Lead Tracking | Overview

Rentec Direct property management software includes a mobile-friendly Lead Management and tracking system. This system keeps a list of vetted, pre-qualified prospective tenants to fill vacancies quickly and automatically matches prospective tenants to available properties based on their interests and rental preferences. 

Rentec Direct has also partnered with Tenant Turner to provide you with more options for lead management options and create a portfolio of prequalified potential tenants. Learn more about  Tenant Lead Scheduling | Tenant Turner.

Lead Tracking Basics

This article will walk through: 

• Activating the Lead Tracking option
• Marketing Searchable Properties
• How prospective tenants create Guest Cards or add themselves as leads
• How you and your team can
  • Add Leads
  • Edit Leads
  • Archive Leads
  • Reactivate Leads
• Communicating with Leads
  • Notify Leads of potential property matches as they become available
  • Email and text Leads
  • Document communication with Leads
• Convert Leads into tenants

Activate the Lead Tracking Option

1. Click on Settings
2. Under Program click on Program Defaults
3. Under General Preferences change:
   1. Use tenant Lead matching system to Yes 
   2. Allow Leads to save searches on listings site to Yes to allow prospective tenants to create Guest Cards on your website
4. Click on Save Changes

Marketing Searchable Properties 

Available properties can be searched on the Custom website included with your Rentec Direct account, your website if you are Using Your own Domain, and if selected on syndicated sites. 

System Note: The rent and deposit amount is pulled from the property profile. For PM clients, the marketing manager will be notified of new leads and applications. Quickly Edit Rent and Deposit amounts in your Rentec Direct account.

The Marketing Info page is where the data for search criteria is located and can be edited.

In your Rentec Direct account:

1. Click on Properties
2. Right-click on the property and select Marketing Info
3. Property Identification - Information entered in this section will be displayed on marketing pages, including syndicated sites. Bedrooms and Bathrooms are part of search criteria options and should be indicated.
   
   Pro Tip: This is the perfect time to try the Listing Generator with AI technology. Enter a brief description, complete the search criteria features, and click on Generate Description for a captivating, editable description.
4. Search Criteria -  This section allows you to customize searchable criteria per property. Start typing the Search City to display a list of options and select the city from the list. Only the Search Cities selected from the dropdown will match searches. 
5. Pictures -  Click Choose Files or "+ Add Picture" to showcase your available rentals. Right-click on uploaded photos for editing options 
6. Publishing - This section allows you to set the level of external access to your listings.  
   1. Publish Online Listings - Check this option to have the listing display on your website or if you will be syndicating the listing
   2. Accept Online Applications - Check this option to display an "Apply Now" link to your Online Rental Application in your listings
   3. Enable Syndication - Check this option to syndicate your listing to third-party sites and get additional exposure for your listing
7. Resources - Provides links to published properties to be reviewed or shared with individuals who may have contacted you directly to apply or would like to be added to your lead list.
   1. This Property's Public Page link allows you to review or share the specific property link
   2. All Public Listings link allows you to review the list of all published listings or share the link to all available properties
   3. Preview and set up your Craigslist listing link is available to clients that would like to post their listings on Craigslist
8. Click on Save Changes

How Prospective Tenants Create Guest Cards (get added to your lead list)

The property search system on your Marketing page works within our new responsive design, ensuring ease of use on mobile devices. When your Rentec Direct provided website has been activated, prospective tenants and leads can easily search your properties on a mobile phone, tablet, or desktop computer. The following steps describe how a prospective tenant can create a Guest Card with minimal information on your website.

Pro Tip: Copy and email steps 1-5 below, along with a link to your website, to prospective tenants wanting to create a guest card to be notified of future matches.

On your Rentec Direct website, the Lead will:

1. Click on Rentals, to see a list of available properties. Use the search filter at the top of the page to narrow the search.
2. Enter Requirements such as Rent amount, Bedrooms, Bathrooms, City, State, Facilities
3. Click on Save Search
4. A screen will then be displayed to enter the name and contact information. Required fields are marked with an asterisk.
5. Click on Save to create a Guest Card (lead)

Notes: When a Guest Card is saved

• A lead will automatically be added to your list
• The individual will receive a confirmation email allowing them to edit or unsubscribe

Managing Leads

1. Click on Tenants
2. Click on Leads List 
3. Use the Filter dropdown to narrow the search to Active only or All. (The pink-colored rows reflect archived Leads)
4. Right-click on a Lead for options to make notes, communicate with a lead, convert to a tenant, or archive from the active lead list.
5. Click on +Add a Lead to create a new Lead
6. Enter the Personal Information, Rental Criteria, and Desired Rental Location
7. Click on Save Changes

Communicating with Leads

Communication is vital to keeping your properties occupied in a timely manner. 

When a lead is created from your website, the individual automatically receives an email confirmation with the option to edit their information or unsubscribe. The lead is added to your list, and communication moving forward is easily managed in your Rentec Direct property management software. 

To access options for communicating with leads:

In your Rentec Direct account:

1. Click on Tenants
2. Click on Leads List
3. When properties become available, a notification can be sent to All Leads or Individual Leads
   1. Click on Notify All Leads to notify all leads that there are properties matching their search requirements.
   2. Right-click on an individual lead to access a menu with options to:
      1. Messaging to send an email or text to the individual
      2. Notify the Lead to send the individual an email letting them know there are properties matching their search requirements, with a link to view listings and an option to "Unsubscribe." 
      3. Log Contact Notes to document conversations and Enable Reminders to follow up
      4. Sticky Note can be added to the lead
      5. Notes & History is where you can see a history of communications with the individual, add new notes and sticky notes

Convert Leads Into Tenants

When a Lead has met your requirements, they can quickly be converted to a tenant, preserving information on the Guest Card to their tenant information.

In your Rentec Direct account:

1. Click on Tenants
2. Click on Leads List
3. Right-click on a Lead and click on Convert to Tenant
4. Click on Add Tenant

Once the Tenant has been added, you can Place the Tenant into a Property.