Skip to content
Agent EliteKnowledge Base

Finding and editing leads

Max Basics - How To Filter Leads

Section titled “Max Basics - How To Filter Leads”

Watch on YouTube

Step-By-Step Instructions

  1. Access Lead List

    1. From the performance dashboard click on Lead List in the left hand column.

  2. Click the Filters Button:

  3. Filter by Agent:

    1. (For Brokers or Team Leads) you can filter by assigned agents.
      Example: View only leads assigned to Gary or John, or apply the Unassigned Leads filter to see leads that haven’t been assigned yet.
    2. Select Team Members whose leads you wish to view.

  4. Filter by Lead Type:

    1. Choose from Buyers, Sellers, or Renters to narrow your focus.
      Example: If you only want to see renters, apply the Renter filter.

  5. Filter by Lead Status:

    1. Use this filter to view Active, Inactive, or Deleted leads.
    2. By default, the list shows Active Leads.

  6. Filter by Lead Rating:

    1. Lead ratings are system-generated based on the client’s activity on your website, helping you identify highly engaged leads.

  7. Filter by Lead Source:

    1. See where the leads came from (e.g., Landing Pages or a Lead Vendor).

  8. Filter by Pipeline Stage:

    1. Organize leads based on where they are in the process:

      1. Uncontacted
      2. Attempted Contact
      3. Nurturing
      4. Dead
      5. Under Contract
      6. Closed

    2. This helps you focus on leads that need immediate attention or follow-ups.

  9. Filter by Bookmarked Leads:

    1. Quickly access bookmarked leads that you are actively working on, making it easy to return to them.

  10. Filter by Subscriptions:

    1. Target leads based on their subscriptions to your email campaigns or newsletters.

  11. Use Tags to Organize Leads:

    1. Apply tags for better organization.
      Example: Use tags like first-time buyer or pre-approved to filter and find relevant leads efficiently.

  12. Once you have entered your filtering criteria click the “View ## Leads” button at the bottom of the field.

Summary

To optimize your lead list, you can use various filters to focus on specific types of leads or agents. Since this is a brokerage lead list, multiple agents might be involved, and you can apply filters to see leads assigned to certain agents. For example, if you only want to view leads assigned to Gary or John, you can simply select that filter. Similarly, you can narrow your list based on lead type, such as buyers, sellers, or renters. If you’re focusing on renters, just apply that filter to show only those leads.

You can also use filters for lead status (active, inactive, or deleted) and lead rating, which is determined by the client’s activity on your website. You can filter leads by their origin, such as landing pages or lead vendors, and by their pipeline stage, from uncontacted to closed. Additionally, you can organize your leads with bookmarks, filter by subscriptions to your mailers, and apply tags to further narrow your focus.

Max Basics - Bulk Edit Leads

Section titled “Max Basics - Bulk Edit Leads”

Administrators can select multiple leads to assign, edit, delete, export and more.

  1. Navigate to Leads > Lead List.

  2. On the right side, select the checkbox next to every lead you want to edit.

    • You can use the pagination buttons on the bottom to view more leads, and the leads on the previous page will remain checked.

  3. Click the Edit # Leads dropdown to reveal edit options. Click on the option you want to take on the leads you selected.

List of Edit Options

  • Assign to Agent - select Tag(s) you want added to the leads selected
  • Add Tags - select Tag(s) you want added to the leads selected
  • Remove Tags - select a Tag you want removed from the leads selected
  • Update Pipeline Stage - change the pipeline stage for all leads selected to the stage chosen
  • Add to Campaign - add all selected leads to a Marketing Automation Campaign
  • Delete - delete all selected leads, you will be prompted to confirm you want to delete all leads
  • Export to CSV - download a CSV file with lead detail information for all leads selected

Lead Tags

You can create and apply Tags to your leads to make tracking, filtering, and categorizing your leads easier than ever.

Applying Tags to a Lead

  1. Navigate to a specific Lead’s record page.
  2. In the Contact box on the left, locate the field labeled Tags towards the bottom.
  3. Click on the Enter Tag field and begin typing in the Tag you want to apply to the lead.
  4. You can select a pre-existing Tag from the dropdown or create a new Tag by clicking the + button to the right.
  5. Once you apply a Tag, a grey chip with that Tag name will appear under the Tags field.
  6. You can remove a Tag from a lead by clicking the x button next to the Tag name.

Filtering/Searching Leads by Tag

You can go to the Lead Search page and filter your leads based on Tags.

  1. Navigate to Leads > Search Leads.
  2. Click the FILTERS button in the upper-right to open the Filter options.
  3. Select one or more Tags by checking a Tag that appears on the right side of the Filter options screen. Only Tags that have been applied to 1 or more leads will appear on the Filter options screen, to add a new Tag, type your new Tag name into the field Enter Tag…
  4. Click VIEW RESULTS to see all leads that match all the selected Tags.

Pipeline Stage

You can track your lead pipeline stages in the business development pipeline and gauge the health of your sales funnel.

