User Manual
Contents
1. n any order you choose the order of which adjusts on the manage leads page as well for easier more convenient navigation Filters Overview Filters Sort by By selecting any of the filters listed you will be able to view specifically the criteria you selected The page will refresh once selected and the leads will appear based on that sort option This is beneficial for your mass calls or emails By clicking on the check all you can easily mass email all leads start a dial session with all leads share trash or transfer by selecting the buttons at the bottom of the page You will notice you can filter the amount of leads viewable per page which will allow you to email or call more than the defaulted 20 that appear Filters Show by Status This will display only leads that have a specific status You can display more than one status at a time by clicking on multiple statuses This allows you to drill down on specific leads based on their status Filters Search by This search bar allows you to type in the email name and phone number of any lead you are searching As you type this information the lead data will auto populate Notice you can filter by active trashed or all leads here By default the search bar is set to active leads only Icons Statuses This icon appears as a colored dot and appears to the right of the leads name on the manage leads page When hovering over it will display the name of the status These status2. Here you will see filename source date time and the status results of the import You can drill down further by clicking on the hyperlink under status to show you a more detailed report of your specific import Manage Lead Import Sources The manage lead import sources option is accessible via the Settings tab The source name shows any previously created imports Here you can edit the name of the source for future imports or delete the name history altogether Lead Import Template Lead import template allows you to customize the email that you choose to send to your clients This functionality is the same as for our Listing Alert templates tab in Settings This section allows you to edit the subject and body of the email that will be sent out to leads using our rich text editor to customize and format it to your liking You can test or preview the email as well as reset to default if you made some changes you don t want to save When preparing the custom email you still have auto replace variables you can use to ensure the email that is sent out is specific to the lead its intended for Some of the variables available are Site URL Lead First Name etc You can test this functionality by adding it in the body of the email and then selecting preview SELLER SIDE Lead Profile Property Info The property info button is located inside the seller leads profile Here you ate able to cu
3. 28 A ok eat fa eg eae eed desea ee chat 29 SIS seed esis oc ceed dia tia 30 Manage General Settings BROKER ONLY ceseeeeeeeeeeteeeeeteees 30 Manage Property Details Widgets amp Display Info BROKER ONLY 30 Manage Property Thumbnails BROKER ONLY ceceeeeeeteeeeeees 31 Cole Realty Pre authenticated login BROKER ONLY ee 31 Manage Custom Pages BROKER ONLY eeeeeeeeeeeeeeeeeeeeeeeeeenaaees 32 Manage Testimonials BROKER ONLY cccceeectceeeeeeeeeeeeeeteeeeeaaees 32 Manage Property s Detailed Information BROKER ONLY 00 32 Manage Advanced Search Settings BROKER ONLY sses 33 Search Widget essnee lc 34 A O 34 NAISTE I EEE cea chase act E E EA TE E A N 35 Bomb BOND tte araa e A Ta E E 35 Emails sti ii idad 35 Listing Alerts BROKER ONLY cccceeeeeeeeeeeeneeeeeeeeeeeeeesseeeeeeeees 36 Esad Impoteducasin caia io ia at 37 Manage Lead Import Sources ccccccccnnnnnoccncnnnnnnnnnannnnnnnncnnnnncnnnnannnnnnos 37 Lead Import Template dador 37 A E E E A E RrOpenyIN o senador ticor donacion e On r 38 Showing FOOODACK ccicccancin canica nan siancic cantinas nuien caian 38 Market Analyst road ida 38 Prospective Sdiri ad 39 Cole Realty it n 40 Q estions tor Te amsadS ua TEAM LEADS PLATFORM USER MANUAL INTRODUCTION Sell MORE Homes with Team Leads elcome to Team Leads On the following pages you will find concise instr
4. When clicking on Add Status you will notice all of your statuses will show up with the colored dot associated with each Just simply click on the status you would like to add or remove to these leads and it will immediately be applied Tasks You can click on the magnifying glass on the manage leads page to drill down on tasks needed for completion These show all of Todays Tasks Past Due Tasks and Future Tasks Clicking on the icon allows you to quickly add a task for the given lead Adding a task will sync to yours or the agents Today s Dashboard based on the date entered Clicking on the icon allows you to view all the past due tasks for the lead Broker Admin when adding a task here you will notice you can add it for yourself or for the assigned agent Lead Profile Blue buttons The lead profile page is an overview of all of the communications with a lead In the profile you have easy access to transfer share trash or edit the profile Any editing on the lead profile will reflect on the manage leads page as well White buttons Just like covered on the manage leads page here you have easy access to call email create a new task or note add a drip or a call log all accessible at the top of the lead profile page Lead Lifeline Under the profile you will notice the Lead Lifeline Just above the Lead Lifeline text you will notice the amount of homes viewed by the lead on your consumer site the
5. display the last 3 emails sent or received from to the selected lead Here you will notice the analytics provided on each email provided by Bomb Bomb We are displaying if the email was sent delivered opened clicked opted out or resulted in an abuse claim The Show All button at the bottom of the pod will display a dashboard for all email communications with the lead Additionally the search bar will allow you to quickly search for specific parts of an email that you want to display Notes Here the functionality is consistent with email as you can search any notes within our search bar as well click on show all to display all notes ever written for the given lead You have the ability to add a note in the text box as well as share with or notify the lender assigned to the lead After saving you can click on the blue text on the note text to edit further Please note If you share or notify a lender and there is no note currently assigned then the note will be saved for the t me when a lender is shared with the lead Call Log Expanding the pod will put all calls in descending order listing the newest first Clicking on the blue text in the call log will give you the ability to edit Clicking on show all will display all the call logs ever created for the given lead You have the ability to add a call log by clicking on the blue call log button Here you can adjust the phone number assign a status for the number dial
6. individual leads open up each exported spreadsheet create a new column and name it Lead Status e Assign to Agent Select the Assign to Agent button and select the Agent you wish to assign Or if left blank and your spreadsheet has a column s called Agent Full Name the appropriate name will be taken from there Please note You can also do the same steps as in Lead Status to create a custom Agent Full Name column and manually assign each Lead to a specific Agent 10 Under the Data Mapping area in the middle of your screen using the individual drop down arrows match your exported columns with Team Leads columns Referring to the screen shot on the next page eT the Your Field lt name gt items are columns from your exported file and the drop down boxes are Team Leads columns with which you need to match your data EEE 11 Once you have matched all boxes go back to the left hand side of your screen if you wish to send an email to all your imported Leads place a checkmark in the Send Email checkbox Leads will receive a pre defined email with a user name and password Start Import 12 In the Send Date box insert the date you wish to send these emails Please note DO NOT select this option if you ARE NOT 100 sure that all your leads would want this email 15 Lastly select the Start Import box 9 Original Source Partner First Name Partner Last Na
