Managing Leads

The Leads page is your central hub for everyone who has shown interest in your property marketing. Leads are captured automatically from public reports, valuation forms, and manual imports, then managed from a single dashboard.

Accessing leads

Click Leads in the sidebar (or navigate to /leads).

Note: Lead management is available on plans that include this feature. If you see a lock icon, you may need to upgrade.

How leads are captured

Leads flow into your workspace from several sources:

• Report lead gate - when someone enters their details to view a public report

• Valuation form - when someone submits an instant valuation request

• CSV import - bulk upload from a spreadsheet (see Importing Leads)

• Manual entry - add leads directly from the dashboard

• Webhook - from external lead sources via your inbound webhook

Where each lead came from

Open any lead to see the marketing channel that brought them in (for example "Facebook ad", "Google ad", or "Organic search"), along with the campaign and landing page where known. See Where Your Leads Come From for the full list of labels and how to tag your links so they stay accurate.

Lead dashboard

The dashboard shows all your leads in a table with:

• Name and email address

• Location (the property or area they enquired about)

• Source (report, valuation, import, etc.)

• Date captured

• Email status (whether they have been emailed, bounced, or unsubscribed)

Filtering and sorting

Use the filter bar to narrow your lead list:

• Filter by source (report, valuation, import). The list always offers every source in your lead database, not just the ones on the page you are looking at

• Filter by status (subscribed, unsubscribed, bounced, not contacted)

• Filter by selling: what a lead told you about selling when they enquired through a Facebook or Instagram ad form or your Bio Link (see Finding potential sellers below)

• Filter by area: one of your postcode areas, such as BS49, or Out of area (leads in none of your areas, including those with no area) or No area (leads whose location has no postcode, often imported without a postcode column). A lead's area comes from the postcode in its location. On your phone the Area drop-down sits under Source and Status on the People screen

• Sort by contact name, date captured, or last interaction

• Search by name, email, or location

Filtering and sorting apply to your whole lead database, so paging through the results never changes what is included.

Finding potential sellers

When you add a qualifying question to a property ad or to the featured property on your Bio Link, every answer is kept on the lead. Anyone who values their home on your instant valuation page counts as a potential seller too. The Selling drop-down, next to Source and Status, finds them again:

• Potential sellers shows everyone who answered yes or not sure (they have a property to sell, they would need to sell to buy, or they would like a free valuation of their own home), and everyone who did an instant valuation
• Potential sellers, last 30 days shows only those who got in touch in the last 30 days
• Under each question you can also pick a single answer, including No. The number beside each answer is how many of your leads gave it
• Valued their home, at the bottom under Your instant valuation page, shows only the people who did an instant valuation

A lead who has enquired more than once appears under every answer they have given.

The potential sellers card

When someone who got in touch in the last 30 days might sell (they said so, or they did an instant valuation) and you haven't emailed them yet, a card at the top of the Leads page tells you how many there are. It is on your phone's People screen too.

• Email them opens a new email from the Thinking of selling? template, going to exactly those people. Check it and send; no report is needed. Replies come straight to you.
• See who shows them in the list, with the Selling filter set to Potential sellers, last 30 days. Choose Potential sellers instead to see older ones too.
• The card goes away by itself once you have emailed them, and comes back when a new potential seller gets in touch. The × hides it until then.

Bulk actions

Select multiple leads using the checkboxes, then use Gmail-style bulk actions:

• Send Campaign - opens Choose an email with the selected leads chosen (up to 5,000), so you can pick a template or a draft, or start from a blank email (see Emails)

• Area - Add an area gives every selected lead one of your areas (or any postcode or district you type), keeping the areas they already have; Remove an area takes one area off them and leaves the rest. A lead can be in more than one area, so to swap one area for another, add the new one, then remove the old. On your phone, hold a lead on the People screen to select it, tap any others, then press Area in the bar at the bottom

• Unsubscribe and Resubscribe - change whether the selected leads get your emails

• Delete - remove selected leads

• Export - download the selected leads as CSV, including any you selected on other pages

Exporting leads

The Export button at the top of the page downloads every lead matching your current filters, not just the page on screen. Set your filters first if you want a subset: filter to a single source, for example, and the file contains only those leads.

To export a specific handful instead, tick their checkboxes and use Export in the bulk actions bar. Your ticks are remembered as you page through, and "Select all" covers every lead matching your filters.

The file opens cleanly in Excel, Google Sheets and Numbers, and contains each lead's email, name, phone, location, source, capture date, last interaction, and status.

The lead record

Click a lead's name, or anywhere on their row, to open their full record. It slides in over your list and closes straight back to it without losing your place, and you can move to the previous or next lead without closing it at all. On a phone it opens full-screen, and each record has its own link you can copy to share a specific lead with a colleague.

The record brings together:

• Contact details - their name, email, phone, and latest enquiry location, each editable right on the page. Click a field, make your change, and a Save changes button appears. To email, unsubscribe or delete the lead, or to jump to the note box, use the Actions menu at the top right (the ... button on a phone). On a phone, a Call button beside their number and an Email button beside their address open your phone's own dialler and email app. An email sent from your email app is your own, so it does not appear in their activity timeline; Send email in the Actions menu is the way to have it recorded.

• Areas of interest - every postcode district (like CM1) the lead has enquired about, shown as small tags. A new area is added automatically whenever they enquire somewhere new, whether that's an ad enquiry, an instant valuation, or a report. You can add an area yourself (type a postcode or district) or remove one, then press Save changes. Campaigns use this list: when you send a campaign to selected areas, a lead is included if any of their areas matches.

