In G.J. Software (GJS), website leads are automatically captured and distributed to the appropriate sales staff. Leads come from various sources such as contact request forms, brochure downloads, live chat, social media inquiries, and house and land packages. These leads are processed in two distinct ways: standard website leads go through a round-robin distribution system, while house and land package leads bypass this system and are directly assigned to the New Home Consultant (NHC) who owns the package.
Standard website leads
Website leads originating from general inquiries, such as contact forms, brochure downloads, or social media, are created automatically in GJS as both a customer contact and a sales folder. These leads are then distributed to the sales team through a round-robin system. This system ensures that leads are assigned to the salesperson who has not received a lead for the longest time, balancing the workload among New Home Consultants (NHCs).
Process
A potential customer submits an inquiry via a contact form, brochure download, or similar online method.
The system checks if the lead's contact information already exists in GJS. If the email or phone number matches an existing contact, the system associates the lead with the existing record to prevent duplication.
If no contact exists, a new customer contact is created in GJS, and the lead is assigned to a salesperson via the round-robin system.
The salesperson receives an email notification indicating that a new lead has been assigned to them.
The lead's journey through the sales funnel is tracked in the Communications Log, allowing all team members to see the lead's history and interactions.
When no NHC is nominated in the round-robin settings, all new website leads are automatically assigned to the “first franchisee” listed in the system—the office’s Google Drive folder owner. This ensures that leads are still captured and assigned, even if the round-robin has not been properly configured. The Franchise Owner can then manually distribute the leads to the appropriate salesperson.
House and land package leads
Leads originating from house and land package listings on integrated platforms (realestate.com.au and domain.com.au) are treated differently. These leads do not go through the round-robin system and are automatically assigned to the New Home Consultant (NHC) who owns the package. This ensures that the salesperson responsible for that specific house and land package is the one who receives and manages the lead.
Process
A lead is generated from a house and land package listing on an external site.
The lead is sent to GJS and is directly assigned to the NHC associated with the package.
An email notification is sent to the assigned NHC, and the lead is logged in the Communications Log for tracking.
Note: Leads that come from third-party house and land package integration sources (e.g. realestate.com.au, domain.com.au, etc) are sent to the NHC who owns the listing for the house and land package.
Preventing duplicate contacts
To avoid creating duplicate records, the system checks the lead's email address and phone numbers against existing contacts in GJS. If a matching contact is found, the lead is updated in the system rather than creating a new contact.
Special actions for duplicate contacts
If the contact exists but does not have an active "Customer" status, they are reactivated as an active customer.
If no active sales folder exists for the contact, a new one is created.
If the lead is assigned to an inactive salesperson, the system will automatically reassign it to the next active salesperson in the round-robin queue.
Lead assignments and notifications
Each lead assigned to a salesperson triggers an email notification to that NHC. It's important to note that the number of email notifications a salesperson receives does not necessarily reflect the total number of new leads. Sometimes, an inquiry may match an existing lead that is already owned by a salesperson, so no new lead assignment occurs, though a notification will still be sent when the contact is updated.
Note: NHCs may appear to receive more leads than others if you go by email notifications alone. This is because the system may match a new inquiry to an existing contact already owned by the NHC, resulting in a notification without a new lead being assigned.
Setting up lead distribution
To configure lead distribution, franchisees must set up the round-robin system in the GJS settings. This is done by navigating to Setup > System Variables > Sales. Each office is responsible for manually adding their salespeople to the round-robin. If the round-robin is not configured, all new leads will automatically be assigned to the first franchisee listed in the system.
Setting up email notifications
In G.J. Software, the assigned salesperson will always receive an email notification when a lead is assigned to them. This happens even if the lead already exists in the system and returns to the website to request more information. The system ensures that the salesperson remains aware of every new inquiry or update to their assigned leads.
If you would like to receive a copy of all website inquiries for your office, you can configure this in the system by adding yourself as an email recipient.
Steps to set up email notifications for all website inquiries:
Navigate to Setup: Go to Setup > Email Recipients.
Select Website Enquiry: Under the Email Recipients section, find and select the Website Enquiry category.
Add Recipients: Add yourself (or others) as an email recipient to ensure that you receive a copy of all website inquiries for your office.
By setting this up, you will receive a copy of all inquiries, even if they are not directly assigned to you. This allows Sales Managers or other key personnel to stay informed about all incoming website leads, whether they are new inquiries or updates to existing leads.
Final thoughts
Website lead distribution in G.J. Software ensures a balanced and efficient process for handling incoming inquiries, with specific workflows for standard leads and house and land package leads. The system’s duplicate contact handling and automatic salesperson assignment help streamline the sales pipeline and keep leads progressing through the sales funnel.