7. that agent will be notified via their task list to email call them if set up via Auto Tasks This is a way to have complete accountability and oversight of your agents Not only are you triggering tasks on their dashboard but you can also see if they are fulfilling those tasks This is a way to make sure nothing falls through the cracks ensuring they are doing the basic follow up with a lead that they might otherwise forget We have library auto tasks that you can preview and copy over to use or you can add custom tasks yourself Add Task Click on Add Task to add a relevant auto task that will apply to your entire team Example In the status dropdown Choose Hot Task Trigger returns to site after Choose equal than Choose 2 and add the timeframe to days Choose action to take follow up call and assignee broker What this means What we can see from this auto task created is Any hot lead that returns to the site within 2 days will trigger a task for the broker agent to follow up and call this lead on their today s task dashboard You can also add a note that will be displayed in the task list if you want to be more descriptive of the task to your agents Edit Delete Task Once the auto task is created it will show on the auto task dashboard page and give you the ability to delete deactivate or edit as needed Settings Front End Manage General Settings BROKER ONLY Under Manage Ge
8. to promote what the industry calls a pocket listing This functionality will allow you to promote the Coming Soon listing live on your consumer site prior to the property being listed on the MLS This feature is helpful because it allows your client to see that you are promoting their property even before it is active on the MLS The amount of time you are able to post it via your consumer site prior to it hitting the MLS is dependent on each real estate board and their specific regulations Some boards differ from allowing it 24 48 or 72 hours prior to the listing hitting the MLS Please consult your board prior to posting Add a listing Once you have made a listing you are able to remove or edit that listing if any of the details change and these changes will reflect on the consumer site To begin adding a listing you have necessary fields required for input such as street name street address city state zip and property type Please note You must add at least 1 image for the property to show up on your consumer site Additionally you can add as many photos as you would like as well as entering any data into the fields available All of this information will show up either in the property details or on the property thumbnail Calendar Calendar View Share BROKER ONLY The broker view allows you to view your calendar Google included if it s synchronized Agents and lenders are able to view their own calendars and will n
9. which drip plan will activate immediately following the completion of the current plan This functionality is called auto flow and it allows seamless communication through the life cycle of a lead Regular Fixed Date Holiday When on the edit drip plan page you have the option to write a custom drip plan based on a sending timeline specific for your needs or you can write one to send on a specific date or holiday These are the 3 choices you have through our system All 3 provide the same functionality and can overlap in sending patterns Example If I have a Regular plan set to send tomorrow I have a Fixed Date plan for the day after and a Holiday plan that follows the day after that there will be 3 emails sent out from this plan on consecutive days You have the ability to repeat a step as well as designating the timeframe in which each step is initiated The wait time can be set to send hours days or months in the future You have the option to set the communication type as an automated email a task for the agents to call the lead or to send a task reminder to physically mail a newsletter to the lead The system knows when the lead is on your consumer site therefore we have given you the ability to ask multiple questions based on the user activity If you choose a question you can have either a yes or no response that you have pre formulated to send to the user the system will automatically send the correct email b
10. your agents daily activities Phone calls will show up here if they were done via a Vulcan dial session or if a call is logged manually New Leads have a hyperlink that allows you to go directly to their lead profile Average time to call shows how long it takes for an agent to call the lead o Please note Ifa red hyperlinked number shows up that indicates the lead s has yet to be called Additionally the avetage time to call monitors only between the hours of 8am 8pm local standard times Scorecard You have the ability to create a team scorecard to put everyone on the same playing field or create individual scorecards that could be based around their personal goals and your expectations When clicking on the name of an agent you can exclude specific days of the week that will not affect the overall valuation of the scorecard You can also weight any of the listed categories For example You may personally think calls made are more valuable than showings in which case you have the opportunity to weight them at the percentage you desire The weights will be reflected in the total score Please note any daily tasks for your agents will increase the goal number for each category Example Josh has 10 calls to 5 make as a goal and 5 previous tasks for calls it will show he needs to make a total of 15 calls for the given time period Today Events Today s events will synchronize with your calendar as well
11. 7 O 17 A O A A 18 NEIE E A E E E i ad ott sa A AA S od oie ae eed tee Mace i da cian sa 18 Cal O 19 Listing Alvia ica olpc 19 Edit Listing Alerts art tasca da tea 20 Communications Timeline oo nncnnnnnncnncnnnnonanonininnn cnn n aran n na ncn narco nana 20 Dip A 20 Bri Dis A E 20 Add Edt Al a id ces Ri 21 O A einen 21 Activity time Ofday resres na re h aE aE eea EE TS 21 Auto Start Stats eS arena a ata a EA eaa 22 Auto Start Drip Plansee nece tdi alos libri ici 22 Regular Fixed Date Holiday cooccooonoocccccnnnonccnnanoncnnccnnnnnnnnanannnncnnnnnos 22 Agents BROKER ONLY TEAM LEADS PLATFORM USER MANUAL Agent Dashboard Page iii ida 23 Agent Edit A ee eR re el ee are gare 24 COMING SOON A A a Dashboard COMING SOON oooccccccccnnnncononcccnnncnnnnnannnancnnnnnnnnnnnnnnnnncnnnnnnnn 24 Add A SUG a Ak ee eerie ks ee 25 Cale nO Alf parine r Se tea EE a EE ea ici Calendar View Share BROKER ONLY cccceeeeeeeeeeeeeeeeeeeeeeeeee 25 UC ALS EVIE Sick tec E ad 26 Coacnes OM rias a a a EE Add BROKER ONLY ry er aeae a E plo Get peed abet 26 VOW a tetra id O ANAE 26 Ideal LO AAS sx icon ic a E EE EEE R RE E AE E E EEEE EREE DAS o E ee 27 Priority A Sarat che aaah Gaais Ree ane aa a tna Secnaslalebar etal hale E Na atA A O 27 PCUOMMCONMS A te eee eta ce Meee ea eee ets gaa eae he ea eee 27 Auto Tasks BROKER ONLY esco iio bemoans ua Library Auto Tasks isernia a e lcd 28 PA ask ns cs cha tal cas ei tte hes
