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This article will explain how you make all the leads available to all of your users within VIA, or how you can lock down this functionality so users can only see leads relevant to their branch
How to make every website leads in VIA available
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to all users
If you are a User with the Role of Super User who is not allocated to a specific branch (ie: the Branch field is blank), you will see all of the website leads in VIA. Only Super Users not assigned to a branch will see all leads (Super Users are effectively the main administrators of your account.)
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Users can be allocated to a Branch. If your Branch branch does not have any Related Areas associated to it, you will see all of the website leads. To check whether a Branch branch has Related Areas related areas associated to it:
Login to VIA
In the left hand menu, go to the top tab (entitled Areas & Offices, Lead Manager, Property Editor or CRM)
Click the Offices tab
Click Search to view all offices, or use the search bar to specifically search for an office
Double click the relevant office from the list, or right click and select Edit
Scroll to the Related Areas section. Any area associated to the office will be ticked. If no Related Areas are ticked, then no related areas have been assigned to the branch and users assigned to this branch will see all website leads
How to lock down the leads within VIA so
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users only see leads relevant to their
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branch
Ensure all Users users have been allocated to a Branch. To assign a User user to a branch or check if a User user has been assigned to one:
Login to VIA
In the left hand menu, go to the Users tab then click Manage
Click Search to view all users, or use the search bar to specifically search for a Useruser
Double click the relevant User user from the list, or right click and select Edit
Scroll to the Branch field and ensure you have selected the relevant branch from the drop down field
Press Save and Close to save your changes, or Cancel to close the tab without saving
Please note, only Users users with a Super user or Manager role can assign or edit the branches assigned to Usersusers
To edit or assign the areas that each branch covers in terms of lead allocation
Login to VIA
In the left hand menu, go to the top tab (entitled Areas & Offices, Lead Manager, Property Editor or CRM)
Click the Areas tab
Click Search to view all areas
You will see a list of areas setup on your website, with the corresponding postcodes that define each area. These postcodes can be general or specific postcodes areas
To edit the list of postcodes, double click the appropriate area from the list
Scroll to the Postcodes field and edit the field to include the postcodes you need. Within VIA there are instructions on how to enter full or partial postcodes to help you accurately define the area
If you are happy with the list of areas and postcode allocation, go to the top tab
Click Offices
Click Search to view all offices, or use the search bar to specifically search for an office
Double click the relevant office from the list, or right click and select Edit
Scroll to the Related Areas section. Tick or untick all the areas you want to be covered by the office.
Repeat these steps to add Related Areas to all of your offices as appropriate
To see whether your Branch has Related Areas attached to it
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Login to VIA
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In the left hand menu, go to the top tab (entitled Areas & Offices, Lead Manager, Property Editor or CRM)
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Click the Offices tab, the click the Search button to view all Offices you have setup
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In essence, you are defining a series of areas by postcode. You then assign these areas to each of your offices to define where they operate and users assigned to these branches will see the appropriate leads.
What website leads will users see once I have locked down the leads?
Arrange a viewing requests- The user will see arrange a viewing requests for properties assigned to their branch
Valuations - The user will see valuation leads where the properties postcode is within the related area assigned to their office
Contact Us forms - Every user will see every generic contact form as there is now way to define where a general enquiry should go where no property details are specified
Related Articles:
Website leads in VIA; how to action and mark leads as actioned