Success Guide: Lead Management

This guide aims to help Rental Beast Pro users manage their leads and lead qualification process efficiently. 

What is the purpose?

This guide aims to help Rental Beast Pro users manage their leads and lead qualification process efficiently. 

Ultimately, these lead management features allow users to set up their account to only receive leads matching their parameters, easily communicate with accepted leads, and quickly begin the lead qualification process. 

By the end of this guide, Rental Beast Pro users will know:

  • How to set up lead filters.
  • How to utilize lead intake communication features. 
  • How to set up client questionnaires to help with qualifying leads. 

Step 1: Lead filtering: 

The purpose of this section is to guide Rental Beast Pro users on how to set up their filters to receive leads generated on the criteria they have set. 

The benefit is that agents can ensure they only receive leads that match their parameters. 

Below are the steps to setting up your lead filtering: 

  1. Click on “Settings” 
  2. Click the “Lead Management” located under the tab.
  3. Under this tab, locate and click “Lead Filter Configuration” at the top. 
  4. To enable the feature, you will click the button that reads “Off” to change it to “On”. 
  5. You will now be able to set custom filters for the following:
  • Minimum Rent.
  • Maximum days until a lead wants to move in.
  • Preferred Zip Codes.
  • Contact Information.
  • Excluded Sources.
  • Leads for your Exclusive Listings.
  1. Check the box next to the option that you prefer. 
  2. Once you’ve set your desired filters, click “Save Changes” at the bottom of the page. 

Pro Tip: More filters equals less leads…

Every lead is one more contact you didn’t have before, so the best practice is to use minimal filters. Why?...

The filters are based on the listing the lead was interested in. This info only gives you a snapshot of who the lead is. You may miss a lead with a much higher budget than the listing they are interested in or may even want to buy versus rent. 

Step 2: Lead intake: 

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This portion teaches users how to enable and customize their automated welcome email response for newly accepted leads. 

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This email can be the first point of contact with a client. It can be customized to introduce yourself, give an overview of what they can expect, and highlight the service that you provide.

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Below are the steps to configure your lead intake settings:

1: Configure lead intake:

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  1. Go to “Settings” in your Rental Beast Portal. 
  2. Click the “Lead Management” located under the tab.
  3. Under this tab, locate and click “Lead Intake Configuration” at the top.
  4. To enable the feature, you will click the button that reads “Off” to change it to “On”. 
  5. Once Lead Intake is enabled, a generic email is ready for your clients to receive for any newly accepted leads afterward. 

2: Enable time options:

You can set a specific amount of time for your email to send after the lead is accepted. The minimum is 1 minute. You can also select to send a reminder text to yourself, prompting you to follow up with your new lead. To enable both options, click the boxes next to each section. 

3: Customize welcome email:

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  1. Go to “Settings” in your Rental Beast Portal. 
  2. Click the “Lead Management” located under the tab.
  3. Under this tab, locate and click “Lead Intake Configuration” at the top.
  4. Click on “Advanced Settings” to reveal the welcome email. 
  5. To customize the email, click “Set Custom Content” on the right side of the page. 
  6. You will then have the ability to edit the content of the email. 
  7. To insert dynamic tags into the email, click the “Dynamic Tag” box and select the tags to place within your email. The information inside these tags will be auto-filled with the information pulled from your Rental Beast portal. 
  8. Once you have completed your email settings, click “Save Changes” at the bottom of the page. 
  9. Pro Tip: If you would like to receive a count of similar listings when you accept a lead, click on the checkbox next to “Send me a count of similar listings when I accept a lead”.  This will display a menu where you can define what you consider a “similar listing”. 
  10. Pro Tip #2: Consider adding your client questionnaire to your welcome email. See the steps below to set up a client questionnaire. 

Step 3: Lead qualification:

The steps below help users configure their settings to use a client questionnaire that can be sent to newly accepted leads. 

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The benefit is that this saves users time and reduces the steps to qualify a prospect and create market searches. 

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Below are the two methods to configure a client questionnaire:

Method #1: Configure an automated client questionnaire:

  1. Go to “Settings” in your Rental Beast portal. 
  2. Under the “Applications” section, click on the “Lead Management” tab. 
  3. Locate “Automatically send ‘client questionnaire email’ when lead is accepted” and click the slider icon toggle from “No” to “Yes” to enable the email. 
  4. Click “Save Changes”. 

Method #2: Configure a manually sent client questionnaire:

  1. Go to the “Clients” tab. 
  2. Click on “Renter Client List”. 
  3. Locate the client name you want to send the questionnaire to and select their profile. 
  4. At the very top of the profile page, click the “Send Qualification Questionnaire” button. 
  5. Click “Send A Request” to send the questionnaire. 
  6. Your client will receive an email with an invitation to complete their client questionnaire. 
  7. Information submitted by the client will be automatically populated on their client details page and you will be notified of the submission. 

You can view a past request sent to a client by clicking “View Sent Request”.