12. TEAM LEADS INC Online Lead Generation amp Management Software Plattorm User Manual BROKER ADMIN PERMISSION TEAM LEADS PLATFORM USER MANUAL Table of Content INTRODUCTION lt lt tds 3 Questions about our PlatforM P ooooocccnncccnnccnnnaninnnccnonancnnncncnannn ona nannnanos 3 Broker and Administrator Guide occccoccccnccncnncncnnocnnonancnonencnncnnnnncnnnnononnn cnn nn cnn nnnnnn na nn nnannn naa nnnnanannnn 4 Maint A RR a 4 Agent Dropdown Box BROKER ONLY eeceeeeeeeeeeeeeeteeeeeeeeeeteeee 4 C ad Sear Da cee tects feet a a ace te el Se a te a cl Nc eal a 4 Welcome CON ves ido dis cis 4 Help ICOM oi dd 4 Dashboard BROKER ONLY Y ana aa a EAA A cnn narco na nn cnn EE anna nc ana EAEE 5 Traic Dashboard ai 5 A ee orotate iret e Ge ceed 5 E setae ie ate nett tech eta tte Le RRL EMM Re Ahaha M 5 MOC APP Sigs OD sitet OS get the Be seers RO eed Ee Se eB cg Saree ied heehee ca Sade ace he ote NN 6 EVO tetra shart cote act ade taut au 6 A O ee 6 O aora 6 Manage LGAs ata tidad ao 6 BUTTONS OVERVIOW sacra 6 Filters Overview A hid bees II ehastecs lad dev uhiotceaeattieee tates 11 Mass Buttons OvVerVieW cooccccnccccnncncnnaccnnncncnnancnnncncnnancnnncncnnancnncnnnnannnns 14 Mak e laa ie Mae lk oe 16 CERA A A aE PE OSD EE ORE OBO OEE 16 BiG DUTONS 2255 oie noe Sei oe hes ad 16 WHITE DUO EE OE EEE EAE td 16 keadibifelne timane a a a a a e Na N ea 16 VISIE HISTO sna A id 17 IE A E A EET ea E A E A A sh 1
13. ads in our system Additionally it will allow you to increase your lead count by simply adding our iframe code on your page This gives the user the ability to search for homes on a site you own that currently doesn t have this functionality providing them heightened usability Here is an example of how the lead widget may appear on a site you own http www theryandallasteam com custompages_reports b1977 htm 3 Party Integrations Gmail Manage Google Services allows you to syne your Gmail as well as your calendar with our system You must have a Gmail account for the synchronization to work It is not required but strongly advised that you syne your email with our system as it will allow emails from your leads to funnel into their lead profile as well as allow you to have your calendar in our system in syne with your Google calendar There are 3 steps that must MATCH for your synchronization to work 1 Your Bomb Bomb email listed needs to match your TL system email 2 Your email needs to be a Gmail address 3 You need to perform the sync by selecting the checkboxes on the page clicking save and logging into your Gmail account Vulcan You can set up Vulcan 7 voicemail as well as view all of your call history from this tab By clicking on either button you directly access the Vulcan system via a pop up which provides detailed instructions on how to proceed Additionally we have added all of the Vulcan 7 functiona
14. agents on best practices and new techniques in the real estate industry View This feature allows your team to stay up to date with important market reports closing tips and any other information you feel would be benefit their success via YouTube videos This section is meant for learning and improving Ideal Leads Dashboard Ideal leads is a reverse search lookup for leads most likely to purchase a specific property This information can be easily found since all of the buyers searching behavior is tracked and recorded in our system Now when a new home comes on the MLS all team members are able to input the listings credentials and perform a reverse search of their lead database The system will begin to filter through the individual agents leads and begin to rank them in order of relevance The more data a lead has that is similar to the inputted criteria the more ideal they are as a potential buyer These leads will be displayed below the Search button rank in order with their percentage to the right of the lead name You will now have the ability call all Ideal Leads via the Vulcan dialer which will be located below the list of leads A Select All check box will be available once the search is complete This functionality helps keep potential buyers up to date on new listings that could be a great fit for them Priority Leads Tracking Priority Leads showcases vety active leads on your consumer site Our system has seve
15. ary of plans available in the shared plans section that you can copy over to your plans Upon doing so you will be prompted to customize and or edit your copied plan to ensure you only send intended material to your clients You can copy over as many plans as you would like however a plan will only be sent to your clients once it s set to active Add Edit Plan Clicking on adding and or editing a drip plan brings you to the same drip page called edit drip plan When first loading this page you can create a name for your drip and a description as well as adjust the share option of the drip plan Tip Since we have integration with Bomb Bomb we suggest that you create personal videos as steps within your drip campaigns Emailing a video to a lead proves as another form of communication that can help enhance the chances for conversion Pause Options Adding a pause option would be done when editing or adding a drip plan Pause options are important because a plan will run for the allocated time unless you execute a pause option Example a plan with 20 days will run consecutively even if a client replies to an email or log a call however if either of those are selected as a pause option it will immediately pause the drip from continuing Only when you restart it manually will the plan continue You can notice if a drip plan has been paused on the manage leads page by the color of the raindrop icon If it s yellow then it is pause
16. as with Google services if you have previously synchronized your account Broker Admin Has the ability to alias into any one of their agents today s dashboard Tasks Today s Tasks will list any calls emails appointments showings etc If an agent is unable to complete a task on the specific day it s listed the task will then move to the past due section Tasks that are completed on this page will be reflected on the leads profile and vice versa Broker Admin This feature ensures the agent will be accountable to their tasks as well as gives the broker the privilege to oversee all efforts and productivity Showings Any of today s showings will be listed here but you can also customize the date range to view upcoming or past showings Manage Leads Buttons Overview Buttons Import Leads BROKER ONLY Steps to importing leads into Team Leads Platform LEAD EXPORTS STEPS 1 Export your Leads from your current Lead Platform e g Top Producer Boomtown and save on your computer The export can be a CSV XLS or XLSX file Consult your software s FAQ support if you do not know how 2 Open up the exported file and review it remove ALL lead data that is either not current e g more than 1 year and or if leads are on a do not call opt out list This step is a must emails sent leads have the option of being marked as abuse after three such notifications the BombBomb email client will susp
17. ased on the yes no activity of the lead Broker Admin You can select which agent sends out the drip as the broker this is beneficial if you would like to set up a plan for one of your agents as the email will send as them All steps in a drip plan can be moved up down or deleted We have also enabled the drag and drop functionality for easier movement of a step Agents BROKER ONLY cid Dashboard Page Here you will see all of your agents a hyperlink to each of their profiles as well as the description of their role within the company and email address You also have the ability to show them on the site as well as have them receive leads through a simple yes or no button For lead delegation purposes you can set how many leads are assigned to each agent per round Agents can be deleted from this screen as well You have the ability to add an agent up to a limit of 10 agents Any additional agents added will be at a fee and must contact Team Leads Support for assistance All of this functionality remains consistent when clicking on the lender tab on the page o Please note There s a built n a drag and drop feature on this page that will reflect the order of agents displayed on your consumer site Agent Edit Page You as the broker have the ability to edit any agents profile at any time which could include their role within the company their login info image that displays on your consumer site or how they w
