Managing Leads

The Leads page shows all enquiries from potential buyers that have been assigned to your broker firm. Leads may come from builder-assigned referrals, the mortgage calculator tool, or the Own New directory.

Broker Admins and Owners can view leads, update broker status, add broker notes, and export CSVs.

Accessing Leads

1. Log in to your broker account
2. Navigate to Leads in the sidebar
3. You'll see a dashboard with stats, filters, and a table of all your firm's leads

Dashboard

At the top of the page, four stat tiles give you an at-a-glance summary. Click any tile to filter the table to that group; click it again (or click Total leads) to clear.

If you haven't set an email for new-lead alerts yet, an amber banner sits above the tiles prompting you to Set up lead notifications. Follow the link to add an address in settings.

Lead Sources

Leads come from different channels:

Table Columns

The leads table shows the following information for each lead:

Rows are clickable — click anywhere on a row to open the lead. Leads are sorted by Lead ID, newest first.

Viewing Lead Details

Click any row to open the lead in a centred modal. The modal has two columns:

Left column — who is this?

A tinted sidebar that stays stable while you work. It shows:

• Source chip + Lead ID reference
• Initials avatar, name, and "Received X ago"
• Contact — email and phone as clickable pills
• Purchase — property price, deposit, and loan-to-value in a single card
• Development — development name with builder brand

Right column — what are you doing?

This is where you action the lead.

• Status strip at the top: set or change your broker status (see statuses below). The team member who last touched the lead is shown on the right as "Updated by …".
• Your notes — add or edit private notes about this lead (up to 5,000 characters), with Reset and Save note buttons. Notes are private to your team — the builder does not see them on this panel.
• Do not contact — optional opt-out checkbox that syncs the buyer's Email Opt Out flag in Zoho.
• From the builder tab — the builder's notes for this lead (read-only), so you can see any context they've passed across.
• Activity tab — a chronological feed of status changes, broker assignments, and notes activity, with each event showing who and when.

If the buyer included an enquiry message, it appears between the status strip and your notes so you can read what they asked for.

Updating Broker Status

Track your progress with each lead using broker-specific statuses:

These statuses are separate from the builder's lead status. The broker view does not expose or change the builder's status.

To update your status:

1. Click the lead row to open the modal
2. Open the Status dropdown at the top of the right-hand column
3. Pick the new status — it saves automatically

Note: Only Broker Admins and Owners can update broker status.

Note: Updating your status or notes automatically records you as the team member who last updated the lead.

Adding Broker Notes

Record your notes and progress on each lead:

1. Click the lead row to open the modal
2. Type into the Your notes textarea in the right-hand column (up to 5,000 characters)
3. Click Save note. Reset discards unsaved changes.

Your broker notes are separate from the builder's notes. The note content is private to your firm, while the shared activity feed records that notes were updated. Builders cannot read the note text.

Note: Only Broker Admins and Owners can add or edit broker notes.

Bulk Actions

Perform actions on multiple leads at once:

1. Use the checkboxes to select leads (or select all with the header checkbox)
2. A bulk actions bar appears at the top showing how many leads are selected
3. Use the Update Status dropdown to change the status of all selected leads at once
4. Click Clear Selection to deselect all

This is useful for managing large numbers of leads efficiently.

Note: Bulk status updates are available only to Broker Admins and Owners.

Searching and Filtering

Find specific leads quickly using the filter bar above the table.

Search

Type into the search box to match name, email, phone, or development. Search works across all your leads, not just the current page. Results update as you type.

Tile filters

Click any of the four stat tiles to filter the table to that group (Total, New leads, Nurturing, Lost). Click it again — or click Total leads — to clear.

Date range

Use the segmented pill group to pick All time, Today, This week, or This month. For a bespoke range, click Custom range to reveal two date pickers, then clear the dates to revert.

More filters

Click More filters to choose a lead source, reveal the full list of individual broker statuses, or select Unassigned. Selecting any status there filters the table the same way as clicking a tile. Clear filters resets the drawer.

Pagination

When you have more than 20 leads, pagination controls appear at the bottom of the table. Use Previous and Next buttons or click a page number to navigate.

Exporting Leads

Export your leads to CSV for use in other systems or for analysis.

1. Apply any filters you'd like (optional)
2. Click the Export CSV button at the top of the page
3. The file downloads automatically with today's date

The CSV includes all lead information: contact details, property details, status, notes, outcome data (closed reason, sales completion date, final product type, final house price, Own New attribution), and more.

Note: Only Broker Admins and Owners can export leads.

Auto-Attribution

When any team member updates a lead (status change or notes update), they are automatically recorded as the person who last actioned that lead. This appears in the Received cell and at the top of the lead modal ("Updated by …") and helps your team:

• Track who is actively working each lead
• Avoid duplicate outreach
• Coordinate follow-up activities

Notifications

You'll receive in-app notifications when:

• A builder assigns a new lead to your firm
• A builder changes the status of a lead assigned to your firm

Notifications appear from the bell icon in the sidebar footer. You can also opt into email alerts from Settings → Organisation → Lead Notification Email — the amber banner above the dashboard links there directly when no address is configured.

Team Roles and Lead Access

Best Practices

1. Check leads daily — Review new leads to ensure quick follow-up
2. Update your status — Keep broker statuses current so builders can track progress
3. Add detailed notes — Record key conversation points and next steps
4. Respond quickly — Contact new leads within 24 hours for best conversion rates
5. Track team activity — Use the assignee shown with Received and the modal activity to avoid duplicate outreach
6. Monitor sources — Track which channels bring your best leads

Need Help?

• Use the contact form
• Speak with your account manager