2.1 Lead Capture Methods Overview (Real Estate Sources)

Close Master is designed to act as a central hub, capable of collecting lead information from virtually any online or offline source your real estate agency utilizes. Understanding how leads enter the system is the first step in managing them effectively. When a lead is captured, the system typically performs two key actions automatically:

  1. Creates/Updates a Contact Record: It takes the details provided by the lead (such as name, email address, phone number, property address they inquired about, specific message content) and either creates a brand new Contact record in your CRM (Contacts section) or intelligently finds an existing contact with a matching email address or phone number and adds the new inquiry information and activity to their existing record. This prevents duplicate entries and keeps all interactions with one person together.
  2. (Often) Appears in Conversations: The initial inquiry itself (like the message from a submitted Form, an incoming SMS text, a Facebook message, details from a missed call, or a chat transcript) usually also appears immediately in your unified Conversations inbox. This ensures that you or your assigned agent can see the new inquiry promptly and initiate the crucial first follow-up steps without delay.

Common Ways Real Estate Leads Enter Close Master:

Your agency can leverage numerous channels to feed leads into Close Master. Here are some of the most common methods relevant to real estate:

  • Website Forms: Custom forms built in Close Master and embedded on your agency website or standalone landing pages (e.g., "Contact Us," "Free Home Valuation Request," "Buyer Wishlist," "Schedule a Showing"). (See 2.2)
  • Landing Page/Funnel Forms: Forms specifically designed for lead capture as part of a targeted marketing campaign Funnel, such as pages promoting a specific listing, offering a downloadable seller's guide, or running a first-time homebuyer seminar registration. (See 2.2 & Chapter 9)
  • Surveys/Questionnaires: Multi-step Forms used to pre-qualify buyers or sellers by asking detailed questions about their needs, timeline, or property specifics. (See 2.3)
  • Website Chat Widget: An interactive chat bubble on your website pages allowing visitors to ask questions in real-time (if agents are available) or submit their contact information via an offline form. (See 2.4)
  • Social Media Direct Messages (DMs): Inquiries sent directly to your agency's Facebook Page inbox or Instagram Business profile message requests. (Requires integration - See 2.7)
  • Google Business Profile (GMB) Messages: Questions or service inquiries sent via the chat feature directly on your agency's Google listing in Search or Maps. (Requires integration - See 2.8)
  • Inbound Phone Calls: Calls made by leads or clients to your dedicated agency phone number(s) managed within Close Master (LC Phone). (See 2.9)
  • Email Inquiries: Replies received to marketing emails sent from Close Master, or potentially emails forwarded into the system or synced via individual user connections. (See 2.10)
  • Social Media Lead Ads (Facebook, Instagram, LinkedIn, TikTok): Leads captured instantly through integrated forms running directly within ad campaigns on these social media platforms (Requires integration and field mapping - See 2.11).
  • Manual Entry: You or your team directly adding leads you meet at open houses, networking events, conferences, or those received via phone calls or personal referrals. (See 2.12)
  • Contact Import (CSV): Uploading spreadsheets (.csv files) containing lists of past clients, sphere of influence contacts, leads from an event, or data exported from a previous CRM system. (See 2.13)
  • Online Appointment Bookings (Calendars): Information gathered when someone schedules a showing, consultation, or phone call using your Close Master Calendars booking pages. (See 2.14)
  • WhatsApp Messages: Inquiries received via your connected WhatsApp Business number (if your agency uses this integration). (See 2.15)
  • External Real Estate Portals (Zillow, Realtor.com, etc.): Leads automatically forwarded from major real estate portals or lead generation platforms, typically configured via Email Parsing or Webhooks by The Close Agency administrators. (See 2.16)

Let's dive into the details of how to set up and utilize the most important lead capture methods that you will typically manage directly within your Close Master account.