The leads auto-responder is a valuable tool to help you build better buyer relationships and manage large volumes of inbound enquiries. They can help ensure no buyer gets left without a response from your agency, and can be a great brand building tool.
Setting up the leads auto-responder
- Go to a Listing record
- On the Leads tab, select "Choose a template": this will bring up a dialog of all your pre-existing Listing merge templates. For convenience, we offer a built in "Listing Enquiry Auto Response" template, but you can pick any template you like.
- Tip: When setting up Listing mail merge templates, you have the option to choose what Listing Document categories you want auto-attached to emails that use that template. This is useful for setting up e.g. an auto-response that includes an offer form. Note that only documents marked as "Public" will get attached.
- Tip: When setting up Listing mail merge templates, you have the option to choose what Listing Document categories you want auto-attached to emails that use that template. This is useful for setting up e.g. an auto-response that includes an offer form. Note that only documents marked as "Public" will get attached.
- Once you've selected a template, the auto-responder is active and will send emails to any new Leads received for that listing.
- You can disable auto-responses for that Listing by clicking the dropdown on the "Change Template" button and selecting "Remove"
The Leads tab also contains three convenient links at the bottom that can take you directly to the list of Leads received for that listing.
There are a few things to keep in mind with auto-responses
- You must select a template for each individual Listing if you want to enable auto-responses
- Auto-responses will be sent from Listing Agent 1
- Auto-responses will not send if:
- The Lead is manually created from within Rex (as opposed to via an email dropbox)
- The Listing is associated with the Lead after the Lead is created
- Any auto-responses sent will get marked as activity against a Lead and will get indicated on the Leads dialog. Unlike other Lead activity however, auto-responses will keep the Lead as "New" rather than moving it to "In Progress": this helps ensure that "In Progress" Leads always refer to Leads that have been actually progressed by a human.