Follow Up Boss for Lead Routing: Ensuring Every Lead Reaches the Right Agent

In real estate, fast and accurate lead routing can make or break your success. Follow Up Boss simplifies this process by automatically assigning leads to the right agents based on factors like expertise, location, and availability. Here's what you need to know:

• Methods: Choose between Round-Robin for equal distribution, First-to-Claim for speed, or Skill-Based routing for tailored matches.
• Automation: Create agent groups, set routing rules using tags and lead sources, and ensure notifications for quick responses.
• AI Tools: Follow Up Ace enhances Follow Up Boss with features like automated workflows, instant insights, and hands-free updates.
• Pricing: Plans start at $25/user/month, with a Pro option at $55/user/month for advanced AI capabilities.

Office Hours: Lead Routing and Advanced Lead Flows

Lead Routing Methods in Follow Up Boss

Follow Up Boss provides three primary methods for routing leads, each designed to align with different team dynamics and business objectives. Here's a breakdown of these methods and how they can help you optimize lead management.

Round-Robin Distribution

This method ensures leads are distributed evenly by assigning them sequentially to agents in a set rotation. It’s a straightforward way to maintain balance, giving each agent an equal share of opportunities. Round-robin works best for teams where agents have comparable skill levels, as it avoids overloading any single person and keeps the process predictable.

First-to-Claim Routing

First-to-Claim routing introduces an element of competition. When a new lead comes in, all eligible agents are notified at the same time, and the first agent to respond claims the lead. This method is particularly effective for smaller teams operating in fast-paced, competitive markets where quick response times can make all the difference.

Skill-Based and Time-Based Routing

Skill-based routing takes a more strategic approach by matching leads with agents who have the specific expertise needed to handle particular inquiries. Factors like agent knowledge, past performance, and experience with certain property types help create a tailored match. You can also set routing rules based on tags, price ranges, geographic areas, or lead sources to further refine the process.

Time-based routing complements this by considering agent availability and working hours. This ensures leads are directed to agents who are ready and able to respond promptly, boosting the likelihood of conversion. By aligning lead distribution with agent strengths and schedules, this method helps maximize efficiency and results.

How to Set Up Automated Lead Routing in Follow Up Boss

Automating lead routing in Follow Up Boss can significantly streamline how your team handles incoming leads. This platform integrates leads from over 200 sources and distributes them from a single hub, making it easier to keep your team organized and efficient.

Creating and Managing Agent Groups

Agent groups are the backbone of effective lead routing. These groups let you organize your team based on expertise, location, or price range, ensuring leads are directed to the most suitable agents.

Start by deciding how to segment your team. For example, you could create groups based on:

• Geographic areas (e.g., downtown specialists, suburban agents, waterfront experts)
• Price points (e.g., luxury home agents, first-time buyer specialists)
• Property types (e.g., residential, commercial, or investment properties)

Follow Up Boss allows you to set rules to automatically assign leads by ZIP code, town, price point, or directly to listing agents. Once these groups are established, leads are routed automatically, eliminating manual sorting and ensuring no lead is left unassigned.

You can also use lead ponds to enhance your strategy. These are pools of inactive leads that agents can access for prospecting, giving your team more opportunities to connect with potential clients.

After defining your groups, the next step is setting up detailed routing rules using tags and lead sources.

Setting Up Routing Rules with Tags and Sources

Tags and lead sources are the building blocks of your automated routing system. Follow Up Boss processes these rules in order, with a default rule in place to catch any leads that don’t match specific criteria.

To create advanced routing rules, go to Admin > Lead Flow, then click Advanced Settings for the lead source you want to configure. Decide whether leads should meet "Any" or "All" of your conditions - this choice determines how strict the filtering will be.

Tags allow for precise lead distribution. Add tag-based conditions by selecting "Tags" and specifying the tag you want to target. These tags are automatically assigned when leads come in, so there’s no need for manual input. For location-based routing, the system prioritizes data in this order: property data, lead address data, and tag data.

Once your conditions are set, decide how to distribute leads - either to a specific agent or an entire group. Make sure to configure a default rule to handle leads that don’t match any of your custom criteria, ensuring no leads slip through the cracks. Save your settings when everything is finalized.

