Effective lead management is crucial for converting prospects into clients and driving your real estate business forward. With iHomefinder's MAX CRM, you have a comprehensive suite of tools at your disposal to capture, organize, and nurture your leads efficiently. This guide will walk you through the essential features and best practices for managing your leads, ensuring you make the most of the platform to enhance your sales pipeline and client relationships.

Lead Activity

When signing into your Control Panel, the initial landing page will show a list of the latest activities your leads have taken on the site. You can also view this page by clicking on CRM at the top of your Control Panel. These activities can include new lead sign-ups, viewed Property Detail pages, submitting Property Information Request form, Schedule a Showing, and Saved Listings. You can filter by activity type by clicking on Activity Filters to the right of Latest Activity. Clicking the name in the Lead Activity list brings you to the Lead Details for that lead which shows all Activity for the lead. 

Additional Details / Metrics

The Dashboard also provides metrics and information about the health of your leads and your business.

% with Activity  
This chart displays the overall percentage of your leads that have had at least one activity on your website in the past 30 days. 

 

 

% Subscribed 
This chart displays the overall percentage of your leads that are subscribed to at least one subscription (subscriptions include Marketing Automation Campaigns, Market Reports or Email Alerts). 

 

 

Action Center 
The Action Center provides data on actions you have taken in the past 7 days to develop your leads, and suggested actions you can take today. 

 

 

Pipeline Status 
On the Dashboard page, you can review the Pipeline Status funnel chart to understand the distribution of your leads by Pipeline Stage. 

 

 

The Pipeline Status chart displays the total number of leads in each of the following stages: Uncontacted, Attempted Contact, Nurturing, Under Contract and Closed (YTD). Note that Dead leads are not included in the chart, and only leads closed in the current year to date are counted in the Closed (YTD) section. You can hover over each section in the Pipeline Status chart to see what percent of your leads are in each individual pipeline stage.

Lead Sources 
The Lead Sources donut chart displays all sources your leads are coming from. You can hover over each section of the donut to see what percentage of leads come from that source. 

 

 

Upcoming Dates  
The Upcoming Dates box will display any Birthdays or Anniversaries coming up in the next 7 days. You can click on a lead’s name in the box to open up their record, and use their email or address to send them a well-wish or reminder to help develop your relationship. 

 

 

Lead Metric Comparisons - Past 12 Months  
This section is a bar chart that can display 3 different types of metrics that have occurred in the past 12 months. The bar chart defaults to displaying Lead Actions.

• LEAD ACTIONS - A bar chart that shows the total number of lead actions that have occurred on your website per month for the past 12 months.
• VIEWED LISTINGS - A bar chart that shows the total number of listings viewed on your website per month in the past 12 months.
• SITE SEARCHES - A bar chart that shows the total number of searches saved on your website per month in the past 12 months. 

 

 

 

 

View, Search, Delete & Sort Leads

To view your leads, click Lead List in the left sidebar. If you do not see Lead List on the left, click Leads across the top, you should then see Lead List. You can sort your Lead List by clicking on the labels in the Lead List to sort by that field. The Lead List page is a complete list of all leads in your lead database; you can search, view, create and delete leads from this page: 

Common Tasks:

• View Lead Details: click on a lead’s name to be directed to their Lead page
• Delete a Lead: hover over a lead’s row and click the Trashcan icon at the end of the row. You will be prompted to confirm whether you want to delete the lead.
• Delete Multiple Leads: click the box to the left of the leads you want to delete, then click the Trashcan icon to the right of Add New.
• Search Leads: use the search bar in the page header to search by lead name, phone number, or email address.
• View Additional Leads in the List: if you have more than 20 leads, you can navigate by clicking the left and right arrows at the bottom of the table or use the row display dropdown to view more leads on the page at a time.

