Setting up tags

Lead Assign Tags

We make it easy to distribute leads to your agents, based on the type of incoming lead, using tags. Our patent pending technology parses the incoming lead and looks for tags that you have determined. Tags can be anything from zip/postal codes, price ranges, names, products, departments, you name it!

One way to determine what tags to use is to look at your current incoming leads and see what words or phrases are included. You can then add these as tags under the “Tags” section of your lead assign account. Once you have added tags go to the “Agents” section and associate some of these tags with certain agents.


Lets say you have two agents, Bill and Jane. Bill deals mainly with residential, Jane deals mainly with commercial. In the “Tags” section you could add the following tags:

  1. residential
  2. commercial
  3. home
  4. office

Then under “Agents” you would associate the tags “Commercial” and “Office” with Jane, and “Residential” and “Home” with Bill.

If a lead comes in that says “I am interested in purchasing a home near the beach” Lead Assign will parse the lead, pick up on the word “home” and send the lead to Bill.


You can get quite creative with your tags. Literally any word or phrase can be used to route leads.

Location Tags

Many sales agents are distinguished by the sales territories that they are responsible for. You should enter tags like zip or postal codes, for instance: ‘586’ would refer to zip codes in Dickinson, North Dakota, while N0H would refer to Thornbury, Canada. It may be that your agents don’t have postal code regions, but rather locations like ‘Fargo’ or ‘Jamestown’. You need to enter tags that match the leads that will be coming in, so you may need to add both kinds of location tags.

Custom Tag Structure

We also offer a number of custom tags that you can use to route leads. These are as follows:

Zip Range

We also support Zip ranges, for example: Zip:90200-90299
Which will match zip codes between 90200 and 90299 (inclusive).

Price Range

Agents can be responsible for certain price ranges. For instance houses in the $200,000 – $500,000 range.

To use the price range tag format a tag like this:

Range:$200000-$500000 ($, €, £, ¥ currency symbols are supported)

Range:200000-500000 is also supported and makes other currencies easier to handle.

Add a price range tag in this format only: (i.e. include the word ‘Range:’ at the start)

Send leads by agent seniority, or “pecking order”

To set a pecking order simply add the tag PK_# (where “#” is a number associated with each agent). We suggest adding PK tags in increments of 100. The higher the number, the closer to first refusal the agent will be.

For example: 

John: PK_100
Bob: PK_200
Phil: PK_300

When a lead comes in it will go to Phil. If he refuses or does not accept in time it will be offered to Bob, then John.

You can use the PK tag in conjunction with regular tags. You can even give a number of agents the same PK score which is useful if you are looking to do a hybrid of seniority and context distribution.

For more information on the pecking order tag visit this post.


Meaningful Conversation With Your Prospect Will Trump Your Powerpoint Presentation Or Web Demo Every Time

There was a time not so long ago when a sales presentation was a completely different animal than it is today. Ive worked for employers who stated with conviction “your job is to Demo, then Demo and then Demo more”. At the time I remember thinking “yah, that’s it! I’ll demo the hell out of them until they buy”. Man, I’ve never been so wrong.

To be clear, I absolutely believe in the power of a well executed online or in person demo or presentation. The problem as I see it is,  salespeople (myself included because I’ve made every mistake there is), often run the risk of viewing an opportunity to demo or present as a nice easy shortcut on the path to a close.

It’s tempting to speak to a prospect and suggest “just let me take you through a quick webex, I know you’ll love what I have”. In reality the salesperson is simply looking for a shortcut to get the real work out of the way. “I just have to show them how great this product is and the selling will take care of itself”.  While the “demo or die” mentality will likely result in some minor success,  you will also be spending a lot of time demonstration your product to people who are not ready to buy, completely unqualified to make buying decisions or worst of all, people who don’t care or have no reason or interest in purchasing what you are selling in the first place. I can count on two hands how many web demos I’ve conducted online in 2016. I am fully capable of taking my prospect through a broad, basic demo or highly detailed demonstration of the amazing capabilities of  Lead Assign’s product offering but, it’s simply not always necessary.