Configuring Notification Settings

After setting up your routing rules, it’s essential to configure notification settings so agents can respond promptly. Notifications can be sent through email, text messages, and mobile push alerts.

For mobile notifications, enable push alerts on your iPhone or Android device. Make sure Follow Up Boss is a priority in your notification settings. On iPhones, add the app to your Focus mode’s allowed list to ensure notifications come through during do-not-disturb periods. Android users should add Follow Up Boss to their Never Sleeping Apps list to prevent notification delays.

Text message alerts act as a backup for missed push notifications. Ensure your phone number is correctly entered under "My Settings" to receive these alerts anytime. Admin users can also receive email notifications for any leads assigned to team members, providing an extra layer of oversight.

For agents who work primarily from their computers, desktop notifications are another option. Enable these under "My Settings" to receive alerts for new lead assignments, reassignments, First-to-Claim opportunities, and general inquiries.

Regularly review and adjust notification settings to match your team’s preferences. Over time, what works best may change, so keeping the system aligned with agent needs ensures they stay informed without being overwhelmed.

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Using Follow Up Ace for AI-Powered Lead Management

Follow Up Boss already simplifies lead routing, but Follow Up Ace takes it a step further with AI-driven automation. Designed exclusively for Follow Up Boss users, this tool transforms your CRM into a smart assistant that handles repetitive tasks and responds to natural language commands.

The main goal of Follow Up Ace is to tackle the administrative workload that often bogs down agents. Studies show that sales professionals spend a staggering 65% of their time on non-sales tasks like updating CRMs and managing data. By automating these processes, Follow Up Ace frees up agents to focus on what matters most - building relationships and closing deals.

What’s great is how seamlessly Follow Up Ace integrates with Follow Up Boss. There’s no need for extra logins or complicated setups. Using it is as simple as sending a text. Here’s a closer look at the features that make Follow Up Ace a game-changer for CRM workflows.

Key Features of Follow Up Ace

Follow Up Ace is packed with tools designed to streamline your daily operations and make lead management more efficient:

• Instant AI Chat & Voice Assistant: Query leads, draft messages, and update records - all hands-free.
• Smart AI Workflows: Automatically create tasks and schedule appointments as new leads come in.
• Context-Aware Insights: Analyze notes, calls, and activity to surface key talking points for each prospect.
• Federal Reserve Economic Intelligence (Pro plan): Access market data to position yourself as a knowledgeable expert.
• Gmail Integration & 1-Click Drafting: Generate tailored messages using existing lead data.
• Ace Anywhere Mobile App: Update Follow Up Boss on the go, whether you’re at a showing or in the field.

The results speak for themselves. According to a McKinsey study from January 2025, companies leveraging AI in their sales processes experienced a 50% increase in lead generation and customer retention. Follow Up Ace ensures faster, more informed follow-ups, directly improving the lead routing strategies discussed earlier.

Pricing and Plan Comparison

Follow Up Ace offers two straightforward pricing options, with discounts available for larger teams.

Both plans include a free 7-day trial with no hidden fees or usage caps, so you can test the features without worrying about your budget. Whether you’re a small team or a growing agency, Follow Up Ace makes it easy to add AI to your workflow.

Best Practices to Ensure Every Lead Gets Handled

While automating lead routing is a great first step, keeping your system efficient requires consistent attention and fine-tuning. These best practices can help you ensure every lead is handled effectively and no opportunities slip through the cracks.

Centralize Lead Sources

Managing leads from multiple platforms - like Zillow, your website, Facebook ads, or referral partners - can quickly become overwhelming. To simplify things, bring all your lead sources into one centralized system.

Why does this matter? A unified hub makes it easier to track performance. You can generate detailed reports to see which sources are driving the most deals. Plus, managing team changes becomes a breeze - adding or removing agents from lead assignments takes just a few clicks. This streamlined approach also gives you a solid foundation to tweak and improve your routing rules as needed.

