Contacts is the new system in Agent Response for managing leads. This system collects all lead types and collates them all into one area. From here you will be able to track the complete lead journey, from initial enquiries, all the way to them putting in an offer for a property.

You can access the Contact area from the top menu. For security and data sensitivity reasons, you will have to re-authenticate before entering the contacts area. All users who have access to your Agent response account will be able to view the contacts data, however, depending on what role they have been assigned, will vary what they can do. Learn more about user roles.

Contacts table

The contacts table will have all the data from your leads. This data is only retained for a limited period, based on the package you are on.

• Standard - 30 days
• Plus - 60 days
• Premium - 90 days
• Enterprise - 180 days

   

Table fields

The contacts table will have all the information you need to know about a contact at a glance, in the table you will be able to see:

• Type - whether the lead came by email or phone
• Lead - name and contact details.
• Opportunities - from the lead forms, the essential elements such as whether they have a pet will be highlighted.
• Notes - add any notes for a lead, if there is a note against a contact, it will say Yes. Clicking on notes allows you to assign a note to an entry. This could be information you’ve collected from a phone call or email with the lead.
• Processed - Whether a lead has been dealt with, or still needs to be looked at. The ‘Processed’ column allows you to toggle the row as dealt with. If you’ve spoken with the lead and no further contact is necessary, you can toggle this option to ‘on’.
• Staff - the staff member assigned to it, you can use the dropdown to assign different staff members. If you have multiple staff using Agent Response, you can assign them to each entry so that they know which entries they are in charge of.
• Time - the date/time the lead came in.

Searching and filtering

From the toolbar you can refine search results. By default we show all Form entries which is what most estate agents are interested in. The filters you have access to are:

• Type - Filter by the method of contact, Form entry, Phone call or All (this includes portal leads who haven't filled in the form).
• Sub-Type - For the Form Entry type, you can further refine by which form has been completed.
• Office - Filter forms by the office they cam through.
• From - All leads from a specific date.
• To - All leads up to a specific date.
• Search - Use the search bar to find specific leads using name and email address.

You can also bulk update whether a lead has been processed or not by checking the ones you want to update and using the options drop-down to change the status to processed or unprocessed.

Lead profiles

By clicking on a lead’s entry, you will be taken to the lead profile pages where you can see further information about the lead. This will have their name, email and phone number.

The table will show all the form entries, phone calls and portal leads submitted by this lead. There is also the ‘View’ option in table, that lets you drill down further on a user profile entry by viewing the form they completed.

You can navigate back using the breadcrumb trail at the top of the page.

For the Contacts CRM, see also, lead management, assignment and locking system.