Lead Management Guide
Learn how to capture, track, and convert leads effectively with PropertyBase.
Lead Pipeline Overview​
PropertyBase uses a visual Kanban-style pipeline to track leads through their journey:
New → Contacted → Qualified → Viewing → Negotiation → Won/Lost
Capturing Leads​
Manual Entry​
Create leads manually:
- Go to Leads > + New Lead
- Fill in contact information
- Select interested properties
- Assign to an agent
- Set initial status
Lead Form Integration​
Embed lead capture forms on your website:
<iframe
src="https://yourworkspace.propertybase.ai/embed/lead-form"
width="100%"
height="500"
/>
API Integration​
Capture leads programmatically:
POST /api/v1/leads
{
"name": "John Smith",
"email": "john@example.com",
"phone": "+1234567890",
"source": "website",
"properties": ["unit-123"],
"budget": { "min": 500000, "max": 750000, "currency": "USD" },
"message": "Interested in 3BR villas"
}
Pipeline Stages​
Configuring Stages​
Customize your pipeline stages:
| Stage | Purpose | SLA |
|---|---|---|
| New | Fresh leads, uncontacted | Contact within 1 hour |
| Contacted | Initial contact made | Follow up within 24 hours |
| Qualified | Budget and needs confirmed | Schedule viewing within 48 hours |
| Viewing | Property viewing scheduled | Follow up within 24 hours |
| Negotiation | Offer and terms discussion | Update within 48 hours |
| Won | Deal closed | - |
| Lost | Deal not closed | Record reason |
Moving Leads​
Drag and drop leads between stages, or:
- Open the lead
- Click Change Stage
- Select new stage
- Add notes about the change
Lead Details​
Contact Information​
Name: John Smith
Email: john@example.com
Phone: +1 (555) 123-4567
Preferred Contact: Email
Language: English
Lead Attributes​
- Source: Where the lead came from
- Budget: Price range
- Timeline: When they want to buy
- Property Type: Preferences
- Location: Preferred areas
Activity Timeline​
Every interaction is logged:
- Emails sent/received
- Calls made
- Notes added
- Stage changes
- Document shares
Lead Scoring​
AI-Powered Scoring​
PropertyBase automatically scores leads based on:
| Factor | Weight |
|---|---|
| Budget match | 25% |
| Timeline urgency | 20% |
| Engagement level | 20% |
| Profile completeness | 15% |
| Source quality | 10% |
| Response rate | 10% |
Score Ranges​
| Score | Label | Priority |
|---|---|---|
| 80-100 | Hot | Immediate attention |
| 60-79 | Warm | High priority |
| 40-59 | Cool | Regular follow-up |
| 0-39 | Cold | Nurture campaign |
Follow-Up Management​
Automated Reminders​
Set up follow-up reminders:
Rules:
- New lead, no contact: Remind in 1 hour
- Contacted, no response: Remind in 24 hours
- Viewing completed: Remind in 24 hours
- No activity: Remind in 7 days
Stale Lead Detection​
Automatically flag leads without activity:
- Warning at 7 days
- Alert at 14 days
- Auto-reassign at 30 days (optional)
Communication​
Email Templates​
Use pre-built email templates:
- Initial contact
- Property information
- Viewing confirmation
- Follow-up after viewing
- Price update
- Closing documents
Email Tracking​
Track email engagement:
- Open rates
- Click rates
- Reply tracking
- Best send times
Notes & Comments​
Add private notes:
**2024-01-15 - Call Summary**
- Discussed 3BR options
- Budget flexible up to $900k
- Decision expected in 2 weeks
- Follow up: Send Sunset Villas brochure
Analytics​
Pipeline Metrics​
- Conversion Rate: Leads won / Total leads
- Average Time to Close: Days from new to won
- Stage Duration: Time spent in each stage
- Loss Reasons: Why leads are lost
Agent Performance​
Track agent metrics:
- Response time
- Leads assigned vs closed
- Average deal size
- Client satisfaction
Lost Lead Management​
Recording Loss Reasons​
When marking a lead as lost:
- Select Mark as Lost
- Choose a reason:
- Price too high
- Location not suitable
- Bought elsewhere
- No longer interested
- Unresponsive
- Other (specify)
- Add notes
Lost Lead Recovery​
Periodically review lost leads:
- Filter by loss reason
- Identify recoverable leads
- Create re-engagement campaigns
Best Practices​
- Speed to Lead - Contact new leads within 5 minutes
- Consistent Follow-Up - Never miss a follow-up
- Complete Profiles - Gather all relevant information
- Use Templates - Save time with email templates
- Track Everything - Log all interactions
- Analyze & Improve - Review metrics regularly