How to manage the leads that users can see/access in VIA

Owned by Elliott
Last updated: May 17, 2024
3 min read

Every website form which is submitted on your website will be recorded in VIA so you can access your leads at any time.

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 to all users

  1. 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.)

 

The screen shot below is an example of a Super User who is not allocated to a branch who will be able to see all website leads in VIA

image-20240517-085334.png

  1. Users can be allocated to a Branch. If your branch does not have any Related Areas associated to it, you will see all of the website leads. To check whether a branch has related areas associated to it:

    1. Login to VIA

    2. In the left hand menu, go to the top tab (entitled Areas & Offices, Lead Manager, Property Editor or CRM)

    3. Click the Offices tab

    4. Click Search to view all offices, or use the search bar to specifically search for an office

    5. Double click the relevant office from the list, or right click and select Edit

    6. 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 users only see leads relevant to their branch

  1. Ensure all users have been allocated to a Branch. To assign a user to a branch or check if a user has been assigned to one:

    1. Login to VIA

    2. In the left hand menu, go to the Users tab then click Manage

    3. Click Search to view all users, or use the search bar to specifically search for a user

    4. Double click the relevant user from the list, or right click and select Edit

    5. Scroll to the Branch field and ensure you have selected the relevant branch from the drop down field

    6. Press Save and Close to save your changes, or Cancel to close the tab without saving

    7. Please note, only users with a Super user or Manager role can assign or edit the branches assigned to users

  2. To edit or assign the areas that each branch covers in terms of lead allocation

    1. Login to VIA

    2. In the left hand menu, go to the top tab (entitled Areas & Offices, Lead Manager, Property Editor or CRM)

    3. Click the Areas tab

    4. Click Search to view all areas

    5. 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

    6. To edit the list of postcodes, double click the appropriate area from the list

    7. 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. Click Save and Close once you have finished editing

    8. If you are happy with the list of areas and postcode allocation, go to the top tab

    9. Click Offices

    10. Click Search to view all offices, or use the search bar to specifically search for an office

    11. Double click the relevant office from the list, or right click and select Edit

    12. Scroll to the Related Areas section. Tick or untick all the areas you want to be covered by the office.

    13. Repeat these steps to add Related Areas to all of your offices as appropriate

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

 

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