Setting up a Prospect Group

Last Updated: Jun 08, 2016 10:19AM CDT
Prospect Groups are used to set up Inquiry Routing to a Distribution Manager(s) in the Prospect Manager Pipeline or directly to certain agents in this group. The Prospect Group also contains the Partner ID that is needed for Zillow Tech Connect.
Clients have the ability to chose from 3 different Prospect (currently just from Zillow) Assignment flows. Incoming prospect behavior is dependent on the way the Prospect Group is set up. The three options are: Single Distribution Manager for Manual Prospect Assignment, Multiple Distribution Managers for Manual Prospect Assignment, or Round Robin Agent Assignment of Prospects with no Distribution Manager.

1) Prospect Group Creation
  • Login as the System Admin. Only the System Admin has the ability to create prospect groups.
  • Click on the '+' sign -> Click on Prospect Groups
  • Create a New Prospect Group
  • Give Prospect Group a name. We recommend something specific to help identify this Group
  • After clicking save, you will notice the "Integration ID which is automatically populated. This ID is what will be used currently for the Partner ID with Zillow Tech Connect and for other integrations moving forward.
           Note: Sites must be enabled for this ID to populate correctly.

2) Single Distribution Manager with Single Zillow Account
By Setting the Prospect Group up in this fashion, all incoming Prospects from Zillow will route into a single Distribution Agent's Prospect Manager Pipeline where he/she will have the ability to manually assign out prospects to their Prospect Group Agents. 
  • Adding Distribution Managers
    • Navigate to your Prospect Group Record (Login as the Admin -> Click the '+' -> Prospect Groups)
    • Select New Distribution Manager
    • Fill out the Distribution Manager Information - this is the user responsible for assigning out new Prospects. Make sure it is actively checked.
  • Click save.
    • Note: When an associate is added to this role, their user record will automatically receive the Prospect Manager Permission Set. This gives them access to the Prospect Manager tab.
  • Adding Prospect Group Agents
    • Navigate to your Prospect Group Record
    • Select New Prospect Group Agent Manager
    • Fill Out Prospect Group Information - the users the Distribution Manager will be able to assign new incoming Prospects to from the Prospect Manager
    • Prospect Group Agent Name - Auto generated number
    • Prospect Group - Lookup to Prospect Group Record (will auto-populate when created off of Prospect Group)
      • Associate - lookup to Associate records tied to users
      • Active - Default = Checked - Checked checkbox will activate the group. If there are multiple Distribution Managers, inactivating one will route Prospects to other(s), if not, will switch to Round Robin Agent Auto-Assignment
    • Click Save.
    • Add additional Prospect Group Agents as necessary
3) Multiple Distribution Managers with Single Zillow Account
This flow is utilized by Team/Groups that wish to have multiple Distribution Agents tied to a single Zillow Account, who then assigns Prospects/Leads to certain Agents. By setting up the Prospect Group in this fashion, all incoming Prospects from Zillow will Round Robin Route into the individual Distribution Agent's Prospect Manager Pipeline where he/she will have the ability to manually assign out prospects to their Prospect Group Agents.
Note: If an incoming Prospect (Inquiry) has the same email as a contact owned by a user in this Prospect Group, the incoming inquiry will bypass the Prospect Manager screen and associate directly to the contact and send an agent notification.
 
  • Add Distribution Managers
    • Follow the same steps from #2 and add additional Distribution Managers
    • Should look something like this once complete:
  • Add Prospect Group Agents
    • Follow the same setup steps from #1
    • Should look something like this once complete:
4) Round Robin Agent Assignment of Prospects with no Distribution Manager
This flow is utlized by a group of Agents that do not have a distribution Manager, but they all work with a single Zillow Account. When utilizing this setup, there will be no assignment or interaction with the Prospect Manager and incoming prospects/leads will Round Robin.
 
  • Add Prospect Agents
    • Add Prospect Agents as showin in #2
    • They should look something like this after completion:
    • Prospect Group Setup is now complete and you can setup the Zillow Tech Connect component and Prospects will be headed your way!



       
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