Lead Management
How leads are separated, tracker rules, and the CRM pipeline stages.
Lead Separation Rules
Always add new leads to your Tracker FIRST before making any changes or contact attempts. This secures the lead under your name.
Do not work leads that are already claimed by another agent unless they are in the Recycle stage.
If you find a lead without an agent assigned, claim it in the Tracker immediately.
Leads in the Recycle stage (90 days) are available for any agent to claim.
CRM Pipeline Stages
Just entered. Add to Tracker immediately.
Trying to reach — log every attempt in CRM notes.
Made contact. Update notes with discussion summary.
Actively gathering info and submitting quotes.
Quote presented. Follow up regularly.
Policy bound. Create customer profile with carrier, policy #, premium. Upload all docs.
Went with another carrier/agent. Note the reason.
Not ready now. Set follow-up date. Available to other agents after 90 days.
CRM Notes Best Practices
Update notes every time you attempt contact, make contact, or receive documents.
Include date, time, and outcome of every call or text.
Note what information has been collected and what is still needed.
Record any special circumstances (loss runs pending, driver with violations, etc.).
When a policy is sold, record: carrier name, policy number, effective date, premium, and downpayment collected.
Lead Types & Priorities
| Lead Type | Priority | Notes |
|---|---|---|
| Cancel Notice | High | Policy being cancelled — urgent, time-sensitive. |
| Annual Renewal | High | Renewal coming up — ask about current carrier's quote. |
| Shopping Around | Medium | Actively looking — good conversion potential. |
| New Venture | Lower | New company — harder to place, may need secondary markets. |