18. at task to completed here in the lead profile Add Showing After clicking on properties to show you will notice a pop up window allowing you to search properties by MLS ID number or address location Please note If searching by address location you must fill in the State Province and the City betore being able to search This property search is dependent on the MLS we have set up for your consumer site IDX feed Once properties have populated you can view the thumbnail and details prior to choosing the exact property you would like After adding these properties you have the option to generate the driving route for the showing Clicking yes displays the desired properties on Google maps with text description of your route on the left and the map view on the right of the screen Please note The starting location is based on the office location of your brokerage Additionally you can reverse the route by clicking start from here or change the starting location by deleting the entry and inputting your current address After generating the route you have the option to email the driving instructions to the lead or print to have a hard copy on hand If you prefer to do neither you can be taken back to the lead profile by clicking on the blue button Broker Admin When adding a showing you can set a showing fot yourself or choose an agent on your team from the drop down to assign it for them Email Expanding the pod will
19. ck each box then select Import Rules Step 2 Click on the Choose File button and upload tl have removed all Unsubscribed Opted out Do Not Call leads from my import file 1 have reviewed my import list and have been in contact with all leads within the last 6 months Choose File Upload File Bomb Bomb policy states 3 strikes You Are Out for users who mark your emails as spam abuse understand my email will be suspended banned after 3 strikes 1 Ihave removed all Unsubscribed Opted out Start Import Let me review again 2 have reviewed my import list and have been in co CROROMCROMONOMCRORCRONO 3 Bomb Bomb policy states 3 strikes amp You Are Out for users who mark your emails as spam abuse understand my email will be suspended banned after 3 strikes 9 Lead Export Import Data Mapping Finally follow steps below to map your exported Leads into the Team Leads platform e Name your Import Insert the name of your exported file e g Top Producer Buyer Leads e Leads State Select whether the Leads are Buyer Seller or Aftercare e Lead Status Insert a single custom status for all of your imported leads ex Top Producer From Newspaper Referral from Friend or leave the box blank to use the status previously given to your leads If left blank the Leads will have New as their status Please note Ifyou want to insert customized statuses for
20. d in which case you can click on the raindrop icon and see the reason it was paused by hovering over the status listed Activity time of day This option can be seen when editing or adding a drip plan It is located as the 5 option down the page This functionality will be synced with your time zone as it enables you to trigger what time of day your emails will be sent out Please note Choosing the activity time of day for a drip plan excludes step 1 in the plan Step 1 will be sent out based on the wait time set when the drip becomes activated Auto Start Statuses Auto Start statuses are the next option in edit drip plan below activity time of day All of the statuses you have created will appear here Selecting statuses will ensure that when the lead is assigned a status or multiple statuses that your drip plan will automatically begin for that lead Example If you create a status called new you can have a corresponding drip plan called new registration that sends out as soon as you apply the status to the lead This will give you the ability to send custom automatic emails on a consistent basis targeted to a specific client just by assigning a status to the lead Auto Start Drip Plans Once the drip plan finishes we have provided the option for you to create an automatic trigger to assign a new status to the lead This is done from the edit drip plan page After assigning a status you can also choose
21. down Brokers have preference on what criteria he or she wants to display to their leads and therefore we opened up the ability for them to adjust it themselves through out backend system Adjusting these options will display on the property detail page in accordance with the selected fields from this page 30 Manage Property Thumbnails BROKER ONLY We have given further customization ability on your consumer site through the manage property thumbnails tab Here you can manage all thumbnails in any view grid photo map and list by adding and re arranging to your liking The drop down allows you to pull the specific data you are looking for directly from the MLS while you can add abbreviations and titles to each field that display directly on your consumer site We have also given the ability for you to show your MLS logo on the thumbnails from a dropdown on this page Please note It is your responsibility to ensure you are RESPA compliant if you decide to remove the MLS logo Cole Realty Pre authenticated login BROKER ONLY Cole Realty service is another integration that Team Leads provides to its users Go to www colereatlyresource com to learn more Cole Realty gives agents the ability to search a radius around any given address in their MLS Upon searching this radius a list of addresses and email addresses are provided to the agent The agent then has the ability to import those leads into the Team Leads system v
22. e lead in deeper detail Icons Lead name Hovering over any of the bolded lead names on the Manage Lead page will show the total number of visits to your consumer site as well as the amount of properties viewed by that lead When clicking on their name you will notice the box expands to give you additional information to the lead without bringing you to the leads profile page Notice from this expanded view you can view the full profile edit or trash the lead Mass Buttons Overview Mass Buttons Bottom of Page Vulcan dialing session After selecting 1 individual lead or checking numerous leads you can click on the Vulcan button at the bottom of the manage leads page to start a dial session After clicking on the Vulcan 7 icon you will be brought to the Vulcan Team Leads integration page You will notice the dial session at the top half of the page and the lead profile at the bottom half Prior to calling you can adjust your voicemail based on the types of leads you ate calling This reassures each lead will get the correct voicemail You will not hear the voicemail being left but the next call will begin as your automated voicemail is left this is a big convenience to ensure more efficient dial sessions During your dial session you have the ability to include notes from the call either into the lead profile directly or into the Vulcan dial window Adding it in either place ensures it is saved in the leads profile for future conveni
23. ed and add any notes into the log text box Please note Assigning a call log status gives you many different options The statuses ate separated by status action and result Depending on the situation with the lead you have many different assigning options Listing Alerts This is a tool used to automatically generate emails based on the leads previous search criteria Our system will automatically begin to suggest listing alerts 24 hours after the lead has visited your consumer site You can add these suggestions to the automatically generated listing alerts to ensure your clients have the most specific and targeted properties being emailed to them as they hit the market You have the ability to choose the frequency of how often these emails are sent as well as being date specific if you choose weekly or bi weekly Additionally you can select how many properties are shown in each email The blue hyperlinked text seen when expanding the listing alerts pod allows you to view any properties created on that specific day that match your criteria You can also edit and archive any of these listing alerts at your client s request Please note The hyperlinked text that brings you to your consumer site is only relevant for the specific time petiod outlined It does not allow you to view current day activity but only a snapshot of the specific criteria sent to the client in the past Edit Listing Alerts This page allows you to select