• Last contacted - next to the date the lead was captured, the record shows the date the most recent email went to them, including the automatic thank-you and valuation emails, or Not emailed yet if nothing ever has.

• At-a-glance counts - how many instant valuations they have requested, reports they have opened, emails you have sent them (campaigns and your automatic emails), emails they have opened, and notes you have added. Sent sits next to opened on purpose, so you can tell at a glance whether a quiet lead has been ignoring you or simply never been emailed.

• Activity timeline - the full history for that lead, newest first: every instant valuation (click one to open its full details), every report they opened, every email you sent them (campaigns, and automatic emails such as the thank-you after an ad enquiry), every email they opened, every link they clicked in one of your emails (see Seeing how your emails did), every enquiry from a Facebook or Instagram ad or your bio link (a market report ad names the report they asked for), and every note you have written. Emails you sent stay in the timeline for 12 months after they go out.

Moving between leads

The left and right arrows at the top of the record open the previous and next lead in your list, and the number between them shows where you are, such as 3 of 412. They follow the list exactly as you left it, in the same order and with the same filters and search, so you can work through every lead that matches without going back to the list in between.

The arrows carry on past the end of a page: on a computer the right arrow moves on to the next page of your list, and on a phone it loads the next leads for you.

If you have changed a contact detail or started a note and not saved it, you are asked before the record moves on, so a call write-up is never lost by accident.

Emailing a lead

Open the Actions menu at the top of the record and choose Send email to write to this one person. It opens the Emails page with them already chosen, just as when you tick leads on your list and press Send Campaign: pick a template, or start from a blank email, and send. Once it has gone out it appears in their activity timeline and updates Last contacted. Your browser's back button brings you back to their record.

Send email is greyed out, with the reason under it, for a lead who has unsubscribed, whose address has bounced, or who has not confirmed their email address yet.

Notes

When you speak to a lead, write down what was said. At the top of the activity timeline there is an Add a note box: click it, type what happened on the call, and press Save note. Add note in the record's Actions menu takes you straight there.

Your note appears in the timeline alongside everything else, in date order. That is the point of putting it there: you can see that you emailed someone on the Tuesday, that they opened it on the Wednesday, and that when you rang on the Thursday they said they were waiting until spring. The whole story sits in one place, so you know where you stand before you pick up the phone again.

Notes are shared with everyone in your workspace and show who wrote them, so a colleague picking up the same lead can see what has already been said. You can edit or delete your own notes at any time using the links under each one. You cannot edit someone else's.

Once a lead has at least one note, a toggle appears above the timeline:

• All activity - notes mixed in with valuations, report opens and emails.
• Notes only - just what you and your colleagues have written.

The second is worth knowing about for a lead who has been on several campaigns, where there is a lot of automatic activity to scroll past.

On your main leads list, any lead with notes shows a small note count next to their details, so you can run down the list and see who has actually been spoken to. Leads with no notes show nothing at all.

Lead quality

Leads from the report lead gate, the email signup form, and the instant valuation tool are captured the moment a visitor submits the form. There is no longer a 6-digit verification code or a "click the link in your email to confirm" step. Junk submissions are filtered behind the scenes with:

• Email typo detection that prompts "Did you mean gmail.com?" when a common domain is misspelled

• Disposable email blocking that rejects throwaway services like Mailinator, Yopmail, Guerrilla Mail, 10minutemail, and around 121,000 other temporary inbox providers. People using a disposable address see a clear message asking them to use a permanent one, so the leads that do reach your dashboard are real

• Invisible honeypot field that traps bots

• Per-IP rate limiting to slow down brute-force junk submissions

The webhook to your CRM fires immediately on submit, so you can follow up before the lead's interest goes cold.

Unsubscribes

Every email sent through Market Trak includes an unsubscribe link. When a lead unsubscribes:

• They are marked as unsubscribed in your lead list

• They will not receive any future email campaigns

• You can still see their details, but cannot email them

Leads can also unsubscribe with the Unsubscribe button that Gmail, Apple Mail and other mail apps show beside the sender's name, and that works exactly the same way. If someone reports one of your emails as spam, they are unsubscribed automatically, so they are not emailed again.

A lead cannot resubscribe themselves from the link in an email. If someone unsubscribed by mistake and asks to be added back, you can resubscribe them from their lead record.

Bounced emails

Sometimes the email address attached to a lead stops working: the inbox is closed, the domain no longer exists, or the mail server permanently rejects messages from us. When that happens, the lead gets an amber Bounced badge on the dashboard and is automatically excluded from every future campaign send.

• Filter by Bounced in the status dropdown to see who is affected

• Hover the badge to read the exact reason your mail server gave

• Emails sent from the Emails page or the assistant skip these leads automatically, so you do not need to manually deselect them

Soft bounces (full mailboxes, brief outages) are not flagged. Only permanent failures are marked, so a lead with a Bounced badge is genuinely undeliverable rather than just temporarily unreachable.

Contact limits

Your plan includes a maximum number of contacts (leads). The current usage is visible in your profile menu. If you reach your contact limit, you will need to upgrade or remove old leads to add new ones.

Next steps

• Email Campaigns to nurture your leads

• Importing Leads to bulk upload from a spreadsheet

• Welcome Emails for automatic onboarding