Lead Filters

• Agents (if you have a Team account) - filter leads that belong to a specific Agent
• Lead Type - filter leads by Buyer, Seller or Renter type
• Status - filter leads by Active, Inactive or Deleted
• Rating - filter leads by their activity rating
• Pipeline Stage - filter by their current Stage in the process
• Lead Source - filter leads by their lead source
• Subscribed Leads - filter leads by whether they are subscribed to a campaign/email alert or not
• Tags - filter leads by tags that are applied to their lead record

Add a New Lead

To create a new lead, in the IDX control panel navigate to Leads > Lead List and click the Add New button. If you wish to import several leads at one time, see the Bulk Import section below.

The only required field to create a new lead is email. Optional fields include: Name, Phone Number, Street address, City, State, Postal Code, Birthday, Transaction Anniversary, and Type. Leads can also have an optional 2nd email address as well as phone numbers. 

Bulk Import / Additional Details

Adding Leads / Contacts

Leads are the foundation of your success with the MAX solution, making them the first and most important factor when getting started. To ensure you maximize the benefits of this powerful platform, you can easily add your leads either by importing them in bulk or entering them manually. This flexibility helps you stay organized and make the most out of your MAX plan from day one.

Manually Add a Lead / Contact

If you only have a few leads or contacts to add, you can easily input them manually. Simply navigate to the IDX Control Panel, then go to CRM > Lead List > Add New. From there, enter the contact details and save your changes.

 

 

Lead Import Template & Available Fields

You can import your leads to MAX with a built-in lead import tool. The import allows you to upload lead information via a .CSV (comma separated values) file format. See below for information about formatting your lead information and details about each potential import field.

To download a lead import template, navigate to the ‘Import Leads’ section of the control panel and click ‘Download template’.  

 

 

Basic Lead Contact Information

• Email
• Name
• Phone
• Address

Additional Fields

• Birthday
• Transaction anniversary (closing_date)
• Type
• Pipeline
• Tag
• Texting (this indicates Texting opt in for TCPA compliance)
• Market ID
• Campaign ID
• Note

Additional Fields for Broker packages:

• Agent ID

 

To upload leads

1. Log into the control panel of your iHomefinder account
2. Click on Setup in the top gray bar
3. Click on ‘Import Leads’ in the left hand side panel
4. On the Import Leads page you will find a downloadable lead import template customized to your account type
5. Click the ‘Browse File’ button
6. Select the .csv file to upload
7. Click the ‘Import’ button or review the highlighted issues and click ‘Upload Again’ when the issues are fixed

 

To Export Leads from other Systems

This section covers how to export contacts from other systems, in order to get the most out of your MAX solution, you will want to import your leads as soon as possible to get them on campaigns and email alerts.

Below are links to articles for common platforms:

• Gmail
• Outlook
• iPhone
• Android
• LinkedIn

 

Lead Field Validation

When you upload your leads via a spreadsheet, the system will scan the document and highlight any errors in the control panel interface.

Errors must be corrected for the file to be uploaded successfully. Any field with an error will be highlighted in red. You can hover your mouse over the field to see the error that we are detecting.

 

You may also see ‘Warnings’ in the Import Preview. Warnings do not need to be corrected for the file to upload successfully but serve as a notification for issues like non-supported column headers.

 

 

If there are no errors, the Import Preview will light green and say "Looks Good!"

 

 Once the leads are imported successfully a success message will display on the Import Leads Page.

 