I would prefer having a prospect spend 20 minutes with me on the phone far more than having them spend 20 minutes in an online demo or a one sided presentation every time. After all, I know how hard I had to work through my precious pipeline to get this guy on the phone and I also know that the longer I have the prospect on the phone, the more I learn and the more candid the prospect will become. After a 20 minute phone conversation with my prospect, I will definitely be able to determine whether or not it’s worth my time to recommend an online demo to assist getting me to a close. I’ve had lots of situations where I’ve entered into conversations with the single goal of getting a demo only to realize, after a good meaningful business discussion, that a demo to that particular prospect would simply be a waste of their time and mine.

The conversation is key and is usually conducted over the phone or in person. A well drafted email can do wonders to initiate a meaningful conversation but deals are rarely closed through email itself. If you can manage to get your prospect on the phone you are in prime selling territory. Break some ice, show your personality and slowly walk your prospect through a needs analysis. Get your customer talking about themselves and what troubles them, the more they talk, the more you’ll discover. Using the phone to clearly explain and explore how you and your product can can help your prospect achieve their business objectives should be your only priority. You will naturally arrive at a demo if it is warranted. If you conduct your needs analysis properly, you might be the party to bail on the demo, having determined that the prospect isn’t an ideal candidate for your product for any number of reasons, either way you’ve saved precious time that could be spent having more meaningful business conversations with new prospects on the phone.

M. Joe Steeves, Director of Sales and Marketing,

How to use Lead Assign with Contact Form 7 on your WordPress site

Contact Form 7

One of the most robust an easy customizable contact form plugins for WordPress is Contact Form 7. Pairing Lead Assign with Contact form 7 gives your site the capability to send leads as SMS messages to someone on your team within seconds of the user filling out the form. Here’s how:

Once you have opened a Lead Assign account we give you an email endpoint, something like “[email protected]“.

This is the email address you need to enter in the “To” field within Contact Form 7:


Adding predetermined tags

You can also route different email forms to different agents by adding some predetermined tags directly into the email template. For example, lets say you have a page on your website highlighting the many upsides to living and working in Springfield. The page has a contact form to get more information, and you need to make sure the request goes to the right agent.

Within Lead Assign you have an agent that deals with Springfield. Simply add a tag named “Springfield” and associate it with this agent.

In Contact Form 7 simply add the word “Springfield” to the bottom of your email template (the email that gets sent once the form is filled out). When the form gets submitted Lead Assign will pick up on this word, in addition to picking up on keywords that the user has typed in, and send the lead to the right agent.

In this example you would just add the words “Springfield” into the form template within Contact Form 7 like so:


How to divvie up leads by pecking order

Lead Assign works by finding keywords in leads and scoring them against the number of tags that match with an agent. However some people prefer to assign leads based on seniority, or “pecking order” for lack of a better term.

We have updated Lead Assign to allow you to increase or decrease an agents pecking order by adding a “PK” tag. This updates allows you to configure leads to flow to your agents by pecking order rather than by keyword.

How to set pecking order

To set a pecking order simply add the tag PK_# (where “#” is a number associated with each agent). 
Pecking order tags work by adding the # as a score to the associated agent.
We suggest adding PK tags in increments of 100. The higher the number, the closer to the first offer the agent will be.

For example: 

John: PK_100
Bob: PK_200
Phil: PK_300

When a lead comes in it will go to Phil. If he refuses or does not accept in time it will be offered to Bob, then John.

Pecking order tags can be used as a tie breaker when used in addition to keywords or tags.
Multiple agents can have the same Pecking order with ties being decided by the default algorithm.

You can also use negative numbers to down rank agents and ensure that agents with low scores are not offered leads. This is the preferred method if not all agents should qualify for all leads and you are using keywords to distributed the leads.