Capture and respond to leads
How leads arrive from your public site and external portals, where to see them, how to assign to the right agent and respond within 5 minutes.
contentId: leads-capturar-y-responder slug: capturar-y-responder category: leads title: Capture and respond to leads description: How leads arrive from your public site and external portals, where to see them, how to assign to the right agent and respond within 5 minutes. order: 0 updatedAt: "2026-04-17" status: published audience: ["admin", "agent"] keywords: ["leads", "contacts", "form", "response", "inbox"] seeAlso: ["empezar-primera-configuracion"]
A lead is any person who contacts your agency through your site, an external portal or a direct call. Answered in the first 5 minutes, the probability of closing multiplies by 9.
Where leads come from
Property Axis automatically receives leads from these sources:
- Contact forms on your public site: every property page has its own form; leads get linked to the property that was viewed.
- WhatsApp (if you connected it in Settings → Channels): new messages show up as leads with the sender's phone number.
- External portals (Idealista, Fotocasa, Habitaclia): if you enabled the integration, contacts come in as leads tagged with the portal.
- Calls and walk-ins: logged manually from Leads → New.
Where to see them
The Leads inbox (/admin/leads) shows every contact sorted by
recency. Default visible columns:
| Column | What it shows |
|---|---|
| Status | new, contacted, qualified, lost |
| Property | The property they viewed (if any) |
| Source | Web, WhatsApp, portal, manual |
| Agent | Who it's assigned to (empty if unassigned) |
| Received | How long ago it arrived |
Automatic assignment
Go to Settings → Leads → Assignment rules.
Create a rule. Example: "If the property is in the North area, assign to agent Ana; if it's Downtown, to Pedro".
Rules are evaluated in order. If none match, the lead stays unassigned and appears in the admin's general inbox.
Responding to the lead
Click on a lead to open its detail. You'll see:
- The lead's original message.
- History of previous interactions (if they contacted before).
- Properties they recently viewed.
- A Reply button that opens the channel they came from (WhatsApp, email, etc.) with a pre-filled template.
Lead statuses
A lead moves through these statuses (you can change them manually):
- New: untouched so far.
- Contacted: you replied, awaiting their response.
- Qualified: confirmed real interest, matches your inventory.
- Visit scheduled: they have an appointment at the property.
- Lost: dropped out, didn't match, or no reply after 3 tries.
Status drives reporting: only leads in qualified or later count
as conversions in the dashboard.
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