Lead Pond: Organize, Share, and Reassign Leads With Flexibility

Use the Lead Pond to create a shared lead pool your agents can claim from in real time. This flexible setup supports faster follow-up, broader lead coverage, and gives agents the opportunity to engage with leads the moment they become available. Whether you’re managing a large team or flying solo, the Lead Pond helps you stay organized and responsive.

Table of Contents

 

What is a Lead Pond

A Lead Pond is a shared space in the Real Geeks Lead Manager where unassigned leads are stored temporarily. Any agent with access can view and claim those leads directly.

This setup gives your team a faster way to respond to new leads without waiting for a manual assignment. It’s ideal for teams who want to promote faster engagement, test agent responsiveness, or offer a more flexible lead distribution model. Lead Ponds also help you make sure every lead gets attention, especially during busy times or when agents are rotating shifts.

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Why Use a Lead Pond

Lead Ponds are a great way to manage teams and promote reengagement quickly, but they also offer benefits for the solo agent as well.

For Teams

the pond system increases lead engagement by creating a light-spirited sense of competition. When a new lead enters the pond, all eligible agents are notified. Since it’s first come, first served, agents are motivated to act quickly and claim the lead before someone else does. This ensures faster response times and makes sure no lead gets overlooked.

For Solo Agents

Ponds offer an easy way to stay organized and delay outreach when needed. If you have leads who aren’t ready to engage yet, you can move them to a pond to keep them out of your primary follow-up list. If those leads reach out in the future, you’ll still be notified and can jump back in when the timing is right. This makes ponds a useful holding space for cold leads, long-term nurture, or even leads you want to revisit with seasonal campaigns.

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Lead Pond Use Case Examples

There are many creative ways to use lead ponds beyond simple team distribution. Below are a few real-world scenarios where ponds can help you clean up your CRM, distribute leads more effectively, and organize your pipeline for long-term success.

Leads With Incomplete or Incorrect Contact Information

If you’ve got leads with missing or bad phone numbers, incorrect emails, or other contact issues, these can clutter your follow-up list and waste time. Send these leads to a designated Bad Contact Info pond so they’re removed from your daily queue. Any agent who is motivated to do the extra research or outreach can claim them and take on the challenge of making contact. This keeps your CRM clean while still allowing those leads to be worked by agents who are up for the task.

Leads Who Are Over a Year Out

When leads tell you they’re more than a year away from making a move, it can be tough to manage them alongside your more active prospects. Use a pond to hold these ultra-long-term leads so they don’t distract from your high-priority follow-ups. Agents who are interested in building relationships over time can claim them and nurture the connection slowly, with the potential for big returns later.

Niche Campaign Leads (Investors, FSBOs, Expired Listings)

If you’re targeting specific types of leads like investors, for sale by owners, or expired listings, you can create a dedicated pond to hold those contacts. This makes it easy to keep niche audiences organized and separate from your general lead pool. Agents who are comfortable with these lead types or have a specialized script or approach can claim them when they’re ready to engage. It ensures the right message is sent to the right kind of lead, at the right time.

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How Agents Can Access Lead Ponds

Each lead pond is only visible to the agents you choose. In the settings for each pond, you can set agent availability to either available or not available. Only agents marked as available will be able to see the pond and claim leads from it.

This lets you control who can access different types of leads, which is especially useful when working with specialized agents, rotating shifts, or high-performing teams. You can update these access settings at any time from the Lead Pond settings in your Customize menu.

To stay competitive, agents should enable notifications to be alerted when new leads are added to a pond. These alerts can be sent by email, browser, or push notification on the Real Geeks mobile app.

Using the mobile app gives agents a real-time advantage. Push notifications let them claim leads directly from their phone the moment they’re available, ensuring faster outreach and better lead coverage.

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Creating and Customizing Lead Ponds

To create or manage lead ponds:

1. Open your Real Geeks CRM Settings, and click the Customize menu
2. Select Lead Ponds

You’ll see a list of any existing ponds, and you can create a new one from scratch at any time.

Creating custom ponds gives you control over how leads are grouped and shared. You might create separate ponds based on lead source, buying timeline, or campaign type. You can also decide which agents should have access to each pond, allowing for more targeted follow-up and better lead organization across your team.

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Managing Agent Availability in a Pond

After you’ve created a lead pond, you can control which agents have access by adjusting their availability settings. In each pond’s settings, toggle each agent to either available or not available.

Only agents marked as available will be able to view and claim leads from that pond. This allows you to rotate access based on team schedules, lead types, or performance goals. You can update agent availability at any time to reflect changes in your team’s structure or lead strategy.

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Admin Tools and Reassigning Leads

Admins and team leaders have full access to view and manage all lead ponds in the system. In addition to assigning access and monitoring activity, they can also move leads in and out of ponds when needed.

If an agent isn’t following up properly or no longer meets your team’s standards, you can remove their leads and send them back to a pond for someone else to claim. If an agent leaves your team entirely, you can use the CRM’s bulk actions tool to mass reassign their leads into a shared pond, giving your remaining agents a fair opportunity to pick them up.

You can use Advanced Filters in the Lead Manager to target the exact leads you want to reassign. Filter by lead source, last contact date, tag, pipeline status, and more. For a full walkthrough on how to use filters, visit learn.realgeeks.com.

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Best Practices

• Lead ponds are most effective when used with a clear strategy. Below are some tips to help you make the most of this feature:
• Organize ponds by lead type, source, or timeline so agents can focus on leads they’re best equipped to convert
• Regularly update agent access based on availability, performance, or areas of expertise
• Enable push notifications to ensure leads are claimed and followed up with as quickly as possible
• Use advanced filters to reassign or refresh leads in ponds without disrupting your entire pipeline
• Incorporate ponds into your broader lead management approach — they work best alongside direct assignments, smart filters, and workflows

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