Field Details

Email	Required field. Primary email for your lead. Each email address entered must be unique and cannot match an existing lead already entered into the system.    Accepted Values: valid email address
Name	Full name of lead.     Accepted values: custom text
Phone	Primary phone number for your lead. We recommend adding a lead’s mobile phone number, especially if you are utilizing texting in your drip campaigns.    Accepted Values: 10 digit phone number and custom text (for specific extensions or other reasons)
Address	Address line for the lead.    Accepted Values: Address Numbers and Street Name or PO Box number
City	City where the lead resides.    Accepted Values: custom input
State	State where the lead resides.    Accepted Values: full state name or 2 letter state code / Canadian province
Postal Code	Postal code where the lead resides.    Accepted Values: USA 5 digit zip codes or 7 character Canadian Postal Codes
Birthday	If you have automated greetings set up, adding your lead’s birthday will automatically enroll them in receiving automated birthday greeting emails.    Accepted Values: mm/dd/yyyy or m/d/yyyy
Transaction Anniversary	The same as the closing date for a deal with a lead. Adding this date enrolls the lead in automated transaction anniversary emails.    Accepted Values: mm/dd/yyyy or m/d/yyyy
Type	Designates if the lead is a buyer, seller, or renter.    Accepted Values: buyer, seller, renter
Agent MLS ID	For brokerage accounts, assigns leads to an agent by entering their Agent ID (found in the Control Panel under Agents & Offices).    Accepted Values: Agent ID found in the Control Panel
Pipeline Stage	Tracks where the lead is in the sales funnel.    Accepted Values: Uncontacted, Attempted Contact, Nurturing, Dead, Under Contract, Closed
Tags	Create and apply tags to leads for tracking and filtering.    Accepted Values: custom text (multiple tags separated by commas)
Texting	Indicates if a lead has consented to receiving text messages.    Accepted Values: YES, NO
Market ID	Opt leads into reports associated with a market.    Accepted Values: Market ID
Campaign ID	Links leads to campaigns using the campaign ID (found in the URL).    Accepted Values: Campaign ID
Notes	Add custom information about the lead.    Accepted Values: custom text

 

 

 

Edit a Lead

By clicking a Leads name, you can view and edit their Contact Information, Lead Type, Tags, Birthday, Transaction Anniversary, Activity, Subscriptions,  Property Organizer (saved listings / searches), To Dos, Pipeline Stage, and History (notes). To Edit, click the EDIT link in the Contact box, update their information and click Save. 

Note: You can add a Note for the lead by going to History > Add New > then select Note or Phone. 

Edit Multiple Leads  
If you click the top checkbox in the first header row, all leads will be selected. List of Multiple Edit Options

Apply Tags to Leads

MAX enables you to create and assign tags to your leads, simplifying tracking, filtering, and organizing like never before. With tags, you can effortlessly target specific lead groups for more effective email marketing campaigns.

Lead Rating

iHomefinder’s MAX rates your leads based on their behavior, letting you focus your efforts on your most valuable opportunities and spend time on the leads who matter.

All leads with activity in the past 6 months have a score attributed to them based on their activity, such as:

Lead scores are then converted into a rating that makes it easy to identify the leads with the most potential. The top third of your leads with activity will receive 3 stars, while the middle third will receive 2 stars and the bottom third, one star. Leads with no activity in the past six months receive zero stars.

Pipeline Status

This allows you to set the leads sales pipeline status. To do this, just click on the status you want the lead to be set to shown above the Activity, Subscriptions, Property Organizer and History: 

Activity

The Activity tab displays a chronological list of activities the specific lead has taken on your site. This can include signing up, viewing a listing, saving a listing, saving a search, submitting more info requests, valuation requests, and general contact requests. You can also filter the activity by clicking the Drop Down item located at the top of this section.

Subscriptions

In the Control Panel, you review and manage a lead’s Email Alerts, Email Reports and Automated Marketing Campaigns using the SUBSCRIPTIONS tab in the lead record. To review a lead’s subscriptions, navigate to a specific Lead’s record page and click the SUBSCRIPTIONS tab. This section will show you what the lead is signed up for, you can remove them from Markets, Saved Searches, as well as sign them up to Markets and or create Saved Searches for them to receive daily Listing Alerts from here. For more information on Subscriptions, this article goes into more detail. 

Property Organizer:

This shows you the Saved Searches created by the lead and listings they have Saved by clicking the heart icon on the site's front end. This is where you would edit / create saved searches for your lead.

