Lead Assignment & Neglect

Proper lead follow-up and assignment management are essential for maximizing conversions and maintaining a fair leasing process. This handbook outlines how leads should be handled, reassigned, and when they are considered neglected.

📌 Purpose

✅ Ensure all leads and applicants receive timely follow-ups.

✅ Prevent neglected leads and missed leasing opportunities.

✅ Clarify lead assignment rules and commission eligibility.

✅ Promote teamwork and communication in handling leads.

📋 Lead Follow-Up Requirements

📌 ALL leads and applicants must be followed up with a minimum of once every three days.

✅ If a lead has not been contacted within three days, it is considered neglected and may be taken over by another agent.

✅ If a lead is transferred or reassigned, activity notes in Entrata must be updated.

✅ Lead assignment is for organizational purposes only and does NOT guarantee commission.

🔄 Lead Assignment & Takeover Rules

📌 Neglected Leads (No Contact for 3+ Days)

• If a lead has gone uncontacted for more than three days, any agent may take over and begin working the lead.

• The new agent must document the takeover in activity notes to ensure a clear record of communication.

• If a lead was neglected but already assigned to an agent, the original agent loses priority over the lead.

📌 Taking Over an Active Lead (Before It’s Considered Neglected)

• If you want to take over a lead before it is neglected, you must:

✅ Speak with the original assigned agent and ask if they are okay with transferring the lead.

✅ If the agent agrees, document the transfer in the activity notes.

✅ If the agent does not agree but you still want to pursue the lead, escalate the request to a manager for approval.

📌 Transferring a Lead You No Longer Plan to Work

• If you willingly transfer a lead to another agent, you must:

✅ Document the transfer in the activity notes.

✅ Ensure the new agent is aware and ready to take over follow-ups.

💰 Commission & Activity Notes

📌 Lead assignment does NOT guarantee commission.

✅ Commission is determined only by activity notes documenting follow-ups, interactions, and lease closing efforts.

✅ The agent who works the lead the most or closes the lease will receive commission, even if they were not the originally assigned agent.

✅ If multiple agents contribute to closing a lease, management will review activity notes to determine commission distribution.

📌 Academic Breaks (Spring Break, Winter Break, Summer Break)

✅ If you are absent for an academic break, your leads will still be worked by other agents.

✅ The agent who engages with the lead most or closes the lease will receive commission.

✅ If you anticipate being out, communicate with management to ensure a smooth transition and avoid commission disputes.

🚀 Final Takeaways

📢 Consistent follow-up and clear documentation in Entrata ensure a fair and organized leasing process.

💡 Quick Reminders:

✅ All leads and applicants must be followed up with at least once every three days.

✅ Neglected leads (3+ days without contact) are up for grabs by any agent.

✅ Lead assignment does NOT guarantee commission—activity notes determine commission eligibility.

✅ If you want to take over an active lead, ask the assigned agent first; if they disagree, escalate to a manager.

✅ Document all lead transfers and activity in Entrata for transparency.

For questions or clarifications, reach out to management. Let’s keep our leasing process organized, efficient, and fair! 💼🔥