Overview
Customize your lead routing to ensure leads are matched to an Agent that will best suit their needs!
By creating custom rules, you can route incoming leads to specific Agents, based on location, property, price point, type and source, in real time.
#ProTips
Specific rules at top - Rules with more specific conditions (ex. specific property) should be kept towards the top of the list to ensure leads matching those conditions aren't picked up by another rule first!
Blank rules - You can create a blank rule that doesn't include any criteria, but allows you to assign among specific Agents. Be careful about the placement of the rule, as having it toward the top of the page will mean that all leads will be assigned through this rule before any others.
My Listing My Lead - You can toggle on the My Listing My Lead option for your team, so that for any listings associated with your Agents in your MLS, all leads that register through those addresses are assigned to the Listing Agent associated with each property.
Squeeze Based Locations - When you add a rule based on location, the system looks at what property the lead was squeezed on when routing them through your rules. We highly recommend you always qualify and verify that location is what the lead is really looking in.
Default Rule - Your default rule is your standard lead rotation settings. If a lead does not trigger a custom rule, they will fall into the default rotation.
Assigning Lenders - While you cannot create a rule for Lender assignment, you can assign a Lender to a specific Agent and then route all leads to that Agent via a custom rule. For instance, say you have a Lender supporting a particular advertising source such as "Facebook". You could setup a custom rule to assign Facebook leads to a specific Agent and then setup Lender Auto-Assign for that Agent. It is important to keep in mind that this workaround will not apply to leads that come in through an Auto-Imported Source.
Setting up Rules
Please Note: Network Admin users have access to viewing and editing all Lead Matching rules associated with each one of your platforms--and can filter your Lead Matching page to view each platform separately through a drop-down menu at the top of the page.
First, click on the + Add Rule button in the upper right corner.
BoomTown Leads vs Auto-Imported Leads
Setting up a rule for leads registering on your BoomTown site will differ from rules for leads auto-importing into BoomTown from outside sources, so it's important to review the differences outlined below carefully!
1) BoomTown Registered Leads
Enter the name of your rule in the top field and select from the following attributes:
Location (Area, City, Zip Code, County, or Specific address) - Leads matching any of the noted locations in parenthesis or addresses will trigger the rule. In other words, a lead wouldn't have to match up to all locations/addresses to trigger the rule. The only exception is for Schools and School Districts where if a school district and one of the other locations criteria are both selected, the location will have to match the city,county,zip etc. and will also need to match the School or School District.
Price Point
Type of lead (Buyer or Seller) - Select both to have Buyer and Seller leads trigger this same rule
Source - Leads matching any of the selected sources will trigger the rule
If you've entered more than one attribute in the rule, such as specific Lead Types or Sources, in order for a lead to match the rule, they will need to match any of the Lead Types AND any of the listed Sources.
If you'd instead like to have a blank rule, so that all leads that come through Lead Matching are assigned among a pool or group of Agents, you can leave all the criteria blank. Keep in mind that when you use this option, if this rule is at the top, all leads will hit that rule and not advance to others for your team!
2) Auto-Imported Leads
Before you setup a rule for Auto-Imported leads - go under TOOLS and then to your Auto-Import Leads page to be sure that "Send to Lead Matching" is selected in the drop-downs for both the Buyer and Seller options!
Enter the name of your rule and select from the following attributes:
Type of lead - (Buyer or Seller) - Select both to have Buyer and Seller leads trigger this same rule
Source - Leads matching any of the selected sources will trigger the rule (For Zillow leads, select BOTH Zillow and Zillow Web Referral)
Location - This will ONLY work for Zillow Tech Connect leads or sources that have added Metadata formatting to their new lead emails and specified a field for listing address in that Metadata that the system can match to a listing on your BoomTown website.
Price - This will ONLY work for Zillow Tech Connect leads or sources that have added Metadata formatting to their new lead emails and specified a field for listing address in that Metadata that the system can match to a listing on your BoomTown website.
If you've entered more than one attribute in the rule, such as specific Lead Types or Sources, in order for a lead to match the rule, they will need to match any of the Lead Types AND any of the listed Sources.
If you'd instead like to have a blank rule, so that all leads that come through Lead Matching are assigned among a pool or group of Agents, you can leave all the criteria blank. Keep in mind that when you use this option, if this rule is at the top, all leads will hit that rule and not advance to others for your team!
Add Agent(s) to Rule
Click on the Add Agent drop-down to select Agent(s) to be assigned to the leads matching this rule.
If selecting more than one Agent, you'll also have the option of weighing the rotation by adjusting the Leads Per Round for each Agent.
Once finished, click the Create Rule button.
If the Agent you're wanting to add to a rule isn't displaying in the drop-down, you'll need to click on the Lead Flow Settings button in the upper right corner of the Lead Matching page, and select the turn on link for that Agent.
Reorder Rules
When a lead enters BoomTown, the system will run through your rules in order from top to bottom until an exact match is found.
So after creating your rules, you'll want to be sure they're listed in order of priority (those that should be checked first at the top).
Changes to the order can be made by dragging the rules using the order icon (below)
More specific rules at the top -- Rules with more specific conditions (ex. specific property) should be kept towards the top of the list to ensure leads matching those conditions aren't picked up by another rule first!
Frequently Asked Questions
How many rules should I set up?
We highly recommend starting out with one or two rules to verify they're working as you'd like them to before adding more!
Can I set up rules for the Lender side?
Rules can only be set up for leads going into the Agent rotation. That said, you can assign a Lender to a specific Agent and then route all leads to that Agent via a custom rule.
For instance, say you have a Lender supporting a particular advertising source such as Facebook. You could setup a custom rule to assign Facebook leads to a specific Agent and then setup Lender Auto-Assign for that Agent.
I made a rule for REALTOR leads, but they keep getting assigned to me instead. Why?
The assignment settings within the Auto-Import Leads page under the Tools tab will override any rules you set up for Auto-Imported leads. To ensure the system honors the rule you've setup, you'll need to make sure the drop-downs in the Auto-Import Leads page are set to Buyer Rotation and Seller Rotation.
Why did one of my rules grey out?
If one of your rules is greyed out with a NO ACTIVE AGENTS message in the upper right corner, it's because the Agent(s) you have set to receive leads from the rule don't have their Lead Flow turned ON or are paused.
In its current greyed-out state, this rule will be inactive and skipped over until you adjust the Lead Flow settings for the Agent(s).
To do so, click on the Lead Flow Settings button in the upper right corner and select the turn on link or play icon for those Agents.
