across your team.
For teams needing more flexibility, Custom Round Robin extends this method by allowing you to create specific rules for assigning leads. With Custom Round Robin, you can route leads based on criteria such as lead source or type of inquiry, tailoring the system to match your team’s workflow.
Examples
- Standard Round Robin: Leads are assigned in a rotation between our agents Sarah, John, and Lisa, ensuring fair and sequential distribution.
- Custom Round Robin: Social media leads go to Sarah, referrals are routed to John, and paid ad leads are assigned to Lisa.
How to Create a Custom Round Robin
- Visit the CRM Customize page.
- Select Round Robin in the customization menu.
- Click New to create a new Round Robin.
- Enter a name for your Custom Round Robin.
- Click Add to save your new settings.
Weighted Round Robin
Weighted Round Robin allows you to assign different weights to agents, giving certain team members more leads based on their weight. The weight system is on a number scale, starting with 1. Agents with a higher weight will receive more leads before others in the cycle.
This method is helpful for teams with agents who handle higher volumes of leads or have stronger conversion rates. It also ensures that newer or less experienced agents are not overwhelmed with too many leads, allowing the team to balance workloads strategically.
Example: If Sarah has a weight of 2 and John and Lisa each have a weight of 1, Sarah will receive 2 leads for every 1 lead assigned to John and Lisa. This ensures Sarah, as the team’s top closer, handles more opportunities while John and Lisa are given manageable workloads.
Geographic Round Robin
Geographic Round Robin assigns leads based on agents’ designated territories. This method ensures that leads are matched with agents who have local expertise, providing clients with more personalized service.
This feature is available on request and is ideal for teams where agents focus on specific counties.
Example: Sarah is assigned to Downtown, John covers the suburbs, and Lisa manages the coastal area. When a lead inquires about a home in Downtown, the system automatically assigns that lead to Sarah.
For more details on setting up this feature, check out our Geographic Round Robin guide.
Lead Ponds
A Lead Pond is a shared pool where unassigned leads are stored, allowing agents to claim leads as they become available. This method ensures flexibility in lead management and encourages agents to stay engaged with the CRM.
Lead Ponds operate on a first-come, first-served basis, rewarding agents who are active in the CRM. This creates a competitive incentive for agents to remain engaged and regularly check for new leads. The more active agents are, the more opportunities they have to claim and convert leads.
How to Adjust Agent Availability in the Lead Pond
Agents can be made available to claim leads in the Lead Pond by updating their status on the Pond Availability page. Team leaders can manage these settings to ensure only active agents are included.
How to Create a New Lead Pond
To create a new Lead Pond:
- Go to Settings → Customize.
- Click Lead Ponds
- Select New on the right-hand side
- Enter the necessary details and save your new Lead Pond.
For more details on setting up this feature, check out our guide about Lead Ponds.
Setting up Lead Sources for Lead Assignment
Assigning leads based on their source helps ensure they are routed to the right agents who can address their specific needs. Real Geeks allows you to customize lead assignment rules for each source, so you can control how and where these leads are distributed.
Leads from a specific source can be assigned to:
- A Round Robin: Automatically distribute leads evenly or weighted among a group of agents.
- An Open Lead Pond: Add leads to a shared pool where agents can claim them as they become available.
- A Single Agent: Directly assign leads to one agent on your team for specialized follow-up.
How to Adjust Lead Assignment Rules for a Source
- Go to Settings → Customize and select Sources from the menu.
- Click Edit next to the lead source you want to adjust.
- Choose how you want the leads from this source to be assigned:
- Assign them to a specific Round Robin.
- Add them to an open Lead Pond.
- Assign them directly to a single agent on the team.
Why This Is Useful
Customizing lead assignment by source helps you match leads with agents who are best suited to handle them. For example:
- Leads from a luxury home website can be assigned to agents specializing in high-end properties through a Round Robin.
- Leads from a general inquiry form can be sent to a Lead Pond, allowing agents to claim them based on availability.
- Referral leads from a trusted partner can be directly assigned to an agent with a strong relationship with the partner.
This flexibility ensures your team is set up to respond efficiently and maximize every lead’s potential.
Idle Lead Reassignment
The Idle Lead Reassignment feature ensures that no lead is neglected by encouraging agents to follow up within a specified timeframe. If an agent fails to respond to a lead within the allotted time, the system reassigns the lead to another agent or team resource, keeping the lead active in the pipeline.
How It Works
If an agent does not respond to a lead within the set timeframe, the lead is marked as idle and reassigned.
Reassignment options include:
- Reassign to the next agent in the queue: The lead moves to the next available agent in a Round Robin or Weighted Round Robin cycle.
- Reassign to an open Lead Pond: The lead becomes available for any agent to claim, ensuring prompt follow-up.
- Continue reassigning indefinitely: Leads can keep moving through the queue until an agent responds and takes ownership.
- One-time reassignment: The lead is reassigned once to another agent or the Lead Pond without further cycling.
Office Hours for Reassignment
Team leaders can set office hours for Idle Lead Reassignment, so agents don’t have to worry about responding outside of business hours. This ensures fairness and allows agents to focus on responding quickly during active work periods.
Assign Leads in Bulk
For teams managing a large volume of leads, the Bulk Lead Assignment feature streamlines the process of reallocating leads. Whether you’re reassigning leads to adjust workloads, support an agent on leave, or respond to changes in your team, this tool makes it easy to manage assignments efficiently.
How to Assign Leads in Bulk
- Navigate to the Leads List page.
- Use the Advanced Filter to target specific leads or manually select individual leads.
- Click the Bulk Actions button and choose Assign.
- Choose how to reassign the selected leads:
- Assign them to a single agent.
- Add them to the Round Robin queue for automated distribution.
- Send them to an open Lead Pond, where agents can claim them.
FAQ
My idle lead reassignment isn't working. Am I doing something wrong?
99% of the time, this is because the Enabled/Disabled field is set to “Disabled”. Additionally, if there are no other agents assigned to the region of the lead in question, that lead will have nowhere to go and won't move.
What happens if a Lead inquires about a region I don’t have set up in my Geographic Round Robin?
If a region is not in the Geographic Round Robin, these leads will come through as unassigned. We can prevent this, by creating an Else category. This functions like any other region, it just covers leads from any region that is not already defined in the round robin.
Can I distribute my leads based on city / zip code?
Yes, but we wouldn't advise it if it isn't the top-level search field on your search forms. Because you don't necessarily have to select a city or zip code to perform a search – you'll have many leads that won't get thrown into the round robin. Which is totally okay, you just won't reap the full benefit of automatically assigned leads.
Why are my leads being assigned to the wrong region?
If a lead inquires about properties in multiple regions, it will always be assigned according to the Else category. This is why we always recommend using the top-level search, as this makes it less likely for leads to inquire about properties in two regions.
How do I figure out how many leads each of my agents will get if I have more than one in a single region?
Take the weight of one of your agents and divide it by the total weight of all of the agents in that region, then multiply by 100. That number represents the percentage of leads that will go to that agent.