Brokers, agencies, lead sources, visits and duty shifts
How to build the sales force (brokers, teams and partner agencies), register the acquisition sources with a duplicate policy, schedule and measure visits with a broker ranking, and organize stands and the duty roster with no overlap.
Four screens handle who sells and how the lead arrives: Brokers, Lead sources, Visits and Stands & duty. They hold each other up, because a visit belongs to a broker, at a stand, originating from a source.
Brokers, teams and agencies
Open Brokers. The screen gathers the sales force into three blocks: brokers, teams and partner agencies.
- To register a partner, type the agency Name in the field provided and click Add.
- Click New broker and enter Name, License, Email and Phone.
- Choose the broker's Agency, or tick House (internal) when they belong to your own team.
- Click Save.
A broker has the status Active, Inactive or Suspended, and can be removed. The link to an agency or to the house is what later splits the sale commission between the broker, the agency and the house.
Lead sources
Open Lead sources to register where your prospects come from. The types are Portal, Paid media, Referral, Organic, Event, Walk-in and Other. Each source has an Active or Inactive state, default UTM parameters, a duplicate policy and a distribution rule.
- Duplicates defines how to recognize the same lead arriving twice: Any identifier, Document, Phone, Email or No dedupe.
- Distribution defines who the lead goes to: None, Round robin or Least load.
Deduplication is conservative and country neutral. It normalizes the document, the phone and the email and only treats something as a duplicate when there is a reliable identifier, so a lead with no strong data is never collapsed into another one by mistake.
Visits
Open Visits to schedule and measure in person appointments.
- Click Schedule visit and enter the Broker, the Development, the date under Scheduled for and any Notes.
- After the appointment, click Complete and record the Outcome.
- Follow the indicators at the top of the screen.
The visit statuses are Scheduled, Completed, No-show and Cancelled. The outcomes are Interested, Made proposal, Reserved, Undecided and Not interested. The indicators show Total, Completed, No-show, Conversions and the Conversion rate, which is the visits that turned into a proposal or a reservation over the visits actually completed. The Broker ranking sorts the team by that same criterion.
Stands and duty shifts
Open Stands & duty to register your sales points and build the roster.
- Type the stand Name and click Add.
- Under Duty roster, click Schedule shift and choose the Broker, the Stand, the Start and the End.
- Check On duty now to see who is at the stand at this moment.
Shifts have the status Scheduled, Active, Done and Cancelled. The roster refuses to put the same broker on two shifts that overlap in time. Back to back shifts, where one ends exactly when the next begins, are accepted, because there is no real overlap.
Common questions
Removing a broker, an agency or a stand takes the record off the list, but does not erase the history of visits, proposals and sales already recorded. If the conversion rate shows zero, check whether the visits were marked as Completed with the outcome filled in: the calculation uses only completed visits as its base and returns zero when there is no base, instead of showing an invented number.