24. ence Using any of the Vulcan 7 disposition sets after the call also transfer back to the leads profile After one lead is called the dialer automatically proceeds to the next lead in line to be called With this happening the lead profile below the dial window also changes to reflect the new lead being called Mass Buttons Bottom of Page Email selected leads In the same way we can sort before beginning a dial session you can also sort leads for mass emailing using this button at the bottom of the page For Example If you are interested in emailing all of your Nurture status leads you can set the filter to Nurture increase the amount of leads per page and select all checkboxes This will ensure you will mass email all of the leads at one time Using a pre designed template to send to these leads in this situation can help save even more time Mass Buttons Bottom of Page Transfer Share Selected Leads By selecting one or more leads and clicking the transfer button at the bottom of the page you can move these leads to any agent in the buyer seller or aftercare side of the system This is helpful for someone who is in charge of lead delegation Mass Buttons Bottom of Page Trash Untrash Trash or untrash large quantities at one time by selecting multiple leads and clicking on this button Mass Buttons Bottom of Page Add Status Remove status Add or remove the statuses in a mass quantity by utilizing this button
25. end your email account The next steps require intermediate spreadsheet skills but and is highly recommended 3 Open up the exported file and ensure there are no extra characters in the Phone number columns e g dashes parenthesis spaces text characters Your phone numbers should look like this 1234567890 NOT 123 456 7890 Using your spreadsheet s Find and Replace functionality is the best method Select the appropriate column ensure ONLY the data in that column is highlighted FIND a character and REPLACE it with nothing see screenshot below 4 Separate your Seller Buyer and Aftercare Leads into three separate spreadsheet files the Team Leads Platform currently uploads these Phone Notes v v Street Number Street Nam X 111 111 1111 Test note 1 Notes can b 123 Test Street H 1111111112 1111111113 111 111 1114 Find Replace 1111111115 Find what i Replace with Options gt gt Replace All Replace Find All Close lead types separately Please note Do not upload more than 4000 leads at a time 5 Log into the Team Leads Platform select the Leads Icon and rt Lead A then select PA on the middle top of your screen E 6 Select the button navigate to where you saved your exported file and double click it 7 Back in the Import Leads File Upload window select the Upload File button Start Import 8 Read the Import Rules che
26. es are reflected on the lead profile page as well once the page is refreshed Icons Add a call log This icon appears as a telephone and is located to the right of the colored dot status for each lead This is where you are able to log a call manually outside of the dialer This feature can be done on the manage leads page lead profile page and the todays task page Icons Send an email This icon appears as an envelope and is located to the right of the telephone icon When sending an email you will notice subject is a required field and you have the ability to add an additional email address in the custom email box The rich text editor allows you to format the email to your liking including adding an attachment image aligning the email and giving you numerous styling options For the more advanced users you ate able to click on source and adjust paste in source code from 3rd party templates newsletters etc On the right side of the email sending window you can save your current email as a template use an existing template you have previously created or add a video and or image to the body of the email Adding a variable allows you to send multiple emails without having to customize each one Some of the variables include leads name your consumer site URL time of day your details such as cell phone number email name signature and many others Icons Add a note This icon appears as a piece of paper with the co
27. ia the Prospective Tab on the Seller side Example Many people use this service if they just sold a house at 123 Flyway St They pin that as the main address and get all addresses within a 5 mile radius of that location Upon doing so they will send postcatds flyers to these addresses letting them know the sale price of their neighbor This is just one way to use Cole Realty effectively Upon clicking on the Cole Realty button under Settings you will notice a registration page where you can gain access to their system From there you can import directly into Team Leads The same functionality exists when clicking on the Cole Realty icon on the Seller side of the system If your account is active it will log you in if it is not it will ask you to register Please note Current Cole Realty users should notify Team Leads of their subscription Team Leads will notify Cole and access will be granted to use the interface directly ftom Team Leads either via the Settings Tab or directly by clicking on the Cole Realty icon on the Seller side Manage Custom Pages BROKER ONLY This page allows you to add and create content specific for certain cities within your consumer site By adding this content you will increase your sites page rank and be in better position to achieve a greater organic rank through search engines Additionally you are able to provide insight to your potential leads by giving them unique information on a certain area location
28. in your market You can add as many locations that appear in your MLS as possible The more detail and information you are able to give your users the more likely they ate to stay engaged in your consumer site Manage Testimonials BROKER ONLY The manage testimonials tab is managed in the Settings tab of the Broker Admins backend From here you can add or edit any current testimonials that display on your consumer site under the testimonials tab We have provided the ability for you to add a video as a testimonial or just strictly text The fields available for input are testimonial type testimonial given for testimonial given by thumbnail photo and description Manage Property s Detailed Information BROKER ONLY Our system has the ability to pull all of your MLS data and allow you to customize the location of this on your consumer site through drag and drop functionality You have the ability to create edit heading names and move fields to within any heading you desire This information will display in the more details section of the property detail page on your consumer site Please note Despite having the fields active in your backend system only the fields that are relevant to the specific property will display on the consumer site For example I could have gatage active in manage propetty detail information under the heading exterior However if 123 Flyway St does not have a gatage then
29. lity to this window allowing you to view your summary message library do not call lists disposition sets and settings tabs Any changes on this page will be reflected during your dial session in our system Bomb Bomb Once you send your first email through our system Bomb Bomb will auto generate a password which will be display on this page You can use this password to login to bombomb com directly should you wish Once logged in you have the ability to create videos and templates that will seamlessly sync to our backend system You can access these within our email sending functionality Additionally you have full access to any of the new features Bomb Bomb provides directly through their site Templates Emails Email templates are similar to the way our drip plans are structured You will be able to create your own templates also use templates 35 created by your team and use templates that have been provided by the Team Leads community Once you have created or copied templates you can then categorize them into customizable folders and subfolders which are identified by our expandable pod drop down arrow You ate able to drag and drop all of these templates to put them in the proper order or proper folder for organizational purposes We have the ability for you to preview and remove all templates that you have created We have provided numerous branded and non branded templates that cover a wide variety of differen
