Visitor Tracking

Open House provides powerful visitor tracking tools to help you capture leads and follow up with potential buyers. This guide covers everything you need to know about visitor management.

Overview

Visitor tracking allows you to:

• Capture visitor information at open houses
• Track visitor interest levels and preferences
• Generate detailed visitor reports
• Follow up with qualified leads
• Export visitor data for your CRM

Setting Up Visitor Tracking

1. Enable Visitor Sign-in

For each property, you can enable visitor sign-in functionality:

1. Navigate to your property listing
2. Click "Manage Visitors" or "Visitor Sign-in"
3. Enable visitor tracking for the property
4. Customize the sign-in form if needed

2. Access the Sign-in Form

Visitors can access the sign-in form in two ways:

• Public Property Page: Direct link from the property's public page
• Admin Link: Share the admin-generated sign-in URL

Visitor Sign-in Process

What Visitors See

When visitors access the sign-in form, they'll see:

• Property information and photos
• Professional sign-in form
• Clear instructions and privacy notice
• Easy-to-use interface

Information Collected

The sign-in form collects essential visitor information:

• Personal Information: Name, email, phone number
• Interest Level: How interested they are in the property
• Timeline: When they're looking to buy
• Financing: Whether they need financing
• Additional Notes: Any specific requirements or questions

Managing Visitor Data

Viewing Visitors

Access visitor information through your dashboard:

1. Go to your property listing
2. Click "View Visitors" or "Visitor List"
3. See all visitors who signed in
4. Click on individual visitors for detailed information

Visitor Details

For each visitor, you can view:

• Contact Information: Name, email, phone
• Sign-in Date/Time: When they visited
• Interest Level: High, Medium, or Low
• Timeline: Buying timeline
• Financing Status: Cash buyer or needs financing
• Notes: Any additional information they provided

Lead Scoring and Prioritization

Interest Levels

Visitors are categorized by interest level:

• High Interest: Very interested, ready to buy soon
• Medium Interest: Somewhat interested, considering options
• Low Interest: Just looking, not ready to buy

Follow-up Priority

Prioritize your follow-up based on:

• Interest level (High priority for high interest)
• Timeline (Immediate buyers first)
• Financing status (Cash buyers may be faster)
• Sign-in recency (Recent visitors first)

Open House Management

Setting Up Open Houses

Plan and manage your open house events:

• Schedule Events: Set date and time for open houses
• Visitor Expectations: Estimate expected attendance
• Marketing Materials: Create promotional content
• Follow-up Plans: Plan your post-event strategy

During Open Houses

Make the most of your open house events:

• Digital Sign-in: Encourage all visitors to sign in
• Engage Visitors: Answer questions and provide information
• Collect Feedback: Get visitor impressions and feedback
• Qualify Leads: Assess visitor interest and readiness

Follow-up Strategies

Immediate Follow-up (Same Day)

Connect with visitors quickly:

• Thank You Messages: Send personalized thank you emails
• Property Information: Provide additional property details
• Next Steps: Outline the buying process
• Contact Information: Provide your direct contact details

Ongoing Nurturing

Build relationships with potential buyers:

• Regular Updates: Keep them informed about the property
• Market Information: Share relevant market insights
• Similar Properties: Suggest other properties they might like
• Personal Touch: Send personalized messages and calls

Analytics and Reporting

Visitor Analytics

Track the performance of your open houses:

• Attendance Numbers: Track how many people visit
• Sign-in Rates: Percentage of visitors who sign in
• Lead Quality: Assess the quality of generated leads
• Conversion Rates: Track visitor-to-lead conversions

Performance Metrics

Monitor key performance indicators:

• Open House Success: Which events generate the most leads
• Property Interest: Which properties attract the most visitors
• Follow-up Effectiveness: Track follow-up response rates
• Lead Conversion: Monitor lead-to-client conversion rates

Data Export and Integration

Exporting Visitor Data

Export visitor information for external use:

• CSV Format: Download visitor lists in spreadsheet format
• CRM Integration: Import data into your CRM system
• Email Marketing: Use data for email campaigns
• Reporting: Create custom reports and analysis

Data Management

Keep your visitor data organized:

• Regular Cleanup: Remove outdated or duplicate entries
• Data Backup: Regularly backup your visitor data
• Privacy Compliance: Ensure compliance with data protection laws
• Data Security: Protect visitor information appropriately

Best Practices

Maximizing Sign-ins

• Make the sign-in process quick and easy
• Offer incentives for signing in (property details, market updates)
• Have tablets or computers available for digital sign-in
• Train your team to encourage sign-ins
• Follow up with visitors who don't sign in

Improving Lead Quality

• Ask qualifying questions during the sign-in process
• Engage visitors in conversation to assess interest
• Provide valuable information to build trust
• Follow up promptly with qualified leads
• Track and analyze your follow-up success rates

Technology Tips

• Ensure reliable internet connection at open houses
• Have backup sign-in methods available
• Test the sign-in process before each event
• Keep devices charged and ready
• Train staff on the visitor tracking system