Real Geeks Lead Assignment Overview

Managing lead assignment in Real Geeks ensures every new lead is routed quickly and fairly to the right agent. Whether you run a small team or a large brokerage, the Lead Assignment system gives you full control over how leads are distributed, reassigned, and managed. When set up correctly, it supports faster response times and stronger conversion rates.

Table of Contents

• How to Access Lead Assignment Settings

• Lead Assignment Methods

• Assign Leads by Source

• Idle Lead Reassignment

• Assign Leads in Bulk

• Frequently Asked Questions

• Need Help?

• Related Articles

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How to Access Lead Assignment Settings

Access your CRM Lead Assignment settings by going to Users > Lead Assignment.

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Lead Assignment Methods

Real Geeks offers multiple ways to distribute leads based on your business model.

Manual Assignment

Best for team leaders who want full control over distribution.

• New leads enter the CRM unassigned until an admin or team leader assigns them

• Assign leads directly from a lead’s Profile page
  
  

• Use the Bulk Actions feature in the Leads List page to assign one or multiple leads at once

Round Robin

Best for teams that want leads automatically and evenly distributed.

• Rotates leads evenly among selected agents

• Team leaders or admins control which agents are included with the Status menu
  
  

• Agents with the Change round robin availability permission can manage their own availability

Weighted Round Robin

Best for teams that want automatic distribution with priority weighting.

• Assign a numeric “weight” to each agent, and the system will distribute leads in proportion to those weights

• Higher-weighted agents will receive more leads before the cycle resets

• Ideal for rewarding top producers, onboarding new agents gradually, or balancing workload based on performance

Geographic Round Robin

Best for teams operating across multiple markets or territories.

• Routes leads based on region or territory

• Matches leads with agents who specialize in or are licensed for that area

• Requires activation by Support

Lead Ponds

Best for teams that want agents to claim leads on demand.

• Sends leads to a shared pool instead of directly assigning them

• Agents can claim leads from ponds they have access to

• Multiple ponds can be created for different lead types or scenarios

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Assign Leads by Source

You can customize lead assignment by source so each marketing channel routes to the right agent or workflow. For example, referral leads can go directly to the relationship owner, while paid ad leads rotate through a Round Robin for fast follow-up. This improves response time and accountability.

To adjust assignment by source:

• Go to Settings

• Select Customize

• Click Sources

• Choose Edit next to a source

• Use the Lead Assignment menu to select your lead assignment:
  
  

• • Send to a Round Robin

  • Send to an open Lead Pond

  • Assign directly to a single agent

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Idle Lead Reassignment

Idle Lead Reassignment protects your pipeline by ensuring no lead sits untouched. It builds accountability by setting a required response timeframe, and if an agent does not follow up in time, the system automatically marks the lead as idle and reassigns it based on your rules.

Reassignment options include:

• Next Available User Once: The lead moves to the next available agent in a Round Robin or Weighted Round Robin cycle. This lead will not be reassigned after it has been reassigned already.

• Next Available User Continuously: Leads can keep moving through the queue until an agent responds and takes ownership.

• Reassign to a Lead Pond: The lead is sent to a specific Lead Pond in your CRM. This is pre-selected, and all agents that can access this pond will be notified to claim it

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Assign Leads in Bulk

Bulk actions make it easy to reallocate multiple leads at once, whether you need to assign them to a single agent, send them to a Lead Pond for agents to claim, or distribute them evenly through a Round Robin.

To assign leads in bulk:

• Go to the Leads List

• Use Advanced Filters or manually select leads

• Click Bulk Actions
  
  
  

• Choose Assign

• Use the Agent menu to reassign the leads to:
  
  

  • A single agent

  • A Lead Pond

  • Round Robin

• (Optional) Enable the Send notification to new assignee(s) to notify the new agent the lead's assigned to

• Click Next

• Confirm the Reassignment, then click Reassign
  
  
  

Bulk assignment is helpful when redistributing workloads, covering for an agent on leave, or restructuring teams.

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Frequently Asked Questions

• Why are my leads not being reassigned?
  Most often, Idle Lead Reassignment is set to Disabled or there are no eligible agents in the rule.

• What happens if no assignment rule matches a lead?
  The lead may remain unassigned or follow a default rule if one is configured.

• Can I assign leads based on city or zip code?
  Yes, but this works best when using Geographic Round Robin and top-level search fields.

• Can agents see leads assigned to other agents?
  No, unless they have elevated permissions such as Admin or Leader access.

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Need Help?

• Call us at 844-311-4969 (Mon–Fri, 8 AM–8 PM CST)

• Email support@realgeeks.com

• Visit Real Geeks University for free video courses

• Join the Real Geeks Mastermind Group on Facebook for peer tips and best practices

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Related Articles

• Lead Ponds Overview

• Leverage Bulk Actions to Manage Multiple Leads

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