30. me Please note Depending on the size of your file it may take 1 2 hours for your Leads to upload and appear in your Team Leads Platform Upon completion you will receive a notification email with your import data Additionally you can drill down through Settings gt Imports Buttons Add a Lead Please ensure all required fields are filled out prior to adding a new lead Our system requires first name last name email and primary phone number We understand you may not always know both the email and phone number however for this lead to save in our system you must populate one as required Buttons View Trashed Leads Here you can view trashed leads notice you can view their profile but you ate unable to edit unless you untrash them The reason we keep the archived data is because a lot of our teams like to circle back and re scrub these leads for validity One man s trash is another man s treasure we say Buttons Edit Statuses BROKER ONLY Only the broker is able to add and edit statuses Brainstorming a number of statuses with your team is the ideal way to generate this list Feel free to customize them any way you wish the more detailed statuses the better you can filter and sort your leads Status titles can range from a location an import name a price point etc You will be able to filter these statuses to view all leads with a specific status Please note You are able to drag and drop all statuses
31. mited neighborhood leads you are able to pinpoint a specific neighborhood by doing a radius search Within that search you will receive all contact information phone number s address from the properties within the radius limit The unique part of having Cole Realty is you can target an abundant amount of properties around a given location and have the syncing ability to import all of that data directly into our Team Leads system for qualifying and nurturing For more information on Cole Realty please visit this link http www colecommunity com four steps to real estate success Questions for Team Leads 1 10
32. n built in algorithms that track registered leads and rank them based on their activity on the consumer site and their importance To show up on our priority leads icon these leads would have had to do one or mote of the following in order of importance each of these are given points so cumulative points mean highest ranking 1 Has been on the site within the last 30 minutes 2 Calculated a Mortgage Payment within the last 3 days 3 Registered less than 2 hours ago 4 Logs back into site twice or more within 7 days 5 Favorite a house within the last 3 days 6 Viewed team listing 2 times within the last week 7 Viewed this listing 2 times within the last week Action Icons You have the ability to send an email add a new task add a new note or add a call log for any of your priority leads while on this page Additionally you can click on the leads name which will bring you to their profile page 27 Auto Tasks BROKER ONLY Library Auto Tasks Auto Tasks are automatic tasks that a Broker Admin can create based on an action that their agents regularly take Example Adding an auto task to follow up call a client the day following a showing Adding this one time to auto tasks will ensure that it will be added to any agent s tasks list the day following a showing Auto Tasks can also be created based on the activity of a lead status Example If any agents have a hot lead that returned to the site within a specific time frame
33. n your consumer site When hovering over the icon it tells you how many homes have been favorited by the lead By clicking on this icon it will bring you to your consumer site to show you the home s thumbnails that were favorite by the lead Icons Drip plan This icon appears as a raindrop and is located to the right of the heart icon Hovering over the icon shows the name of the plan that the lead is on whether it s activated or paused After clicking on the icon a pop up window will show all drip plans available to add to the lead Once a drip is activated you can also pause it on this pop up window When the raindrop color is green it indicates you have an active drip plan for the lead when yellow it means its paused and white indicates no plan is set up for the lead Please note When a drip plan is paused you can hover over the description in the plan status to receive a more detailed description of the treason the drip plan was paused For Example If the reason is Visited under the plan status by hovering over the word Visited it reads Lead visited web page and logged in or Lead visited site from Listing Alerts Icons Listing Alerts This icon appears as an eyeball and is located to the right of the raindrop icon Hovering over indicates the number of listing alerts that are active and the last time one was emailed to the lead Clicking on this icon shows all the listing alert criteria that is active for th
34. neral Settings via the Settings tab we have the ability for the Broker to add their chat widget to their consumer site by pasting the embed code directly into our text box After applying that code and selecting the save button the widget should appear on the consumer site immediately We also have the ability to customize the price range that will appear on the consumer site s home page Please note This price range will only appear if a unique visitor has not pertormed a search If the search has been performed previously the home page thumbnails will show properties relevant to the users previous search criteria Lastly we have a default sort drop down this allows the broker to set the sort for which properties they prefer to show on the search page These range from highest to lowest to days on market new to old etc Having this feature allows brokers to further customize their consumer site ensuring the page they land on is the one targeted by the broker Social Icon inputs are at the bottom of this page By adding your team s link s to your preferred social network s the icon s will appear and will be clickable in the footer of your consumer site Manage Property Details Widgets amp Display Info BROKER ONLY Another setting you have the ability to customize is the property detail page on your consumer site You can re arrange the fields listed on the page by selecting your preferred fields through our drop
35. ot have the option to view other member s calendars unless they share their calendar The Google calendar of the agent will show here if they have synchronized it previously via the Settings tab Broker Admin Your credentials allow you to view all of your agent s individual calendars Create Event Agents and lenders are able to view their own calendars as well as share their calendar with any member of their team for synchronization purposes If other members share their calendar with an agent these will be able to view not only their own calendar but the shared calendar as well Creating an event allows you to add to your Team Leads calendar as well as your Google calendar Here you have the fields title date range time range and description Clicking on the event on your calendar gives you the ability to edit or delete this event Coaches Corner Add BROKER ONLY Coaches Corner allows Broker Admins to Add Videos that their agents can watch Agents can only view and not add videos To add videos simply click the Add button Provide a Title Date Time Author Video Link and brief post if you like After all fields are complete click save and your video will be instantly uploaded to the Coaches Cornet page This feature allows you to keep your agents up to date with important market reports closing tips and any other information you feel would be benefit their success Here is where you can train your
