Leads

LogicLeads

LogicLeads is a comprehensive set of tools which allow users to manage their leads and workflow. The tools available under the Leads tab on the back end of your Sequoia website allow users to view, manage, and import leads.

LogicScore

Our LogicScore tool shows a calculated value for each lead, based on the frequency, relevance, and timing of every action the lead has taken on your website. Our algorithm takes into account the importance of every action and the time it was taken, then sums activity for each lead and factors in how recently the actions were performed. This produces a higher number for leads who have had a lot of recent activity, and a lower number for leads who have done relatively little on your site, or have not had any activity in a long time. By default, all lists of leads are sorted by highest LogicScore in order to show you at a glance who your hottest leads are. Faced with a large number of leads, it can be difficult to determine who you should contact first. Our LogicScore tool gives you an easy answer by way of some fairly complicated math. If you wish to clear the default LogicScore sorting, simply click the red X next to the LogicScore item shown in the Current Sorting list above the lead table you are viewing.

Two values are stored for every lead; a Recent LogicScore which factors in the past 28 days of activity (this produces the number you see in all lead tables) and a Cumulative LogicScore which shows the value of all activities a lead has performed in their entire history on your website. The Cumulative LogicScore is only shown on leads’ individual profiles.

My Leads

All leads assigned to you are displayed on the My Leads table (click the “My Leads” sub-item under the Leads tab to view). These leads are sorted by recent activity by default. You can sort this table easily by clicking the up and down arrows. Active leads are shown by default; to view inactive leads, simply click the “Inactive Leads” button shown under your name in the upper left of the “My Leads” page.

Lead info can also be downloaded in the popular Vcard format for use in programs such as Microsoft Outlook. Click the “Download Vcard for all active leads” button to begin this process. You will then be prompted to select the program you want to open the file with, or to save the file to your computer. This can also be done on a per lead basis when viewing individual lead details.

Lead Search

To perform a lead search, either click the “Search” sub-item under the Leads tab, or click the “Advanced Lead Search” link on the upper right corner of any leads table.

Enter all applicable criteria and click Search to return results. Click the “Show Advanced Options” button to search on as many criteria as possible. Once your search is complete, you are able to save your search results as a report for future use if desired.

Saving Reports

1. Perform an Advanced Lead Search
2. Enter a name for this report in the “Save Report” text field at the top of the search results
3. Click “Add” to save this report for future use

To delete a report , simply select the report from the dropdown list on the Advanced Lead Search page to run the report, then click the “Remove Saved Lead Report” link which appears to the right of the Saved Lead Reports dropdown.

Saved reports are not shared with other users, and are only accessible from the user account with which they were created.

To edit lead information:

1. Select the Leads tab on the back end of your website
2. Click any Leads sub-item if you are a Broker or Admin, or “My Leads” if you are an agent
3. Click the “pencil” icon in the right column of the lead table, in the same row as the name of the lead you wish to edit
4. Make any desired changes and click the “Update” button on the bottom left of the Edit Lead page to save your changes

To delete a lead:

1. Select the Leads tab on the back end of your website
2. Click any Leads sub-item if you are a Broker or Admin, or “My Leads” if you are an agent
3. Click the “X” icon in the right column of the lead table, in the same row as the name of the lead you wish to edit. You will be prompted to confirm that you wish to delete this lead

To save a file to a lead account for future use, simply navigate to the Documents tab while viewing any lead. Here you are given the option to upload as many documents you like, and they will be permanently associated with the lead (and searchable along with the rest of the lead information). Simply give the document a name for use in your Sequoia site, find the file on your computer, and click Upload Document to add this file to the lead profile. You can download these stored files at any time right from the lead’s profile by clicking the Download link next to each document name on the lead’s Documents tab.

Importing Leads

If you have a large number of leads saved in another location, you can easily import them to your Sequoia lead management account with our Lead Import tool. To import your leads, follow these steps:

1. Select the Leads tab on the back end of your website
2. Click the “Import” sub-item
3. Download the Batch User Data Template by clicking the Download link and following the prompts
4. Follow the provided instructions for adding your leads to the Template. Follow the instructions carefully and remember to delete the instructions after adding your leads or the Template will not import successfully.
5. Click the “Browse” button next to the CSV Import field; follow the prompts to find the file on your computer
6. Click the “Import Users (Submit)” button to complete your lead import
   Unassigned Leads, All Leads, & My Leads [screenshot]

Brokers and Administrators have access to All Leads (all leads that have signed up on your website) and Unassigned Leads (any leads that have not yet been assigned to an agent, if you are not using automatic lead assignment. To learn how to use automatic lead assignment, please read the Lead Settings section of this guide). (hyperlink to this section) All users have access to My Leads, a table of all leads assigned to you whether active or inactive. Use the “Active Leads” and “Inactive Leads” buttons in the upper left corner of the My Leads page to toggle between the two lists. Click the name of any lead on any table of leads to see full details about the lead’s activity on your website. This includes contact info, any actions the lead has performed, tasks and events associated with the lead, and any emails the lead is signed up to receive.

