Introduction

Lofty's goal is to accommodate as many team dynamics as possible. Depending on the team, certain individuals will need to access specific leads in the CRM database. To do so, Lofty has created two different lead types--each with its own view permissions. Currently, leads can be added in Lofty as either Team Leads or Private Leads.

Summary

• Visibility vs. Ownership
• Team Leads
• Private Leads
• Adding Leads as Team vs. Private
  • Manually Added Leads
  • Lead Import
  • Lofty Websites
  • Lead Capture Settings
• Existing Leads
  • From Private Lead --> Team Lead
  • From Team Lead --> Private Lead

Visibility vs. Ownership

It is important to note that just because an individual is able to view a lead does not mean they should feel like they are able to work and own that lead. Each team should establish clear rules for all team members so that only those listed in the "Assigned To" section are the ones to actually be responsible for a lead. In fact, the agent in the "Agent" slot of the same "Assigned To" section should be the primary owner. Even for someone with access to view all Team Leads, there are filters that can be used to only display leads they are actually assigned to.

Team Leads

Team Leads are visible to the following:

Team Owner/Admin

This individual will have access to view all Team Leads in the CRM database. This is the same individual who is responsible for establishing any user-level permissions for other access to be established. 

Those with Permission

Any individual user can be given permission to "Access All Team Leads" by the Team Admin/Owner. For example, the Team Admin/Owner could give access to a Team Leader, an assistant, a transaction coordinator, a marketing person etc. These individuals could then search the entire database of Team Leads to assist in their roles and responsibilities even though they are not specifically assigned to work on a lead. 

To change the permission, do the following:

1. Click on Settings
2. Select Agent under Team
3. Pick Agent Permissions from the tabs at the top
4. Toggle the "Access All Team Leads" permission off/on.

Those Listed in "Assigned To"

Even if an agent on a team does not have the "Access All Team Leads" permission, they can still be given access to a lead by being added to one of the slots in the "Assigned To" section of a lead profile. This will give them access to view and edit the lead. Once removed from that slot, they will no longer have access to view and edit the lead.

Private Leads

A Private Lead is only visible to the person who added the lead and no one else. If a lead is added as a Private Lead, not even the Team Owner/Admin can see the lead.  

For teams that do not want to allow for Private Leads to cause any confusion in their workflow, they can be disabled by doing the following:

1. Click on Settings
2. Select Agent under Team
3. Pick Agent Permissions from the tabs at the top
4. Toggle the "Add Private Leads" permission off/on.

Adding Leads as Team vs. Private

Manually Added Leads

When a lead is added manually, a user can choose whether the lead is a "Team Lead" or "Private Lead." If the user does not have permission to add a "Private Lead," this will default to "Team Lead" with no other option available. Adding a new lead manually is done via People Page > + Add Lead:

Lead Import

After starting a lead import by going to Settings > Features > Lead Import > Upload > Match Columns > Options, the user who is doing the upload has the ability to define whether leads should be entered as "Team Leads" or "Private Leads" as long as they have permission to add the latter.

Lofty Websites

Each website built with Lofty (including both the main team websites and agent subdomains) has the option to determine whether leads are populated in Lofty as "Team Lead" or "Private Lead." By default, leads entering in via a subdomain are "Private Leads." To edit this setting, do the following:

1. Navigate to the CMS Tool (website editor)
2. Select Settings
3. Choose Lead Capture
4. Click on Lead Privacy
5. Adjust the setting to Team Lead or Private Lead

Lead Capture Settings

Lofty users have the option to define whether leads will enter the system as "Team Leads" or not. If toggled off, the leads will enter as "Private Leads." This option will not be available for those who have no permission to add "Private Leads."

For Zillow and Realtor.com:

1. Navigate to Settings
2. Select Features
3. Choose Lead Capture
4. Toggle the option for Zillow and/or Realtor.com: "Imported as Team Leads"

For all other Third Party Sources:

1. Navigate to Settings
2. Select Features
3. Choose Lead Capture
4. Select Lead Capture Settings
5. Toggle the setting in the "Auto-Import as Team Leads" column

Existing Leads

From Private Lead --> Team Lead

For current leads that are "Private Leads," there are actions that can be taken to change their privacy and convert them to "Team Leads." Here are some of the different scenarios:

• As the Team Owner/Admin, if you assign a private lead to any other user on the team, the lead will automatically become a "Team Lead."
• As an Agent/Team Member, when assigning a lead to another team member or Team Owner/Admin, the lead will remain private. No other users can be listed in the "Assigned To" section for this to work.

As a reminder, "assigning leads" is done via the "Assigned To" section of a lead profile:

From Team Lead --> Private Lead

The Team Admin/Owner can change a lead from a Team Lead to a Private Lead. When changing the privacy of the lead, the lead will remain assigned to the person listed in the primary "Agent" slot in the "Assigned To" section and no one else besides that person will be able to see the lead after saving. 

A couple of important notes:

• This process can only be done one lead at a time, there is currently no option to do this in mass.
• After changing the team lead to a private lead, the Team Admin/Owner (as well as any other user) will no longer have access to see that lead.

To change from Team Lead to Private Lead, navigate to the lead profile > edit details:

Then, select "Private Lead" and note the warning that says "___________ will be converted into a private lead and you will no longer have access to it": 

Questions?

If you have any questions regarding this topic or any others, please reach out to our Support Team via email at <support@lofty.com> or by phone at 1 (855) 981-7557.