36. ould like to be contacted text or email for notifications to name a few Also we have given you the ability to set a personal agent page for each agent within his or her profile This URL ensures they are the only agent that is showcased on the consumer site One benefit of having this URL is so the agent can advertise or target strictly their clients This can also be beneficial as they can market this URL through business cards marketing apparel magazine newspaper billboard advertising etc Whatever is added to the signature field in the agent s bio will appear when the signature variable is added to any emails sent out We have provided a rich text editor for building the signature the editor includes images links or different types of text The phone number added to the profile will be used when notifications are sent to the agent Please note We advise all agents to input their cell phone number in their profile so they receive the notifications in real time when new leads are assigned to them There is also an option at the bottom of the page that says Select an agent to share your future leads with This option allows the broker to share leads between agents automatically without having to do it individually Coming Soon Dashboard Coming Soon The Coming Soon dashboard will display any listings you have previously added as Coming Soon within the last 30 days Having this option allows the agent the ability
37. re average price point any showings that have been scheduled or the last time the user visited your consumer site Lead lifeline is a snapshot of the communication you have had with the lead When scheduling an appointment you will notice you can be date specific give a title and a description to the event that syncs directly with your calendar If you have enabled Google services it will also sync to your Google calendar Under lead lifeline you have the ability to mark the lead as closed Upon doing this it will ask for the closing date once inserted it will move the lead to our aftercare section Visit History By expanding this pod you will notice individual date time history of the properties viewed by the lead This is in order from the most recent to the oldest viewed Clicking on the view details text can see further details Upon doing so the listing ID is clickable to take you directly to your consumer site to view the property listed If the mortgage calculated field has a yes you can hover over to view the valuation selected by the lead This is very helpful for any lenders you ate sharing the lead with Tasks By expanding this pod you will see all the tasks for the given lead in descending order of present past due future tasks You can complete your tasks from this pod by clicking on the blue button You can also edit and delete a task from here If a task is completed in your Today s Dashboard it will move th
38. rner folded This is located to the right of the envelope icon meant for emailing Hovering over the note shows the last note that was entered for that lead Notice you can add a note to the lead by clicking on the icon From there you ate able to share notify the corresponding lender with the note you added Sharing a note means it will show up on the lendet s notes for the lead and notifying the lender will send them an email of the note immediately Icons Visited last time on site This icon appears as a clock and is located to the right of the note icon This icon indicates the last time the lead was on your consumer site When the clock is green it means they have been on within the last 24 hours yellow is the last 7 days and red is beyond that Icons Average Price point This icon appears as a dollar sign and is located to the right of the clock icon This icon shows an average price of all homes viewed by the lead on your consumer site when hovering over it Icons Showings Scheduled This icon appears as a house and is located to the right of the dollar sign icon When the house icon is green it indicates you have scheduled showings with this lead past present or future When it is black it means there have been no showings scheduled for the lead Icons Favorites This icon appears as a heart and is located to the right of the house icon When the icon is red it indicates the lead has favorited one or more homes o
39. stomize and edit the leads address You can manually input their address or you can select their property from the MLS button Selecting it from the MLS is beneficial as this is one of the necessary steps in setting up a client for their market analysis emails Upon filing it out and refreshing the page you will see their address appear in the lead profile as well as the manage seller leads page Showing Feedback Showing Feedback is an expandable pod that is located in the Seller Lead profile page This allows the agent to take notes add the showing date and give a description of any showing information necessary for the property The date field is required to fill out Anything added in this pod is also accessible via the communications timeline Market Analysis Market Analysis is an expandable pod that is located in the Seller Lead profile page Market Analysis allows the agent to send an auto generated email to the lead on a daily weekly or monthly basis This allows your lead to be up to date and informed on properties similar to theirs in the MLS This email includes all the details of the leads property i e of beds baths square footage etc and then compares it against similar properties in the market The benefit of this is the lead is able to see exactly what their price is compared to other properties in their area with the same specifications This analysis will give the total amount of properties that are similar
40. t communication forms such as seasonal holiday closings staging s thank you etc All templates are readily available when sending an email on the right hand side of the email box under use template Through the email window you are able to save as template any email you feel would be beneficial to use again at a later date Listing Alerts BROKER ONLY We have customized a pre written listing alert template for you to use This is displayed under the Listing Alerts tab under Headings in the Settings tab We have added this feature in our backend system so you can have input on displaying emails to your clients in your preferred fashion We have included a rich text editor here for you to add styles images to the template that you send out daily to leads Additionally you can adjust your settings on how often emails are emailed to your leads and how many properties should show in each email Please note You can also customize this on a per lead basis by going into the lead profile under the add listing alerts tab We recommend tweaking and viewing all emails prior to sending out by using the preview button and or send me test email button If you have added text that you wish to remove you can also use the reset to default button which will pull up our standard listing alert template Imports BROKER ONLY Leads Imported The leads imported button under Settings shows the history of all imports done
