Lead Tracking | Overview and FAQ

Rentec Direct's intuitive Lead Management feature is a mobile friendly way to enhance your occupancy rates. It goes beyond traditional tenant lead tracking by automatically matching prospective tenants with your available properties based on their interests and rental preferences, and proactively notifying you of existing leads that align with newly vacant properties.

🌟The Lead Tracking feature identifies an Available Property as one with Marketing Info set to Publish Online Listing. (Allowing Online Applications and Enable Syndication are optional)

Lead Tracking Basics

Once Lead Tracking has been activated, you can easily;

1. Add Leads
2. Identify Matching Leads
3. Communicate with Leads through your software
4. Move in leads or convert them to Tenants
5. Archive, Reactivate, or Delete a Lead

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

Activate Lead Tracking

Before the system offers you or the prospective tenant the option to create a lead or guest card, you will need to activate the Lead Tracking options.

Lead tracking options allow you to choose:

• If you would like to use the lead matching system
• If you would like to receive an email notification when a tenant is moved out and an existing matching lead is identified. Notifications for PM accounts will be sent to the Marketing Manager indicated in the property profile.
• Allow leads to create a guest card or add themselves as a lead, or if you prefer, only your team to add leads.

Click this link for step-by-step instructions to Activate Lead Tracking

Add Leads

Adding leads in Rentec Direct is a straightforward and mobile-friendly process. You and your team can quickly convert emails, phone calls, online inquiries, and walk-ins into leads.

Prospective tenants browsing your Rentec Direct website can create a Guest Card, automatically adding them to your lead list. They will receive an email confirmation allowing them to edit their search or unsubscribe. This feature provides valuable information about their preferences, rent requirements, desired location, and preferred facilities.

Leads are also able to edit their information by logging in through the automatic notification they receive, or you can right-click on a lead to access the edit option keeping their information up-to-date.

Click this link for step-by-step instructions to Add Leads

Identify Matching Leads

Rentec Direct takes the task off of you in identifying Matching Leads.

Rentec Direct's automatic alert feature will send you a notification when you have existing matching leads with a newly vacant property. When the tenant is moved out you will automatically receive an email with a list of all matching leads to that property.

There may be times when a tenant has given notice, but not yet moved out or maintenance is still preparing the unit and the security deposit has not been wrapped up, but you want to move forward with reviewing leads. In these situations you can easily identify matching leads by reviewing the:

• Property Card Info and
• Lead Card Info

Click this link for step by step instructions for Match Property and Move in Leads or Instantly Match New Vacancies with Existing Leads

Communicate with Leads

Rentec Direct software ensures efficient communication with leads, even initiating your first contact. When prospective tenants add themselves as Leads, they will receive a welcoming email response immediately, confirming their search criteria, a link to listings that match some or all of their criteria, and a link to unsubscribe, if they choose

From your software, you can email, text, and send notifications to leads when there's available property that matches their search criteria.

Email and Texts allow you to use customizable message templates or enter your own message with attachments or links to send to leads, which allow them to reply directly to you.

Notify is used as a notification of an Available Property that matches some or all of their search criteria and differs from an email or text in the following ways:

• It is a pre-formatted notification
• From Email is "no reply" and cannot be responded to
• Includes a link to view listings and apply if you've enabled the online application
• An Unsubscribe link if they choose to

Click this link for step-by-step instructions: Send Notifications, Emails, and Text Messages to Leads

Moving in Leads or Converting Leads to Tenants

It's easy to move leads into a property in Rentec Direct. When a lead is moved into a property, it is automatically converted to a Tenant, and all Notes & History, documents in the File Library, and Messaging history will remain associated with them as a tenant.

There may be times when you prefer to convert a Lead to a Tenant before moving them into a property, allowing you to easily run screening reports and finish your pre-screening process. The software also allows that option.

Click this link for step-by-step instructions: Moving in a Lead

Archive, Reactivate, or Delete a Lead

You can easily manage your lead list in Rentec Direct by archiving or deleting leads that are no longer active or being tracked. Archived lead profiles are stored in the Archived Lead list, preserving all historical data. From this list, you can either reactivate a lead or permanently delete it from your software.

Click this link for step-by-step instructions to Archive, Reactivate, or Delete a Lead