If you’ve just started using Leadforensics and you want to actually do something with the leads it uncovers—this is for you. Maybe you’re a sales manager trying to keep your team on the same page, or a marketer who’s finally gotten buy-in but now has to wrangle a messy inbox full of “hot leads.” Either way, this guide will show you step-by-step how to assign, track, and manage leads inside Leadforensics, minus the corporate fluff.
Let’s cut to the chase: Leadforensics can surface a ton of website visitor data, but if you don’t have a process for managing those leads, it’s just another dashboard collecting dust. Here’s how to actually get value from the thing.
Step 1: Get Your Team Set Up Properly
Before you start assigning leads left and right, make sure your team is actually inside Leadforensics—and set up the right way.
- Add users: In the settings menu, go to “Team” or “Users” (naming can change, but it’s usually obvious). Invite everyone who’ll need access, and don’t forget to assign the right roles—admins can do everything, while users might have restrictions.
- Set permissions: Decide who should see what. Salespeople probably don’t need admin access. If you’ve got sensitive accounts or want to limit chaos, lock down permissions early.
- Pro Tip: Avoid generic logins like “sales@company.com.” They make tracking accountability a nightmare.
What to skip: Don’t wait until your next “all hands” to set up accounts. You’ll just slow down getting leads into the right hands.
Step 2: Nail Down Your Lead Assignment Rules
Randomly assigning leads is a recipe for dropped balls. Decide—before you start clicking—how you’ll split up leads:
- By territory (region, country, zip code)
- By industry or company size
- By lead score or engagement level
- Round-robin (just rotate evenly)
Why bother? If everyone just grabs what they want, you’ll get overlap, missed follow-ups, and annoyed prospects. Plus, when you want to see what’s working, good luck tracking it.
Get specific: Write down your rules somewhere your team can see—Google Doc, Slack pin, whatever. Don’t overthink it, just make it clear.
Step 3: Assign Leads Inside Leadforensics
Now for the actual mechanics. Leadforensics isn’t Salesforce, but it does let you assign and track leads if you know where to look.
- Find new leads: Use the dashboard or “Visitors” tab to see who’s been on your site. Filter out the obvious junk (ISPs, bots, etc.).
- Review lead details: Click into a lead for more info: company name, pages viewed, time spent, etc. This is where you separate the “meh” from the “must call.”
- Assign the lead: There’s usually an “Assign” button or option. Pick the team member, add a note if needed (“Follow up ASAP—looked at pricing page twice”), and save.
- Set reminders/tasks: Most setups let you add a follow-up date or task. Use it. Otherwise, stuff slips through the cracks.
Pro Tip: If you’re assigning a bunch of leads at once, batch it—don’t get bogged down assigning one-at-a-time all day.
What doesn’t work: Automated lead assignment in Leadforensics is limited. Don’t expect fancy workflows—manual is the norm unless you bolt on third-party integrations.
Step 4: Track Progress and Hold Your Team Accountable
Assigning is just the start. If you never check back, you might as well write leads on sticky notes and toss them in a drawer.
- Use lead status fields: Mark leads as “Contacted,” “Qualified,” “Junk,” etc. Create a simple status system and stick to it. Consistency is way more important than fancy categories.
- Check the activity log: Most CRMs (including Leadforensics) track who did what and when. Use this to spot slow follow-ups or dropped leads.
- Run regular reviews: Once a week, pull up the lead list and see what’s moving. Ask questions if leads are stuck. Don’t let “I was busy” become the norm.
- Export data if needed: Sometimes it’s easier to analyze leads in Excel or Google Sheets. Export and filter if you need a clearer picture.
Pro Tip: Celebrate wins (a closed deal, a fast follow-up) in your team chat, but also call out leads that have gone cold. A little visibility goes a long way.
Step 5: Tweak Your Process As You Go
No lead assignment system is perfect right out of the gate. Watch for these common issues:
- One person gets all the hot leads: Rotate more fairly, or revisit your rules.
- Leads sit untouched: Maybe you need more reminders, or someone’s overloaded.
- Too many “junk” leads: Adjust your filters or criteria before assigning.
- Team isn’t using the tool: Ask why. Is it too clunky? Are the leads bad? Don’t assume it’s just “user error.”
What to ignore: Don’t get sucked into Leadforensics reports that don’t match your real sales process. If a metric doesn’t help you close business, skip it.
Advanced (But Optional): Integrate With Other Tools
Leadforensics can play nice with other CRMs (like Salesforce or HubSpot) if you set it up, but integrations can be more trouble than they’re worth unless you’re drowning in leads or have a big sales team.
- When to integrate: Your team lives in another CRM and double entry is killing productivity.
- When to skip it: You’ve only got a handful of leads a day, or your process is still changing.
- How: Use built-in integrations, Zapier, or export/import. Test carefully—sync issues are real, and fixing them isn’t fun.
Quick reality check: Integrations sound great, but they’re not magic. You still need to keep your assignment rules and follow-up process simple and clear.
Quick Tips to Make Lead Assignment Actually Work
- Keep it simple: The fewer clicks and fields, the better.
- Be consistent: If you change your process every week, your team will ignore it.
- Communicate: If a lead isn’t a fit, say so—the goal is quality, not just activity.
- Don’t chase every lead: Focus on the ones that matter. It’s OK to mark some as “junk” and move on.
Wrapping Up
Assigning and managing leads in Leadforensics isn’t rocket science, but it does take a bit of discipline. Don’t get bogged down in fancy features or endless tweaking. Start with a simple process, stick to it, and adjust as you see what works. The goal isn’t to have the most complicated setup; it’s to actually follow up with leads and close business. Iterate as you go, and keep it real.