41. the exact criteria your lead is interested in for their new property If a change occurs on either of those pages it will also occut here The best time to create a listing alert would be during a Vulcan dial session While on the call with this lead you are able to narrow down and create a specific search that they are interested in Please note this page is identical to your advanced search dropdown on your consumer site as well as the ideal leads page The fields in listing alerts are customized for your MLS and are interchangeable based on the needs of your clients and your team Communications Timeline Communications Timeline acts as a snapshot of the lead history for easy viewing It also allows you to filter exactly what you are interested in seeing Emails calls Notes Visits Showings Listing Alerts by default all filters are available to be viewed but if at any time you want to view a specific filter just uncheck the box If you share or transfer a lead the new agent should be able to get up to speed very quickly by reviewing the communication timeline for the lead Drip Plans Drip Dashboard We structure our drip plans in 3 parts You have your own plans called my plans you have team plans which ate shared within your own team brokerage and we have shared plans these plans are uploaded via the whole Team Leads community If you don t want to create a custom plan for yourself we have a whole libr
42. this field will not display on the property detail page Suggestion Since properties have limited information we suggest adding as many fields as possible to your manage property s detailed information page This ensures that every property will have as many relevant listed fields as possible under more options for the users viewing pleasure Manage Advanced Search Settings BROKER ONLY Our system has the ability to pull all of your MLS data and allow you to customize the location of this on your consumer site through drag and drop functionality You have the ability to create edit heading names and move fields to within any heading you desire This information will display in advanced search section of the consumer site The search bar is non editable however it does display so you can see the order of which your fields are positioned Please note whatever changes you make on this page will reflect on the Add a Listing Alerts expandable pod located on the Lead Profile page as well as on the Ideal Leads page We have the ability to provide your fields different options for displaying such as checkbox multi checkbox select box multi select box and text box Please email support to customize these to your preference Lead Widgets Search Widget We strongly advise you to add this widget to any websites you own that feature you as a real estate agent This will help centralize all your le
43. to the leads property in that given zip code 1t will narrow it down further to the type of home in that given zip code and then even to the numbers of bedrooms baths and square footage in that given zip code To activate the market analysis the agent must complete 3 steps such as 1 There must be an assigned agent to the lead 2 There must be a valid property address which includes city and zip code 3 The property info must have the type of home the sq footage bedrooms and baths as well as price Prospectives The Prospective icon is located on the Seller Side and is shown as a Vulcan 7 logo The Prospective dashboard is going to update on a daily basis via Vulcan 7 Based on your MLS Vulcan 7 will be pushing prospective leads onto this page targeting specifically your preferences Preferences range from price point cities zip codes and statuses Vulcan 7 has the ability to push leads into our system on a daily basis with the status of expired withdrawn or for sale by owner These leads are not yet considered active leads therefore they must be qualified prior to making them a seller lead There are a few different ways to sort through your prospective leads 1 We have a search by which includes first name last name email and phone number 2 You can sort through status type customize the date range and add the type of communication you had with the prospective lead through a drop down box The drop down box allows
44. uctions and helpful hints to pave the way for your new Platform We have also provided you interactive help within your actual Team Leads Platform as well as helpful training videos accessible from our Platform You can read through this manual on its own you can refer to it while using your Team Leads Platform and you can make notes on the left hand columns or jot down questions on the Questions for Team Leads page at the end of the manual Questions about our Platform We are here to help you with any question or concern you have with your platform However we do ask that you refer to this manual our videos our integrated platform help feature or our FAQ list before you send us an email or give us a call Due diligence on your part will allow us to better serve our entire Team Leads client base If after consulting these resources you still have a question feel free to give us a call an email or raise a Ticket from the platform itself Please see our Contact amp Support section at the end of this manual for support contact information and options Broker and Administrator Guide BUYER SIDE Main Header Agent Dropdown Box BROKER ONLY This dropdown allows you to alias into any of your agents personal Team Leads accounts By having this accessibility you can oversee their entire activity level and manage without being seen Please note After aliasing in an agent s account you must log back in to access yo
45. ur account again Lead Search bar This lead search bar is available on every page of our system for easy access to any leads profile page You have the ability to search by lead name phone number or email Welcome Icon Here you will see the different views you have access to as well as the settings and log off button Help icon The right hand side of the header allows you to input a support ticket when concerning a question suggestion adjustment etc Upon submission you will receive an email with the ticket details Additionally the information will display on the page upon clicking submit Upon completion of the ticket by the Team Leads staff you will receive an email notification that it has been closed Submitting a ticket is the quickest way to get in touch with our team The left hand side of this box is for contextual FAQ s Glossaty to try and assist in any questions you may have prior to putting in a trouble ticket Please note Based on the page you ate on when you submit the ticket we will list common questions and answers Dashboard BROKER ONLY Traffic Dashboard This is a snapshot of all traffic sources being driven to your consumer site Here you can see percentages and ratios of registered and non registered leads This dashboard also shows all imports Vulcan 7 leads 800 phone call leads and any 31d party leads from integrations sources such as Zillow Agent Accountability This is high level overview of all of
46. you to filter prospective leads that you have or have not yet contacted to ensure no one gets overlooked 3 You can also add notes on the prospective lead and create a mass dial session right from this page The broker has the ability to view who the prospective leads are assigned to and sort by agent name 4 The clock on the left hand side in line with the checkboxes allows the user to sort by oldest to newest leads 5 You also have the ability to click on the leads name and it will pop up a personal profile of that prospective lead This will include the type of lead the date they were uploaded and all contact information available Additionally any notes will pass through in this pop up and a complete description of the property You can make these prospective leads actual leads prior to calling them by clicking the make lead button for individual leads these leads can also be trashed individually The bottom of the page allows you to mass dial through Vulcan 7 trash or untrash a mass amount of leads and make multiple leads with one click of the button Cole Realty Clicking on the Cole Realty icon brings you to the subscription page for Cole Cole Realty is an additional integration that is provided in our system and an additional fee of 395 annually which is paid directly to Cole through signing up in our system You can access this under the Settings tab under Cole Realty Pre Authorized Login Cole provides unli
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