Advanced Lead Distribution

This feature lets the Sequoia platform screen leads for you, giving leads to the appropriate agents based on the property/search the lead is interested in. With this feature enabled, every user who has a lead management account can have their leads defined by what they want to receive, by price range, locations, and property types.

If you have one agent who specializes in rentals, an Admin can set up the agent’s profile to get assigned only rental leads. If you have multiple offices and need to make sure that leads from your website get routed to agents near their desired locations, the system can ensure that your agents only receive relevant leads to their geography. If nobody on your team is a match for what a lead is looking for, Admin can choose to either have them remain unassigned for a broker to manually delegate, let agents grab them, or have them automatically assigned by round-robin.

Applying Advanced Lead Distribution

1. Go to Settings > Configuration > Lead Options
2. Select “Advanced Lead Distribution” and Save Settings
3. Go to Settings > Agents & Brokers
4. Select Edit on the Agent’s name, scroll down to Advanced Lead Distribution and make sure the Advanced Lead Distribution box is checked off.
5. Enter in the criteria for the lead’s you would like the agent to receive (ie. Only single family homes up to $6K)
6. If you do not want the Agent to have Advanced Lead Distribution, unselect the box within their profile.
7. Select Update
8. The agent will now be assigned leads that meet their search criteria. This criterion can be updated as often as possible.

If multiple agents have the same criteria, the leads will be assigned in a round robin order within that group of Agents.

Unverified Leads

If your MLS requires lead email verification, your website will have an “Unverified Leads” sub-item under the Leads tab. Unverified leads are leads that have signed up on your website, but have not clicked the confirmation link sent to them in the welcome email generated by the system. Leads will remain in the unverified leads pool until they confirm their intent to create an account. Once a lead has confirmed their account, they will be put into the Unassigned Leads pool or automatically assigned to an agent (if applicable).

Agent Stats

Agent Stats, a tool available only to Brokers and Administrators, shows vital stats about each user account on your website, including the number of leads assigned to them, their most recent activity on your site, and details about each lead assigned to them. This tool provides an easy overview of your agents’ activity and workload.

Viewing Agent Stats

1. Select the Leads tab on the back end of your website
2. Click the “Agent Stats” sub-item
3. Click any column heading to sort information
4. Click the “View” link to the right of any user’s name to view leads assigned to that user

Tip: You can edit information about any of your agents’ leads when viewing their information in Agent Stats.

Viewing Contact Submissions

Contact Submissions, visible only to Brokers and Administrators, provides an overview of any submissions generated by leads on the front end of your site using the default Contact form. The date and time of the submission, the lead’s name, their assigned agent, and any messages included with the submission are saved here.

To view Contact Submissions:

1. Select the Leads tab
2. Click the “Contact Submissions” sub-item

Tip: These leads have actively chosen to contact you. This is a great indicator of how serious a prospective client is. Check this section often! Messages from a lead are also noted in the lead’s details, in the Tool Use section.

Employee Admin Access

Users with the type “Employee” who are granted administrative access to your website will be able to view all leads, but not be able to assign, edit, or manage them. These users are able to create tasks and events for other users, as well as send inter-office messages.

This access level is useful for an employee who has contact with leads on a daily basis but is not directly managing them (such as an office administrator) or who requires access to lead account information for other purposes.

Office Managers

To make a user an Office Manager, they MUST have a Lead Management account.

To set a user as an Office Manager, the following two criteria must be met:

1. User has been created as an Agent or Broker
2. At least one Office has been created for your company (to learn how to create an Office, please read the Offices section of this guide)(hyperlink to this section)

Making a User an Office Manager

1. Create at least one Office
2. Create at least one User
3. When creating or editing Office information, select the correct Agent or Broker from the Manager dropdown
4. Click the “Update Office” or “Create Office” button to save changes

Tip: One user can be the Office Manager for multiple offices. This is useful in the case of a regional or branch manager who must oversee work for multiple office locations.

Office Managers are able to view all leads assigned to agents in their own office(s). If an Office Manager is not a Broker, they are not able to manage these leads. Office Managers who are not Brokers DO have the ability to assign and manage Tasks and Events.