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Lead routing, matching and alerts

Send each new lead to the right salesperson, see which units fit it, and e-mail opted-in leads when a fitting home comes up.

Every new enquiry can land with the right person within seconds, show which available units fit it, and — when the person asked for it — get an e-mail when a fitting home becomes available or gets cheaper.

Qualification and assignment

Each lead page has a Qualification card — project, language, timeline, purpose, bedrooms (at least) and budget — and an Assigned to picker listing active owners, admins and sales staff. Staff can change both at any time; the new assignee gets a notification and an e-mail. On Leads, filter by Mine, Unassigned, a person or a project; cards show the assignee's initials.

Routing rules

Owners and admins set the rules in Settings › Lead routing. Rules are checked top to bottom and the first match wins.

Select Add rule and pick the conditions: project, language and source. Leave one on Any to match everything.
Choose Assign to one person, or Rotate among people — each new lead goes to the next person, skipping anyone deactivated — and select Save rule.
Reorder rules with the arrows. Use Try it to see where a lead would go.

Under When no rule matches, choose to leave the lead unassigned or Rotate among all sales staff. You can have up to 50 rules.

Rules run once, when a lead arrives from any source — the add-lead form, the enquiry form, the agent portal or the booking widget. They never move a lead later, and a manual change always wins. A lead made while drafting a reservation or converting a buyer stays with the person who made it. When a rule assigns a lead, only that person is notified; an unassigned lead notifies owners, admins and sales staff as before.

Follow-up reminder

Leads that go quiet get a reminder. Once a day, every lead still at New with no activity for a few days is listed in one notice to the person it is assigned to. Under Follow-up reminder in Settings › Lead routing, choose how many days (1 to 30, 2 by default) and select Save reminder.

Activity is anything on the lead's timeline — a call, e-mail, meeting or note, including the entry the booking widget adds — or a booking linked to the lead. The alert e-mails the system sends to the lead do not count. A lead that moves past New, or is erased, is no longer listed.
Who is told: the assignee while they are an active owner, admin or sales person. Unassigned leads — or leads whose assignee was switched off or changed role — go to your owners and admins instead.
You get at most one notice a day, listing the longest-waiting leads first; a lead nobody touches is listed again the next day. Nothing is sent while the client pipeline is switched off.

Matching units

The lead page lists up to 10 Matching units: available units (held ones included) in the lead's project — or any project when none is set — within the budget and with at least the bedrooms asked for, cheapest first. See all opens the units list with the same filters.

In a project's Units tab, staff see how many Leads who match each available unit. Only open leads with a project, budget or bedrooms count.

E-mail alerts to leads

Alerts go only to people who agreed to them:

On the enquiry form they tick "E-mail me when a matching home becomes available or its price drops" (shown in the form's language, never pre-ticked) and give an e-mail. The box appears once the lead will have something to match on — a project (the form's own, the only one listed, or one they pick, or their chosen unit's) or a number of bedrooms. The checkbox comes with the enquiry form, so it is available wherever your plan includes that form.
On the lead page, staff can record a verbal agreement under E-mail alerts: tick "The person agreed to receive these e-mails" and select Record e-mail alert consent. If the person already opted in on the website form, that record is kept and nothing changes ("This person already opted in on the website form.").

Consent belongs to the e-mail address it was given for: if the lead's e-mail address changes, the opt-in is cleared and alerts already queued are dropped.

Routing rules and matching work on every plan.

An alert is queued when a unit becomes available — a new unit you add, or one back on sale (for example after a cancelled reservation) — or its price drops, and it fits the lead as above. Once a day the lead gets at most one e-mail, in their language and with your logo and colours, listing up to 5 units with their current price, bedrooms, area and a photo. When your agent kit link has no passphrase, each unit has a View button to its project there. The lead's Activity records "Alert e-mail sent: N units".

Alerts stop for leads at Sold or Lost, erased leads, leads without an e-mail or without a project, budget or bedrooms, and while the workspace is suspended. Workspaces without off-plan sales have no units, so no matching and no alerts.