Saved Searches

In the Control Panel, you can view, delete, turn off, and create a saved property search for individual leads and choose to assign them email alerts based on the search criteria. 

How to add a Saved Search for your client  
These Saved Searches will appear to the lead in their property organizer.

1. Navigate to a specific Lead’s record page.
2. Select the PROPERTY ORGANIZER tab, and select the SAVED SEARCHES sub-tab.
3. Click the ADD NEW button.
4. A property search modal will pop up. Use any of the search filters and/or criteria to narrow down the property data that is relevant to your lead.
5. Click the Save Search button in the upper right to save the search.
6. You will be redirected back to the SAVED SEARCHES tab. Your saved search will appear in your results with the selected criteria, and the date it was created.
7. You can activate the toggle labelled Email Alerts to start sending emails that will alert the lead of new properties that match the saved search criteria.

Favorites

In the Control Panel, you can view and add specific listings to a lead’s favorites.

How to add a Favorite Listing for your client  
These Favorited Listings will appear to the lead in their property organizer.

1. Navigate to a specific Lead’s record page.
2. Select the PROPERTY ORGANIZER tab, and select the FAVORITES sub-tab.
3. Click the ADD NEW button.
4. A property search modal will pop up. Use any of the search filters and/or criteria to narrow down the property data. To add a favorite, click the heart icon that appears on a listing on the right-side.
5. When you are done, click the x in the upper right.
6. You will be redirected back to the FAVORITES tab. The listing(s) you favorited will appear in the list. Each favorite listing includes address, price, bedrooms and bathrooms and the MLS Listing ID.
7. To delete a favorite for a lead, click the trashcan icon in the lower right of the listing.

Note: You can sort favorited listings using the SORT criteria dropdown next to the ADD NEW button. 

History

In this section you will be able to log Notes and Phone calls that you have had with the Lead.

To Do List

When viewing a lead you will find a To Do section that will list all the tasks you have set for yourself for this lead. If you want to add a new task, simply click the NEW link located in the top right of that section. The View All button (or the To Do link in the side navigation) will take you to a page where you can view all of your To Dos across all clients.

To Do List - More Details

iHomefinder MAX To Do List

Users of the Agent CRM can create tasks to help manage their workload and to associate tasks to specific leads. This feature is only available for the Agent CRM product.

 

Basics of To Do

The To Do List feature of the Agent CRM can be used to create tasks and to-do items related to your leads and your business. Tasks can be marked as completed by checking the checkbox next to the task. Completed tasks then disappear from the default page, but can be displayed again by using the button in the upper right to change the filters. A specific lead can be associated with a task, either by adding the lead to the task from the To Do page, or adding the task from the lead record page. A link to their lead record page then appears on the task block. You can see a list of all tasks associated with a single lead by looking at their lead profile page. 

 

 

Overdue Tasks

When a task is overdue, the due date on the task block will turn red and the task will appear at the top of the to do list. Overdue tasks always appear at the top of the to do list under Due Today section. Tasks that are due today but not yet overdue appear just under the Overdue tasks.

 

Add Tasks

To add a new task, click the Add New button and enter the details in the pop up window then click Save.

 

 

Filtering the Task List

Click the Filter button to easily sort your tasks and view only the items you need.

 

 

Note

The number that appears in the FILTERS button in the upper-right of the lead search screen indicates how many filters are currently applied to the task list.

 

 

 

 

 

Reactivate a Lead

To reactivate a deactivated lead:

1. In the top right of the Lead List page, click Filters > Status
2. Select Inactive and/or Deleted to see all Leads (you can uncheck Actives if you wish to hide those for now) > click the View Results button at the bottom.
3. You will now be able to see all leads that are Inactive or Deleted – click on the lead name you want to reactivate. If you don't see the Status column in the list of Leads, use the Show Columns menu to select all Columns that you wish to be displayed.
4. In the Contact box on the left, click REACTIVATE, which appears in the Status field.
5. Your lead is now reactivated.