Navigation, Access & Notification Preferences

• Dashboard Access: The CRM is located at crmv2.agentlocator.ca. Clicking the Home icon in the left menu returns agents to the primary leads overview screen at any point.
• Lead List Interface: Active prospects appear in a master list with new incoming inquiries dynamically displayed at the top.
• Notification Preferences: Located under User Profile (top right) > User Preferences > Lead Alerts.
  • Agents receive automated email alerts for new incoming leads by default.
  • Notification channels can be switched from email to SMS text messages.
  • High-volume notification triggers (such as email alerts every time a lead favorites a listing) can be disabled to avoid inbox clutter.

Lead File Intelligence & Contact Validation

• Accessing Lead Details: Clicking an individual lead’s name opens their detailed profile and behavioral metrics.
• Secondary Contacts: For couples or co-buyers, agents can click the edit icon on the email field and append a secondary email address separated by a comma to copy both parties on all system communications.
• Contact Status & Validation: Verified phone numbers and email addresses feature a green verification badge. If a valid contact is incorrectly marked as invalid (e.g., due to a landline, temporary delivery failure, or offline status), agents can manually override the flag and mark it valid.
• Automated & Custom Tags: Leads enter with automated tags derived from their registration intake questionnaire (e.g., First-time buyer, Needs pre-approval). Agents can click the + icon to add custom tags (e.g., New job, Bad credit) to categorize and segment contacts.
• Search Analytics & Activity: Profiles log the properties viewed, favorited homes, average price, average bedroom count, preferred home types, and target locations (e.g., Bradford, Kingston, Markham).
• Mapping Tools: A map view plots all listings the lead has interacted with, while a separate map at the bottom of the profile displays the geographical location from which the user last accessed the portal.

Pipeline Stage Management

• System-Triggered Stages:
  • New Lead: Default initial status.
  • Tried to Contact: Automatically updates once an initial email or SMS outreach is dispatched.
  • Nonresponsive / Made Contact: System updates reflecting client responsiveness.
• Agent-Assigned Classifications:
  • Hot Lead: Actively shopping to purchase immediately or as soon as possible.
  • Warm Lead: Planning a purchase within approximately the next six months.
  • Cold Lead: On a longer timeline of a year or more.

Communications, Dialer & Drip Campaigns

• In-Browser Dialer & Twilio Masking: Clicking a lead’s phone number and choosing Dial Lead opens the browser-based calling tool (requires microphone access). Outgoing calls display the agent’s assigned Twilio number, protecting personal cell numbers, while inbound callbacks route straight to the agent’s mobile phone. Calls placed through the browser dialer are automatically logged and recorded for future reference.
• Direct Messaging: Agents can review communication logs and compose direct emails or two-way SMS messages inside the profile.
• E-Campaigns (Drip Marketing): Pre-scheduled text and email sequences (e.g., follow-ups asking if search criteria need adjustments) nurture unresponsive leads. Once an agent establishes live two-way communication and begins personal servicing, automated campaigns should be paused or stopped using the Stop button.
• Compliance & Unsubscribes: If a lead asks to stop contact, agents can toggle text messaging to Nope (blocking mass and single texts) or change email status to Opted Out.

Saved Searches & Property Alerts

• Curation & Scheduling: Under Saved Searches, agents can adjust criteria (price bands like $800k–$1.2M, approximate home age, property styles) on the client’s behalf.
• Send Frequencies: Alerts can be configured for daily delivery (up to three times per day), specific days of the week, bi-weekly, or monthly.
• Audit Trail: Agents can view the total number of property emails sent, view timestamps, and click into sent emails to preview what the client received.

Tasks, Batch Actions & System Support

• Task Reminders: Custom tasks (e.g., follow-up calls) can be scheduled with specific due dates and priority levels, generating automated email reminders on the due date. Note: Agents should reserve tasks for critical follow-ups rather than overtasking every lead, using filters for standard routines instead.
• Manual Entry & Universal Search: Agents can manually input non-Google leads using the add-lead feature or locate existing records via the top search bar (by name, email, or phone).
• Mass Actions: Selecting individual checkboxes or clicking the master checkbox enables bulk operations, including mass emails, mass texts, bulk task creation, and batch tagging/untagging (e.g., mass-applying or removing a “spam” tag).
• Custom & Pinned Filters: Agents can build custom filter queries (e.g., Pipeline Status = Tried to contact today) and pin them to the top dashboard header for rapid daily workflow access (recommended pinned presets: Hot Leads, Warm Leads, Cold Leads, and priority tiers).
• Help Resources: Clicking the top question mark icon searches Agent Locator’s knowledgebase articles, while the bottom question mark provides a direct Contact Us form for customer support.