In Command, teams now have a way to automatically distribute leads to their team members through lead routing. You can set up one big route, set up multiple routes for different days of the week/times of day, and you can even set up special routes for holidays or specific lead sources.
Once you create your lead routes, you have the ability to view reports that show, first, how many leads your team members are receiving vs. claiming, and second, how many and which routes your agents are assigned to. Using these reports, you can gauge the gaps in your routes and make changes as needed.
Only the Rainmaker(s) will be able to create or edit Lead Routes for the team, as well as taking action on a specific agent in the following report.
If you do not set up Lead Routing for your team, any lead you capture automatically in Command (with the exception of leads from your KW App and Site) will be sent directly to the Unassigned Lead Pool. From the Lead Pool, you can manually assign leads to your agents and your agents can claim the unassigned lead.
To learn how to access your team's lead routing stats, follow the steps below:
1. Log in to https://agent.kw.com with your Keller Williams login credentials.
2. Click your Reports icon, , on the left side of the page.
3. Click your name, at the top right of the page, and ensure that your team is selected, not your personal account.
4. At the top of the page, click Lead Routing.
Team Lead Routing Report
At the top right of the page, you will see a Dates filter. This allows you to narrow or expand your report data with options for Month to Date, Year to Date, and All Times.
In the top section of the report, you will see the lead routing statistics for the entire team:
- These stats only show data for leads and contacts that have come through lead routing, including the Assign to Agent lead routing rule.
Total Leads (Lead Routing) - the total number of leads that the team has received from lead routing, regardless of whether they claimed or passed on the lead (either MTD or YTD).
Leads Worked - the total number of routed leads that agents on the team have touched/contacted in the last month or year to date.
Active Leads - any lead from lead routing that is in an active opportunity (not archived, lost, or dropped out of closed phase)
Avg. Speed to Claim - the average time it takes agents on the team to claim a routed lead once it has been received.
Avg. Speed to Lead - the average time it takes agents to log an interaction once the routed lead has been claimed. This includes putting a contact on a SmartPlan.
Appointments - the raw count of leads from lead routing that have reached the appointment phase in opportunities, MTD or YTD. This count will not change if the opportunity is moved back to Cultivate phase.
Under Contract - the raw count of leads from lead routing that have reached the Under Contract opportunity phase, MTD or YTD. his count will not change if the opportunity is moved back to Appointment or Cultivate phase(s).
Closed Units - the raw count of leads from lead routing that have Closed (based on opportunity phase), MTD or YTD. his count will not change if the opportunity is moved back to Appointment or Cultivate phase(s).
Leads to Appointments - the percentage of lead routing leads that have reached the appointment phase of opportunities. Calculated by leads that have reached appointment phase over total leads from lead routing received.
Leads to Under Contract - the percentage of lead routing leads that have reached the under contract phase of opportunities. Calculated by leads that have reached under contract phase over total leads from lead routing received.
Leads to Closed Units - the percentage of lead routing leads that have reached the closed phase of opportunities. Calculated by leads that have reached closed phase over total leads from lead routing received.
Agent Lead Routing Reports and Management
Below the team report, You will see a card for each team member and the number of routes they are assigned to.
- Click the arrow next to an agent's name, and you will see the lead routing stats for that specific agent.
- You will see the same report the team has, but it will show this agents' numbers.
You can use this agent report to actually take action, based on the data you are seeing.
- Click the three dots, at the top right of the agent report, to see the actions you can take for this agent:
Set Lead Limit
Using the Team Lead Routing Stats Report page, you can set a routed lead limit for each agent on your team. When you set a routed lead limit for an agent, you are setting the maximum amount of leads, coming from lead routing, this person can have in their database, at any one time. To get more routed to them, they will have to convert one of these leads to a contact, or release one of these contacts to the Lead Pool.
While you are managing your lead routes and agents, someone might go on vacation or get sick. No matter what the situation, there is an easy way to temporarily (or indefinitely) pause routed leads from being sent to an agent, without you having to edit the actual route. You have total control over the time frame for this, so you won't have to remember to turn it back on.
We wanted to build flexibility in lead routing, so you now have a way to temporarily pause a lead route from sending leads to a specific agent, for a specific amount of time. Other routes will continue to send leads to this agent, but this is a way to purposefully control what your lead routes are sending to your agents.