📘 Lead Handling & Duplication Protocol
Why This Matters
Because our systems are not fully integrated, it’s easy to mistake a duplicated lead for a new one. Some platforms only push leads into Follow Up Boss (FUB) and lack the context of prior activity.
FUB is our source of truth — it centralizes all lead activity, maintains the official assignment, prevents duplicate contacts, and logs every event.
📌 Please refer to the following diagram for a visual summary:
Not sure how to check FUB? See this guide >
Common Issue
“I see leads in Real Geeks that aren’t in my FUB dashboard.”
This happens because Real Geeks doesn’t verify whether the lead already exists. It simply pushes new registrations into FUB without checking for prior history or ownership.
Step 1: Understand the Ecosystem
We receive leads from both digital and non-digital sources:
Digital Sources (automatically synced to FUB)
- Boardwalk IDX (boardwalkrealtypv.com)
- Real Geeks – Condo Site (puertovallartacondosearch.com)
- Real Geeks – House Site (puertovallartahousesearch.com)
- Lofty – (buyinginpv.com)
Non-Digital Sources (must be manually entered into FUB)
- Walk-ins
- Office calls
- Sign calls
- Print ads
Any lead from a non-digital source must be manually entered in FUB — and may already exist under another agent.
Step 2: When You Receive a New Lead
- Open FUB
- Use the global search bar to look up the lead by name, phone number, or email
If the lead is already assigned to another agent in FUB, do not contact the lead. Forward the lead’s information to the other agent.
Step 3: If the Lead Already Exists in FUB…
Do this:
Search FUB to confirm the assignment
Notify the assigned agent
Forward relevant context (properties viewed, source, messages)
CC David G if the lead came from Real Geeks
Do NOT:
- Engage the lead if it’s not assigned to you
- Attempt to reassign the lead manually in Real Geeks
- Assume a lead is yours just because it’s in Real Geeks
Special Note on Real Geeks Assignments
- Each Real Geeks site has its own user list
- Some agents are only active on one site
- A lead may register on both sites, causing conflicting assignments
- FUB maintains true ownership regardless of Real Geeks
- Only David G can adjust RG assignments — and only between users on the same site
Example: Leads from RG Site 1 (Condos) cannot be reassigned to users on RG Site 2 (Houses), and vice versa.
Real-World Example #1: A Lead Duplicated 4 Times
Meet: Patrick Smith
- May 1 – Registers on Boardwalk IDX. Assigned to Aimee Lezama.
- May 3 – Registers on puertovallartahousesearch.com. Assigned to Mike Green.
- May 5 – Registers on puertovallartacondosearch.com. Assigned to John Swanson.
- May 6 – Calls a property sign. Ever (floor time) checks FUB and sees it’s already assigned to Aimee.
What happens:
- FUB attaches all activity to Aimee’s profile
- Only Aimee should engage with Patrick
- Mike, John, and Ever forward all context and CC David G (especially if from RG)
- FUB keeps the lead history clean, even if RG assignments can’t be edited
Real-World Example #2: Duplicate via Both Real Geeks Sites
Meet: Samantha Davis
- July 1 – Registers on puertovallartacondosearch.com. Assigned to John Swanson.
- October 12 – Registers on puertovallartahousesearch.com. Assigned to Mike Green.
What happens:
- FUB recognizes her email and logs activity under John’s existing profile
- Mike receives a lead alert from Real Geeks but won’t see Samantha in FUB
- Mike should:
- Search for Samantha in FUB
- Confirm she’s assigned to John
- Forward all relevant info to John
- CC David G
Special Considerations
- Multiple emails = multiple leads: FUB may not detect duplicates across emails
- Family members or partners: Separate registrations may not be linked automatically
- Client requests to switch agents: If the client makes a request in writing, David G or Mike Green can reassign the lead in FUB
Be flexible with fellow agents — remember: What Goes Around… Comes Around.
It’s often best practice to discuss a referral fee or a fair arrangement, but those are agent-to-agent matters and not part of this SOP.
Agent Checklist
- Search FUB (name, phone, or email)
Use global search if needed- If lead is already assigned:
- Don’t contact them
- Forward all context to the assigned agent
- CC David G (if from Real Geeks)
- Don’t try to reassign leads manually
- Don’t assume a Real Geeks lead is yours until you verify in FUB
⚖️ What If the Client Wants to Switch Agents?
Remember: the client ultimately chooses who they want to work with, and we respect that.
If a lead is assigned to an agent in FUB but the client later expresses interest in working with a different agent, here’s how we handle it:
- 🟢 If no meaningful activity has occurred in FUB — such as messages, showings, or listing recommendations — we will simply reassign the lead to the agent the client prefers.
- 🟡 If there has been activity, we’ll kindly ask the client to send a short written note stating something like: “I’d like to work with [Agent Name].”
We do encourage the two agents involved to agree on something fair — whether that’s a referral fee, lead transfer, or a split — but we don’t have a formal company policy on this. It’s left up to the agents to decide what works best for them.
If no agreement is reached, we’ll proceed with the reassignment based on the client’s written request. Simple as that.
🤝 At the end of the day, this is about teamwork, communication, and giving clients the best experience possible. Thanks for keeping things professional!
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Lead Handling & Duplication Protocol
