Management Portal Overview

Introducing the RealOffice360 Management Portal

As a RealOffice360 Brokerage or Reseller partner, you can now leverage your management portal to:

• Manage Agent Activities: Oversee all agent interactions within your organization.
• Lead Management: Implement lead capture at the organization level and manually assign leads to agents for tailored follow-ups.
• Insightful Analytics: Gain deeper insights into lead assignment progress and agent performance

Feature Overview

• Agents List: View and sort agents in your organization by billing status, plan type, and current status. Manage agent license allocation and request plan changes.
• Lead Capture & Routing: Direct all website leads to your unique RealOffice360 brokerage lead capture email for seamless integration and tracking.
• Leads List: Monitor all incoming and manually added leads, customize lead sources, and track lead activities and status updates in real time.
• Assignments: Manually assign leads to agents, with comprehensive details about the lead type, assignment date, and progress stages.

Features in Depth

Agents List

This section lists all the agents in your brokerage that have RealOffice360 CRM accounts. You can sort agents by:

• Billing: this indicates who is billed for the RealOffice360 CRM account license: Agent (the agent pays for themselves) or Brokerage (the brokerage pays for the Agent's license).
• Plan: this is the subscription/license type. An Agent could be on either Premium, Premium member or Essentials plan.
• Status: this can be Trial (for new Agents, 14 day trial) or Active
• Can add members: this indicates if the Agent can add team members to collaborate with. Agents who pay for their own Premium license can always invite new members. Agents whose RealOffice360 CRM license is paid by the brokerage have this option disabled by default - to prevent the brokerage from being billed additional fees without their consent. To allow an Agent to invite team members, double click on this field to enable it.
• Assignments: this shows the number of Lead Assignments (see more below) this Agent has.

You also will have the ability to manage the license allocation, as well as remove Agent account from your organization by requesting these changes via the portal.

Lead Capture & Routing

Please keep in mind that this email address is used exclusively for automated lead capture and parsing, and should never be displayed publicly on your website or social media.

Once a Lead comes in, you will be able to see it on the Leads page and assign the Lead to an Agent.

Leads List

This section lists all the leads captured via the lead capture feature explained above as well as leads you add manually into the system. Some of the most important fields here are:

• Source: we use A.I. to infer the lead source based on the contents of the lead email (i.e. website form). You can edit this field by double clicking on it.
• Activities: this opens a dialog that lists all the activities done by this lead. If a lead submits several forms on your website, they will all show here.
• Assignments: this indicates how many Agents have been assigned this Lead. Usually, this number is 1, as only one Agent will normally follow up with a Lead.
• Last Activity: the date of the last lead activity
• Status: all Leads are by default Active. You can double click and change this to Archived if you wish. If an archived Lead submits a new form on your website, the Lead will automatically become Active.
• Actions: here you can Delete a lead or Assign the lead to an Agent. After you assign the Lead, you will see a new Assignment entry on the Assignments page.

Assignments

This section lists all the Lead Assignments you create. Currently, there is no automated lead assignment, and you will have to manually assign a Lead to one of your Agents. Some of the important fields are:

• Type: we use A.I. to infer the lead type (buyer, seller, etc.) You can overwrite this when you create the Assignment.
• Assigned at: the date you last assigned this Lead to the Agent
• Stage: (from 1 to 5) this indicates the Pipeline Stage this Lead is on the Agent's RealOffice360 CRM Pipeline. A stage of 0 indicates that the Agent has deleted the Deal associated with this Lead.
• Progress: this shows how many emails, notes and tasks the Agent has completed for this Lead assignment.
• Email sent: the date of the most recent email the Agent sent to this Lead
• Task completed: the date of the most recent task the Agent completed for this Lead
• Note added: the date of the most recent note the Agent added for this Lead

FAQ

What happens when I assign a Lead?

Automatically creates a Contact record in the Agent's CRM, along with a task due today to encourage immediate follow-up.

Can I assign a Lead to several Agents?

Yes, but each agent can receive the lead only once.

What happens when I delete a Lead?

This action deletes the Lead and its Assignments, but it does not affect the Contact, Deal, etc. that were created in the Agent's CRM account when the Lead was assigned.

What happens when I delete an Assignment?

This action deletes the Assignment, but it does not affect the Contact, Deal, etc. that were created in the Agent's CRM account when the Lead was assigned.

We believe these new functionalities will significantly empower your organization operations. Please feel free to reach out for any clarifications or additional support.