Regularly Review and Adjust Routing Rules

Routing rules aren’t a “set it and forget it” kind of thing. To keep your system running smoothly, review your rules regularly. Metrics like response times and conversion rates can help you spot bottlenecks, while market changes or shifts in agent roles may call for updates.

Don’t forget to involve your team in this process. Agents are often the first to notice mismatched leads or uneven workloads, so their feedback is invaluable. Keep the process simple, though - overcomplicating things can create more problems than it solves.

Automate Follow-Up and Ensure Compliance

Routing leads is just one piece of the puzzle. Pair your strategies with automated follow-up systems to ensure every inquiry gets a timely response. In real estate, speed and consistency are critical, and automation can help you deliver both.

AI tools can take follow-ups to the next level by personalizing messages based on a lead’s behavior or past interactions. For example, you can reference specific properties, price ranges, or timelines in your emails, texts, or calls. Offering multiple communication channels - like SMS, email, and phone - makes it easier to connect with leads on their terms.

Lastly, don’t overlook data security. Use end-to-end encryption, role-based access, and secure networks to protect sensitive information. Regular team training is another must to ensure everyone knows how to handle data responsibly.

Conclusion: Better Lead Routing with Follow Up Boss and Follow Up Ace

In real estate, effective lead routing can make all the difference. Follow Up Boss lays the groundwork with its automation and integration tools, while Follow Up Ace takes things further by introducing AI-driven insights and natural language commands. Together, they help agents zero in on the most important opportunities.

This combination doesn’t just improve performance - it delivers tools that fit teams of all sizes and budgets. Start with simple routing rules and expand as your team grows. Follow Up Boss handles the basics, and Follow Up Ace adds an extra layer of AI-powered intelligence, making it easier for every agent to manage their leads, regardless of their comfort with technology.

By pairing smart routing with robust team monitoring, your system remains flexible and effective. Regularly reviewing performance metrics is key to identifying bottlenecks and refining workflows. Teams that centralize their lead sources and maintain consistent follow-up automation often see the biggest gains in both productivity and client satisfaction.

With plans starting at just $25 per user each month, the cost is quickly outweighed by better conversion rates and improved agent efficiency. Lead routing isn’t just about streamlining processes - it’s about ensuring every lead gets timely, expert attention while maximizing your team’s potential. With Follow Up Boss automating the groundwork and Follow Up Ace delivering AI-powered insights, you’re ready to handle more leads without sacrificing quality or letting opportunities slip away.

FAQs

How does Follow Up Boss match leads with the right agent based on their expertise and availability?

Follow Up Boss offers automated lead routing that you can customize to ensure every lead lands with the right agent. You can set up rules based on factors like an agent's expertise, availability, or even the lead source, creating a distribution process that fits your team's workflow.

Features like direct integration with lead providers, geographic targeting, and prioritization based on performance ensure leads are routed quickly and accurately. This approach helps minimize delays, reduces missed opportunities, and connects leads with agents who are best suited to assist them.

How does using AI tools like Follow Up Ace in Follow Up Boss improve lead management and boost agent productivity?

AI tools, such as Follow Up Ace in Follow Up Boss, make managing leads much easier by taking care of repetitive tasks like lead qualification and follow-ups. This helps ensure leads are handled promptly, giving agents more time to concentrate on opportunities that matter most.

These tools also boost efficiency by analyzing data to prioritize leads, spot trends, and simplify communication. The outcome? Quicker response times, smarter lead distribution, and improved conversion rates - all customized to fit your team's workflow.

How can real estate teams use Follow Up Boss's lead routing features to boost lead conversion rates?

Real estate teams can significantly improve their lead conversion rates by using Follow Up Boss's lead routing features. These tools allow leads to be assigned based on criteria like ZIP code, town, MLS number, or phone number, ensuring they quickly reach the most appropriate agent.

By automating lead assignments through smart lists and lead flow settings, teams can focus on timely follow-ups, enhance response times, and maintain better organization. Features like built-in dialers for inbound calls and instant messaging make communication smoother and more efficient. With these capabilities, Follow Up Boss helps ensure every lead gets the attention it deserves, boosting your team's ability to turn prospects into clients.