Updating an Individual Lead’s Pipeline Status

  1. Navigate to a specific Lead’s record page.
  2. At the top of all Lead record pages is an interactive pipeline status bar.
  3. Click on any Stage in the bar to set your lead’s pipeline status.
  4. You can change a lead’s status to any stage at any time and revert to a previous stage in the pipeline if desired.

Filtering Leads by Pipeline Status

You can go to the Lead Search page and filter your leads based on their pipeline status.

  1. Navigate to Leads > Search Leads.
  2. Click the FILTERS button in the upper-right to open the Filter options.
  3. Select the filter criteria Lead Stage and select which stage(s) you want to filter by.
  4. Click VIEW RESULTS to see all leads that match the lead stages you filtered by.

Lead Filtering

Users can filter their leads list by a variety of criteria to drill down into their leads. This feature is only available for the Agent CRM product.

Accessing and Using the Leads List Filter

  1. Navigate to Leads > Search Leads.
  2. Click the FILTERS button in the upper-right to open the Filter options.
  3. Select a filter criteria by selecting an option for one of the dropdowns on the left-side, or selecting a tag on the right side.
  4. Every time a criteria is applied, a grey chip will appear at the top of the Filter options screen to indicate what filters are currently applied. You can remove a filter by clicking the x symbol in any grey filter chip.
  5. At the bottom of the Filter options screen, the blue VIEW button will indicate how many lead results match the applied filter criteria. To view the filtered leads, click the VIEW RESULTS button to be returned to the filtered lead results.
  6. Clicking the CLEAR button will clear all applied filter criteria.

NOTE: The number that appears in the FILTERS button in the upper-right of the lead search screen indicates how many filters are currently applied to the lead results.

List of Filter Options

  • Lead Type - filter leads by Buyer, Seller or Renter type
  • Lead Status - filter leads by Active, Inactive or Deleted lead status
  • Starred Leads - filter leads by whether the lead has a star applied or not
  • Subscribed Leads - filter leads by whether they are subscribed to a campaign/email alert or not
  • Lead Source - filter leads by their lead source
  • Tags - filter leads by tags that are applied to their lead record

Lead Type

You can classify all leads as being a Buyer, Seller and/or Renter, and filter by this classification.

Setting a Lead’s Type

  1. Navigate to a specific Lead’s record page.
  2. In the Contact box on the left, click the EDIT link.
  3. An Edit Contact screen will open. In the last field, you can assign a lead a type. You can give a lead just one type, or all three types: Buyer, Seller, Renter.

Max Basics - Batch Editing Leads in Max

Section titled “Max Basics - Batch Editing Leads in Max”

Watch on YouTube

This video provides a step-by-step guide on how to batch edit leads within the Max CRM System, improving workflow efficiency. To begin, navigate to the lead list from the performance dashboard. You can select multiple leads by clicking the checkbox next to each name or use the top checkbox to select all leads at once. For a more specific selection, you can uncheck the top box and manually choose individual leads.

After selecting the desired leads, click the “Edit X Leads” button, where “X” reflects the number of leads chosen. This opens a menu with various options, such as adding or removing tags, updating pipeline stages, adding leads to campaigns, or exporting them to a CSV. For instance, if the selected leads were met at a military networking event, you can tag them as “military” for future targeted outreach.

Once the desired tag is applied, click “Save.” To locate these leads later, you can use the filter feature with the new tag. This efficient batch-editing process helps streamline lead management within Max CRM, saving time and improving organization.

  1. Navigate to Leads > Lead List.

  2. On the right side, select the checkbox next to every lead you want to edit.

    1. You can use the pagination buttons on the bottom to view more leads, and the leads on the previous page will remain checked.

  3. Click the “Edit # Leads” dropdown to reveal edit options. Click on the option you want to take on the leads you selected.

NOTE: All leads are selected when you click the top checkbox in the first header row.

List of Edit Options

  • Add tags – select the tag(s) you want to add to the selected leads
  • Remove tags – select a tag you wish to remove from the selected leads
  • Update Pipeline Stage – change the pipeline stage for all selected leads
  • Add to Campaign – add all selected leads to a Marketing Automation Campaign
  • Delete – delete all selected leads. You will be prompted to confirm you want to delete all leads.
  • Export to CSV – download a CSV file with lead detail information for all leads selected

Max Basics - Enhanced Lead Profile

Section titled “Max Basics - Enhanced Lead Profile”

Lead Rating

Leads will receive a rating based on their behavior, letting you focus your efforts on your most valuable opportunities and spend time on the leads who matter.

All leads with activity in the past 6 months have a score attributed to them based on their activity, such as:

  • Email click-thrus
  • Property views
  • Information Requests
  • Favoriting a Listing
  • Saving a Search

Max Basics - Add Saved Searches to Leads

Section titled “Max Basics - Add Saved Searches to Leads”

Navigate to your leads by clicking on Lead List to the left.

Click on the lead’s name. Here we will add a Saved Search for Bert Muppet.

From the lead card, click on Property Organizer, Saved Searches, and Add New.

Fill in the search parameters and click on Save Search.

You will now see the custom Saved Search in the lead card. You can edit the saved search, turn email alerts on or off, or delete the search.