Maximizing efficiency with Lead Rotation
Why use Lead Rotation?
Lead rotation simplifies the lead assignment process by using a hassle-free queue system. This queue can be as open-ended or restrictive as is required. It is configurable according to agents' specialisations, allowing Managers and Admins to decide which Agents are eligible to join the queue for a given lead, based on the lead type and requirements such as location and price range.
Lead Rotation allows for new leads to be assigned to agents on a fair rotation system. For both manually entered and auto-imported leads, the lead rotation system will suggest the next eligible agent in the queue. Lead rotation can further be configured through lead rotation settings on the User screen (for example, to specify agents who specialise in leasing or sales).
Enabling Lead Rotation:
Enable Lead Rotation in the Leads tab under the Admin > Profile screen to get started. Once done, you can also apply the lead rotation system to auto-imported leads, such that new auto-imported leads are assigned to the next eligible agent in the queue.
Configuring Lead Rotation eligibility for your agents:
Once Lead Rotation is enabled, a queue is set up for your leads. To further configure your agents' specialisations and eligibility in the queue, navigate to the Admin > Users page and scroll down to the Lead Rotation Settings tab, next to Current Users.
Opening up the tab will display a list of your users, with a series of fields that allow you to configure their eligibility in the Lead Rotation queue. Have a look at the examples below to better understand how you can use this feature best for your requirements.
Scenario 1:
Tom Dickson is a manager who needs to be eligible for all leads in the queue, with no restrictions on lead type, price or location requirements.
Setup:
Select Tom Dickson in the Lead Rotation Settings user list by selecting the radio button next to his name. Make sure all the setting fields are empty. If all the fields are empty, click the blue Save Changes button.
Scenario 2:
Monica Perezgrovas is an Agent who only works with Sales listings (both commercial and residential) in the price range of AED 2,000,000 - 5,000,000 and in Dubai Marina, JBR and Jumeirah Lakes Towers.
Setup:
Select Monica Perezgrovas and check only the Sale criteria. Set the minimum price as 2,000,000 and maximum price as 5,000,000. Under the Commercial/Residential table, make sure it is empty. Click on the search icon in the row to add the locations required. Once done, click the blue Save Changes button. What this does is ensure that Monica Perezgrovas is eligible for all leads that meet the specified criteria
Checking the Lead Rotation Queue:
Once all your users' Lead Rotation requirements are set up, you can now start assigning leads and watch the Lead Rotation system in action! When creating a lead from the Leads screen, you’ll now see that Agent 1 defaults to an Auto Select option.
To see what the queue looks like, first ensure that you’ve filled in the property requirements, either by selecting a listing or by simply adding the lead’s requirements. Once property requirements have been entered, click on the blue target icon in the Agent 1 dropdown.
A pop-up displaying the next eligible agent appears, also showing the current queue of agents for this lead. Once the lead is saved, the next lead to be created will get assigned to the next agent in the queue, provided the lead requirements meet their Lead Rotation settings. You can always manually select which agent in the list needs to be assigned the lead.
Access Levels & Permissions:
Lead Rotation settings can be managed based on user access levels:
- Managers can configure Lead Rotation settings for Managers, Admins, and Agents.
- Admins can configure Lead Rotation settings for Admins and Agents.
- Agents can configure Lead Rotation settings only for themselves.
This ensures appropriate control and flexibility while maintaining role-based access within the system.
Once configured, Lead Rotation works automatically in the background to ensure leads are assigned fairly and accurately based on your team’s setup. Reviewing agent eligibility periodically will help keep lead distribution aligned with your business needs. If you require any assistance with configuration or best practices, our support team is here to help.
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