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Managing Leads

Master the art of lead management to convert more inquiries into successful transactions.

Overview​

Effective lead management is crucial for converting property inquiries into viewings, offers, and closed deals. Genesis Fortune provides intelligent tools to help you prioritize, track, and convert leads efficiently.

Understanding Leads​

What is a Lead?​

A lead is created when a potential buyer or renter:

  • Contacts you about a property listing
  • Sends an inquiry through the contact form
  • Chats with AI and expresses interest in your property
  • Responds to your marketing outreach
  • Requests a property viewing

Lead Information​

Each lead contains:

  • Contact Details: Name, email, phone number
  • Property Interest: Which listing they inquired about
  • Message/Inquiry: Their initial message or question
  • Lead Score: 0-100 point automatic scoring
  • Intent Level: Low, Medium, High, or Very High
  • Conversation History: All interactions tracked
  • Source: How they found you (AI search, direct link, etc.)
  • Timestamp: When inquiry was received

Accessing Your Leads​

Lead Dashboard​

Navigate to Dashboard → Leads to see:

  • All leads in one view
  • Filter and sort options
  • Lead scores and status
  • Quick actions

Lead Views​

All Leads

  • Complete list of all inquiries
  • Default view showing most recent first

High Priority (Recommended)

  • Leads with score ≥ 60
  • Sorted by score (highest first)
  • Focus your energy here

By Status

  • New (uncontacted)
  • Contacted (initial response sent)
  • Viewing Scheduled
  • Offer Made
  • Closed (successful)
  • Lost (did not convert)

By Property

  • Group leads by which listing they inquired about
  • Identify your best-performing properties

Lead Workflow​

Step 1: Review New Leads​

Check for new leads multiple times per day:

  • Morning (9 AM)
  • Midday (1 PM)
  • Evening (5 PM)

Enable notifications for instant alerts:

  • Email notifications
  • WhatsApp alerts (MyGF 1.3+)
  • Push notifications

Step 2: Assess Lead Quality​

Review the lead score and intent level:

Very High Intent (80-100 points)

  • Ready to view/buy immediately
  • Complete contact information
  • Budget matches property
  • Response within hours critical

High Intent (60-79 points)

  • Serious interest
  • Good budget match
  • Respond within 2-4 hours

Medium Intent (40-59 points)

  • Moderate interest
  • Some budget concerns or timeline issues
  • Respond within 24 hours

Low Intent (0-39 points)

  • Just browsing
  • Budget mismatch
  • Incomplete information
  • Lower priority, but don't ignore

Step 3: Craft Your Response​

First Response Template​

Hi [Name],

Thank you for your interest in [Property Title]!

I'd be happy to provide more information and arrange a viewing at your convenience.

[Answer their specific question if asked]

The property offers:
- [Key feature 1]
- [Key feature 2]
- [Key feature 3]

Available for viewing:
[Your viewing schedule]

When would work best for you? I have availability:
- [Option 1]
- [Option 2]
- [Option 3]

Looking forward to hearing from you!

Best regards,
[Your Name]
[Your Phone]
[Your WhatsApp]

Response Best Practices​

  1. Respond Quickly: Within 2 hours for high-priority leads
  2. Personalize: Use their name, reference their message
  3. Answer Questions: Address their specific inquiry
  4. Provide Value: Share additional helpful information
  5. Call to Action: Suggest next steps (viewing, call, etc.)
  6. Multiple Contact Options: Email, phone, WhatsApp
  7. Professional Tone: Friendly but businesslike

Step 4: Update Lead Status​

After each interaction, update the lead status:

New → Contacted: After first response Contacted → Viewing Scheduled: After confirming viewing time Viewing Scheduled → Offer Made: After they make an offer Offer Made → Closed: When deal completes Any Status → Lost: If they're no longer interested

Accurate status tracking helps you:

  • Know where each lead stands
  • Identify bottlenecks in your process
  • Calculate conversion rates
  • Improve your strategy

Step 5: Follow Up​

First Follow-up: If no response after 24 hours Second Follow-up: After 3 days Third Follow-up: After 1 week Final Follow-up: After 2 weeks, then mark as lost

Automated Follow-ups (MyGF 1.3+):

  • System automatically sends follow-up emails every 6 hours
  • Only to leads scoring ≥ 60 points
  • Personalized based on property and lead information
  • Learn more about automated follow-ups

Lead Score Breakdown​

Understanding how leads are scored helps you prioritize effectively.

