Lead Claim Tiers and Follow Up

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Lead Claim & Follow Up

LEAD CLAIM DASHBOARD

HouseSigma expects that you will handle our inquiries in a way that upholds our commitment to communication.

To ensure we deliver a quality experience to each and every client, we have developed a Communication Protocol and a Follow Up Boss Certification program to ensure that the Communication Protocol is followed.

Purpose
The Lead Distribution and Follow-Up Policy was established to ensure that the HouseSigma roster consists of active, producing members, and that HouseSigma clients are serviced in a professional manner.

Commitment
The Contractor commits to following the published follow-up protocols.
The Company will provide access to leads as outlined below.
The Company reserves the right to discontinue lead flow at its sole and absolute discretion.

The first avenue available to you is claiming leads from the Lead Claim Dashboard.

Other avenues include Revive and Thrive, as well as our ISA Program. Click on each to learn more.

Lead Claim Tiers

Lead Claim Dashboard Tiers

Your performance will determine the Lead Claim Level you operate on. As you close more leads, your claim level increases. These tiers refer to HouseSigma client sales/leases.

Level 1

You can claim: 0 Sale, 5 Lease
Capped at 100 leads until conversion

Level 2

To unlock Level 2, you must complete 3 Lease deals
You can claim: 1 Sale, 5 Lease (per day)
Capped at 100 leads until conversion

Level 2B

To unlock Level 2B, you must complete 1 Sale deal
You can claim: 1 Sale, 5 Lease (per day)
You can see leads 45 minutes ahead
Capped at 100 leads until conversion

Level 3

To unlock Level 3, you must complete 5 Sale deals in the last 6 months
You can claim: 2 Sale, 5 Lease (per day)
You can see leads 45 minutes ahead
Capped at 100 leads until conversion

Level 4

To unlock Level 4, you must complete 2 Sale deals for 3 consecutive months
You can claim: 3 Sale, 5 Lease (per day)
You can see leads 45 minutes ahead
Capped at 100 leads until conversion

Agents are required to remain active and maintain a high conversion rate. HouseSigma reserves the right to demote agents based on their activity level. Warnings will be issued, and agents will be given an opportunity to rectify their conversion rates.

Stages & Protocols

Previously, until Q2 2023, we had complex lead stage guidelines that often caused confusion and hindered adherence. Effective management of contact stages is crucial for developing tailored nurturing strategies.

After consulting with a committee of your colleagues, we've simplified and renamed the stages to allow for more individual discretion. Below, we’ve outlined each stage, its ideal use, and the corresponding follow-up protocols.

We're also working on implementing automation for certain stage categories, which will automatically schedule follow-up reminders when stages change, replacing the previous automation.

‼️ Real Estate Agent User = When They Are A Realtor

From time to time, you may come across another realtor who is testing the system. When this happens, please change the stage on Follow Up Boss to "Real Estate Agent User." There is no need to re-assign the lead, as the system will automatically do that for you.

New Lead Follow Up Rule

New Lead That Does Not Respond

Day 1 - Call, Email, Text

Day 2 - Call

Day 3 - Skip

Day 4 - Call

Day 5 - Skip

Day 6 - Email

Day 7 - Text

Switch To This After 7 Days Of No Response From Lead

Follow Up Every 2 Weeks For 3 Months

6 Follows Up In Total

Can Be Call, Text Or Email

Switch To This After 3 Months Of No Response

Follow Up Once A Month For 6 Months

Switch To This After 6 Months Of No Response

Follow Up Once Every 4 Months

For Life.

All of the stages require you to make detailed notes so that you are clear on the contact's needs, current situation, the last conversation, and the appropriate next steps.

For a close-up of the Automated Follow-Up Reminder Action Plan for each stage, scroll down.

Follow Up Boss Certification

Once an agent reaches 100 leads (lease or sale) or at Management's discretion, they may be tested for certification.

The following issues will result in failure:

Not setting tasks on leads
Overdue tasks
Appointments not logged correctly
Lead stage not changed correctly
7-Day Rule not followed

If the agent fails this test, it will result in either a warning or a pause of the Lead Dashboard for 30 days.

System Generated Reminders

An email (labeled 1C) addressed to the agent, containing a list of leads not contacted within one hour of the lead alert, is generated between 8 a.m. and 8 p.m. every two hours.

Action - Reaction:

Take Action: No further email will be sent.
Take No Action: Reminders will continue.

Lead Response Times:

Any lead not responded to within 30 minutes will result in a reminder email.
Any lead not responded to within 60 minutes will be reassigned back to the internal lead dashboard, and your ability to claim leads will be frozen for 24 hours.

Note: This policy also applies to leads currently assigned to you if they re-inquire or send another request. Communication with the lead must be logged on FUB to avoid warnings and claim freezes.

Policy Updates:

Please be aware that this policy is subject to change by HouseSigma Inc.

Notice of any policy changes will be delivered in writing to the company email address.

HouseSigma Inc. Brokerage

Published on the Landing Page for the entire month of August

Policy Change: New Claimed Lead Reminder System

Date: May 30, 2023

Lead Re-assignments & Freezing Lead Claims

Effective February 2022, if a representative exceeds 5 lead reassignments due to our 1D reminder Re-Assign process, their lead claiming ability will be frozen for the rest of the month.

We are introducing a capped reassignment program and will provide warning counts as reassignments approach this limit. While this change will affect only a small percentage of our representatives, it aims to promote better lead management and equal opportunities.

Policy changes will be communicated in writing to the company email address.

HouseSigma Inc. Brokerage

Updated: February 2022

Published on the Landing Page entire month of February

Please watch the video for a complete understanding!

Agent-to-Agent Lead Exchange

From time to time, HouseSigma agents may need to find a colleague to step in and serve a client. This may be for a variety of reasons:

The assigned agent is out of town, sick, or double-booked
Collaborating due to geographical service area
Agent reassignment due to a geographical service area change, experience, language barrier, etc.
Agent reassignment due to a client complaint

When exchanging leads within Ontario, use the Lead Exchange WhatsApp Group. You can join HERE.

We have recently introduced a guideline to assist representatives in determining fair compensation and to ensure there is no 'profiteering' from the exchange of leads. Along with the guide, we have an accompanying video that you can watch here.

Please familiarize yourself with the guidelines BEFORE assigning or agreeing to an assigned lead.

HouseSigma agent to agent lead exchange (1).pdf

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