Website leads tile; how to action leads and mark them as complete/dealt with

When you login to VIA, the website leads tile will show you every lead which has been submitted on your website alongside key information relevant to their enquiry.

Where a contact has submitted multiple leads that haven’t been actioned, they will be grouped together within the tile to give you a complete history of the contact’s interaction with your website

Open

How do I see this information?

Simply login to VIA. The Website Leads tile will be on your home screen/dashboard

Who’s see’s what leads?

• Everyone will only see the leads which are relevant to the office they are associated with. Each user in VIA will have a branch associated to their user account:

  • Arrange a viewing requests will display for the branch marketing that property

  • Valuations will appear for the branch that deal with in that operational area

  • General call me back forms will display for all (as there is no way of defining who should deal with these general leads)

  • Super users of VIA who are not allocated to specific branch (the branch field is simply blank) will see all leads

• To edit a users branch, go to the Users tab. Search for the user you want to edit, and select the relevant branch from the drop down options to allocate them to this branch. Click Save & Close to save your changes

• To edit the operational area a branch deals with, go to the top tab (called Areas & Offices, Lead Manager, or CRM) > then select the Offices tab. Search for the relevant office, double click it or right click and select edit, then go to the associated areas section to allocate areas to the office. You can also edit specific areas by clicking the Areas tab. This video explains more about how areas can be defined in VIA https://webdadi.atlassian.net/wiki/spaces/PKB/pages/491225164

How do I action the lead?

• Click the email icon to email them back on any email client you have open (such as Outlook or Gmail)

• Click the phone icon to telephone the contact back. If you’re accessing VIA on a mobile, you’ll call them directly from your mobile. If you’re accessing VIA on a desktop, you’ll need a calling/telephone application installed

• Click the blue “Update” or “Action Lead” button. If you are using the Website Edition of our software, the lead will simply disappear from the tile. If you are using the Lead Manager Edition or CRM Edition of our software, a pop up will appear where you can add a note and set a review date to catch up with the relevant lead

What if I want my staff to access this lead information but I won’t want them editing the website?

• If a user has the following user rights, they will be able to access the website leads tile and action leads, but not be able to edit your website:

  • Advanced User

  • Standard User

  • Basic User

  • Read Only User

Can I see a report of all of my leads?

If you are using Lead Manager or CRM Edition software then yes.

• Click Reports > Website Leads to search for website lead reports. You can filter the report to show specific information you need

• Only Super User and Managers can access Website Lead reports