Scoring Factors (Total: 100 points)​

Response Time (20 points)

  • Inquiry within last hour: 20 points
  • Within last 24 hours: 15 points
  • Within last week: 10 points
  • Older than week: 5 points

Engagement Level (25 points)

  • Long, detailed inquiry: 25 points
  • Multiple questions asked: 20 points
  • Specific requirements mentioned: 15 points
  • Generic inquiry: 10 points
  • Very brief message: 5 points

Budget Match (25 points)

  • Budget perfectly matches: 25 points
  • Budget within 10% of price: 20 points
  • Budget within 20% of price: 15 points
  • Budget within 30% of price: 10 points
  • Budget mismatch > 30%: 5 points

Urgency/Deal Type (20 points)

  • Ready to buy/rent immediately: 20 points
  • Timeline within 1 month: 15 points
  • Timeline 1-3 months: 10 points
  • Just viewing/researching: 5 points

Contact Quality (10 points)

  • Full contact details provided: 10 points
  • Email and phone provided: 7 points
  • Email only: 5 points
  • Incomplete information: 2 points

Full lead scoring details →

Lead Management Best Practices​

1. Prioritize High-Scoring Leads​

Focus 80% of your effort on the top 20% of leads:

  • Sort by score (highest first)
  • Respond to 60+ scores within 2 hours
  • Call high-value leads instead of just emailing
  • Put low-scoring leads on automated follow-up

2. Qualify Leads Early​

Ask qualifying questions:

  • "What's your move-in timeline?"
  • "What's your budget range?"
  • "Have you been pre-approved for financing?" (for sales)
  • "How many people will be living in the property?"
  • "What are your must-have features?"

This helps you invest time in serious buyers.

3. Track All Interactions​

Log every interaction in the system:

  • Phone calls (note key points)
  • Emails and messages
  • Viewings conducted
  • Offers discussed

Complete history helps you:

  • Remember context for follow-ups
  • Transfer leads to colleagues if needed
  • Analyze what works

4. Schedule Viewings Efficiently​

Batch viewings:

  • Group multiple viewings for same property
  • Schedule back-to-back to save time
  • Offer multiple time slots

Confirm 24 hours before:

  • Send confirmation message
  • Provide directions and parking info
  • Share your contact number

Follow up after viewing:

  • Within 4 hours of viewing
  • Ask for feedback
  • Address any concerns
  • Discuss next steps

5. Handle Objections Professionally​

Common objections and responses:

"It's too expensive"

  • Highlight value and features
  • Compare to similar properties
  • Offer payment plan options (if applicable)
  • Find alternative properties in their budget

"I need to think about it"

  • Respect their timeline
  • Ask what specific concerns they have
  • Provide additional information they need
  • Set follow-up date

"I'm looking at other properties"

  • Ask what they like better about others
  • Highlight your property's unique features
  • Create urgency (if other interested parties)
  • Stay in touch as backup option

6. Convert Viewing to Offer​

After a positive viewing:

  1. Ask for the sale: "Would you like to make an offer?"
  2. Discuss terms: Price, move-in date, conditions
  3. Address concerns: Answer any remaining questions
  4. Set timeline: "When can you make a decision?"
  5. Get commitment: Application form or offer letter
  6. Follow up: Check in at agreed time

Automated Lead Management​

Automated Follow-ups (MyGF 1.3+)​

Enable in Settings → Feature Flags → Lead Scoring:

  • Automatically scores all leads hourly
  • Sends follow-up emails every 6 hours to leads scoring ≥ 60
  • Personalizes messages based on property and lead info
  • Tracks engagement and updates scores

Set up automated follow-ups →

Smart Lead Routing​

For agencies with multiple agents:

  • Auto-assign leads based on agent specialization
  • Round-robin distribution
  • Geographic assignment
  • Workload balancing

Contact support to set up team features.

Lead Analytics​

Performance Metrics​

Track your success with key metrics:

Conversion Rate

  • Leads → Viewings: Target 40-60%
  • Viewings → Offers: Target 30-50%
  • Offers → Closed: Target 60-80%
  • Overall Conversion: Target 10-20%

Response Time

  • Average time to first response
  • Target: Under 2 hours for high-priority
  • Track by day/time to optimize availability

Lead Source Performance

  • Which sources generate best leads
  • AI search vs direct vs referral
  • Focus marketing on top sources

Lead Score Accuracy

  • Do high-scoring leads convert better?
  • Adjust scoring weights if needed

View detailed analytics →

CRM Integration​

Export leads to your CRM system:

  • CSV export available
  • Includes all lead data and history
  • Regular exports to keep systems in sync
  • API integration available (MyGF 1.3+)

Common Lead Management Mistakes​

  1. Slow Response: Waiting > 4 hours to respond to hot leads
  2. Generic Responses: Copy-paste replies without personalization
  3. No Follow-up: Assuming one email is enough
  4. Ignoring Low Scores: Sometimes hidden gems in low-scoring leads
  5. Poor Tracking: Not updating status, losing track of where leads are
  6. Overselling: Pushing too hard instead of consulting
  7. Lack of Qualification: Wasting time on unqualified leads
  8. No System: Managing leads in email instead of platform

Lead Nurturing for Long-Term Prospects​

Not all leads convert immediately. Nurture long-term prospects:

Stay in Touch:

  • Monthly market updates
  • New listing alerts
  • Neighborhood news
  • Helpful buying/renting tips

Add Value:

  • Share relevant articles
  • Provide market insights
  • Answer questions without selling
  • Be a resource, not just a salesperson

Segment Your List:

  • By budget range
  • By desired location
  • By timeline
  • By property type

Automate Where Possible:

  • Email newsletters
  • Property alerts
  • Market reports
  • Birthday/holiday greetings

Next Steps​

Need Help?​