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Leadpro Lead Responder Workflows

Leadpro Lead Responder Workflows

This guide explains how Leadpro Lead Responder to immediately respond to new lead enquiries via email, and helps your team follow up effectively.

What is the Leadpro Lead Responder?

Lead Responder is an automation engine that reacts the moment a new lead arrives in your Leadpro dashboard. It sends timely, personalised messages (email/SMS), shares links to questionnaires and valuation reports (if configured). You stay responsive without manual effort, and prospects get a great first experience.

How it works at a glance

  • Lead captured: A lead enters Leadpro from your website forms, portals (e.g., Rightmove/Zoopla/OnTheMarket), instant valuation tools, or integrations.

  • Responder triggers: The account’s active Responders assess if the lead is suitable to run through a particular responder by the initial filter set.

  • Immediate reply: An initial response email goes out using your chosen template with merge tags (name, property details, links, etc.).

  • Follow-ups: Optional scheduled follow-ups send if optionally applied filters still match (for example, only if the lead hasn’t been contacted or status hasn’t changed).

  • Handover: Details and questionnaire responses appear in Leadpro, and, if connected, sync to your CRM.

Key concepts

  • Workflows: A series of steps the Responder follows (initial message, optional follow-ups, filters, delays).

  • Merge tags: Placeholders like {{lead.first_name}} or {{questionnaire.url}} that auto-fill with real values at send time.

  • Filters: Conditions to decide who gets which message. Initial filters run at trigger time; follow-up filters re-check the lead before sending later messages.

  • Questionnaires: Optional forms sent via Responder to gather extra details about a buyer, tenant, vendor, or landlord.

  • Valuation reports: If this feature is configured, a button to download the valuation from an IVT responder email will be available to send to the lead recipient.

Questionnaires – When enabled for your account, Lead Responder automatically picks the right questionnaire per lead type. Ensure your templates include {{questionnaire.url}} where you want the link to appear.

Email / mobile SMS Suppression

When an individual creates multiple leads with the same email address / contact number within a short timespan, the lead responder will only set one set of emails / SMS’s from the responder. A suppression of 14 days is applied to every email address / contact number processed through a lead responder.

FAQs

Yes, multiple responder workflows can be created with separate qualifying filters and email / SMS templates. You can create multiple filters and assign them to multiple workflows to commandeer which leads follow which responders depending on the lead data.

Use follow-up filters referencing lead status or other indicating fields. When these change, the follow-up step is skipped automatically if the indicating fields do not match your follow up filter criteria.

Opening the lead in the dashboard, you’ll find an ‘activity’ tab in the right-hand lead details panel. Within the lead’s activity will be indicators if a lead has processed through a responder workflow.

  • “Picked up by <responder workflow name>” will indicate that the lead has met the initial filter criteria and has begin processing through the workflow.

  • “Reply email sent” indicates the initial reply email has been sent to the lead recipient.

  • “Follow up email / SMS sent” indicates the follow up email or SMS has been sent to the lead recipient.

There are a few circumstances you can check which may have prevented a lead processing in a workflow:

  • Initial / follow up filter criteria: Ensure the lead data available in the lead details screen matches the filter criteria set out in the responder workflow.

  • Email / SMS suppression: Check if any other leads have landed and have been processed with a matching email address or contact phone number within the past 14 days.

  • No office assignment: If a lead has landed in your dashboard without an assigned office, no lead responder workflow will pick it up, regardless of initial filter criteria.