Setting up Geographic Round-Robin

GEOGRAPHIC ROUND ROBINS HAVE LIMITED CAPABILITIES

Geographic Round Robin is only available on "Property Search" Round Robin Settings, not on "Property Valuation" or "Third Party". It is also only available for user with Agent Role (not Lender Role).

If you have any questions about the capabilities of GeoRR please reach out in #CSE before confirming with your client.

Geographic Round Robin allows clients to have leads be assigned based on the location the lead had first searched by. Due to this, the Geographic Round Robin should be based on the top-level location field on the client's website (e.g. County).

Here is what you need from the client in order to set this up:

Name of geographic groups (e.g. "Group A")
List of areas each geographic group will manage (e.g. "Anderson County" -> Group A)

Note:Group AGroup B

Set Up Area Mapping in MCP

You will first want to set what location will be mapped to which geographic group name.

To do this, you will navigate to the site's settings in MCP and click on the Board Settings tab. From there, you will locate the Lm Area Attrs and Lm Area Mapper fields.

Lm Area Attrs

This field determines what field the system will look at for the geographic round robin.

Be sure that the location field that the geographic round robin is based on is included in this field. By default, it will look at the following fields (ordered by preference):

region
community
county
city
subdivison
neighborhood

Note:

If the location field for the geographic round robin you are setting up isn't included for this field, please change this field on the site level.

LM Area Mapper

This is where you define which geographic group will manage each area. This will need to be set up like a dictionary, formatted like the following:

{
    "<AREA_NAME>": "<GEOGRAPHIC_GROUP_NAME>",
    "<AREA_NAME>": "<GEOGRAPHIC_GROUP_NAME>"
}

where <AREA_NAME> is the name of the area and <GEOGRAPHIC GROUP NAME> is the name of the geographic group that will handle leads that searched within that area.

For example:

{
    "Sarasota": "West Side",
    "Pinellas": "West Side",
    "Manatee": "East Side",
    "Hillsborough": "East Side",
    "Charlotte": "East Side"
}

Note: If a lead comes in to an area that is not defined here, it will be an unassigned lead. So this includes leads who selects "All" for the location field or selects multiple areas within the location field.

In this case, if you want a geographic group (e.g. a group called "Other") to handle these sort of leads, you would add the following to the mapping:

     "__else__" = "<GEOGRAPHIC_GROUP_NAME>"

Where <GEOGRAPHIC GROUP NAME> is the name of the geographic group that will handle these leads.

For example:

{
    "Sarasota": "West Side",
    "Pinellas": "West Side",
    "Manatee": "East Side",
    "Hillsborough": "East Side",
    "Charlotte": "East Side",
    "__else__": "Other"
}

Save your changes once you are done.

Set Up Geographic Board

You will need to set up a board for the site to use within the Lead Manager. This board will contain the geographic group names.

To do this, you would go to the Lead Manager as a super user and click on the Configurations tab and select Boards.

From here, you will see a list of all the Boards created for other clients used for their geographic round robin.

On the right side of the page, enter the name of the board that you want to create for the client. For example, you can enter their MLS Board and their domain name for the name (e.g. ARMLS HomeSearchArizona). Then click on the Create button.

You can then enter each geographic group name and view all the companies currently associated to this board on the page that comes up.

Once you have created the board and added all the geographic group names, you will need to apply this board to the company in the Lead Manager.

* Be sure to include "Other" in the Regions list as well.

Set Geographic Board for Company in Lead Manager

To set a board to a site in the Lead Manager, go to the Lead Manager as a super user. You will then search for the company in the Companies tab and click on the company from the list.

From the "Edit Company" page, locate the Boards of Realtors field and select the desired board from the drop-down menu.

After selecting the board from the list, click on the Submit button to save your change.

All done! :D

The client can then switch to using the Geographic Round Robin within their Lead Assignment settings and assign agents to the appropriate geographic group.

Troubleshooting

Leads are coming in as unassigned!

Check what search the lead has performed and compare that to what is set within the Lm Area Mapper field in MCP for the site. The area may not be part of the mapping. An agent must also be part of the geographic group managing the area the lead searches in order for the lead to be assigned to someone.

The search criteria MUST include the locational hierarchy used. Just because a City is in that County, doesn't mean if I search for just the city, that County will be picked up and used for lead assignment.
In this example, a qualifying County must be present in the search in order for lead assignment to function. - Ben K (5/1/20)

This feature is specifically designed to work with leads generated directly from the client’s website. Leads originating from integrations, such as Facebook ads (including Lead Ads) or Google Ads (PPC leads), will not have a geographic area assigned and will appear as unassigned. Additionally, leads that utilize the property valuation tool will also lack an assigned area.

Otherwise, the lead will come in unassigned.

Error Saving!

If you see an error message, check for:

An extra comma that needs to be removed
Missing quote/colon that needs to added
The use of smart quotes as opposed to plain text quotes