Lead Routing: How to Automate Follow-Up and Control Lead Flow in FlexCRM

Description:

Setting up lead routing is one of the most important things you can do in your CloseHack CRM. It ensures that every lead is automatically assigned, properly tagged, and nurtured from the second they submit a form on your website.

In this walkthrough, we’ll guide you through the entire lead routing setup, what it does, how to customize it, and why it matters.

What Is Lead Routing?

Lead routing controls what happens after a lead fills out a form on your site. It determines:

• Who gets notified (you, a teammate, or a lead grab pool)

• What their role and urgency should be

• Whether they should be added to a drip sequence

• Which tags they get assigned

• What message or page they see next

Think of it as setting up your CRM to automatically segment, assign, and start follow-up—without you lifting a finger.

Step 1: Access Lead Routing

1. Log into your website backend

2. Go to FlexCRM > Lead Routing (it’s the last item in the dropdown)

You’ll see several tabs at the top:

• Global Settings

• Lead Channels

• Advanced Routing

• Lead Simulation

We’ll walk through each, starting from left to right.

Step 2: Customize Global Lead Capture

This controls the pop-up lead form users see while browsing your website.

• Timeout Capture – Show a form after someone’s been on your site for X seconds

• Listing Capture – Trigger a form after they’ve viewed a certain number of listings

You decide if it’s optional or required (forced), what fields are shown (name, phone, email), and what the form says. Once ready, click Update to save.

Pro Tip: If you’re focused on email drip campaigns, you can make the phone number optional to lower the barrier to collecting data.

Step 3: Configure Lead Channels

Each form on your site: contact, home valuation, IDX search, has its own lead channel. For each channel, you can:

• Choose who gets notified

• Assign default role, status, and urgency

• Auto-tag the lead

• Start a drip sequence

• Customize the post-submit message or redirect page

• Add a Zapier trigger to sync with external CRMs

For example, if someone fills out a Seller Form:

• Role: Seller

• Status: Lead

• Urgency: Hot

• Tag: “Home Valuation”

• Drip: “Seller Nurture Sequence”

You can do this for all major channels:

• General Contact

• Seller

• Buyer

• IDX Search

• Featured Listings

• Testimonials

• Recruiting

• Custom Forms

Step 4: Use Advanced Routing (for Teams)

If you’re a solo agent, skip this part, just set your agent to “Admin” and all leads will come to you.

For teams or brokerages, Advanced Routing gives you control over how leads are distributed. You can:

• Use a Lead Grab Pool (first agent to claim the lead gets it)

• Set a round robin or weighted distribution

• Set monthly limits per agent

• Exclude team members from receiving leads

• Define a default agent to catch unclaimed leads

Example: A lead enters the IDX search form → it enters the grab pool for 10 minutes → if unclaimed, it goes to a default agent or round robin.

Step 5: Test with Lead Simulation

Use the Lead Simulation tab to preview how routing works. Select a channel and MLS, and the system will show:

• Who would get the lead

• What the confirmation message says

• Whether a client account is created

• If a Zapier trigger fires

Perfect for testing and validating before going live.

Final Step: Sync with Your Drip Sequences

Head to Messaging > Drip Sequences to see what’s available. Decide which campaigns you want to auto-start for each lead type (buyers, sellers, IDX, etc.), and plug those into your Lead Routing setup.

Why It Matters

Once this is set up, your CRM does the work for you:

• Every lead is assigned, categorized, and tagged

• Follow-up begins immediately via automated messaging

• You get full visibility into who came from where and what happens next

No dropped leads. No manual assigning. Just clean automation that saves time and builds consistency.

Need Help?

We’re here to help you configure this. Whether you want us to build your routing setup or review your drip flows, just reach out via you Hacker Portal or by emailing support@closehack.com