How to Use RanchLeads
A step-by-step guide to managing agricultural leads with RanchLeads
What this document covers
Welcome to RanchLeads, your specialized CRM system built exclusively for agricultural agents.
This guide will walk you through the essential steps to effectively manage your leads and grow your agricultural business.
Follow these instructions to set up your account, create leads, manage reminders, and track all your client communications in one place.
Getting Started
To begin using RanchLeads, visit ranchleads.com and click 'Sign In'.
Currently this will utilize your Google account to sign you in. Other OAUTH providers will be added in the fututre.
Once logged in, you'll see your dashboard, from the dashboard you can access everything you need from the Navigation Bar at the top, or when on Mobile, in the hamburger menu.
Creating Your First Lead
From your dashboard, click the 'Add New Lead' button to open the lead creation form.
Enter the required information: first and last name of your lead. All other fields are optional but helpful for organizing your contacts.
Additional fields include email, phone, company, livestock type, location details, ranch size, and more. Fill in as much information as you have available.
By default, each new lead is assigned a 'new' status and will automatically receive a bi-weekly reminder schedule.
New
Recently added lead with no contact yet. This is the default status for all new leads.
Contacted
Initial outreach has been made to the lead. Use this once you've had your first interaction.
Qualified
Lead meets your criteria and shows interest. They fit your ideal client profile and have expressed some interest.
Proposal
You've sent a formal proposal to the lead. Set this status after sending pricing or a specific offer.
Negotiation
Actively discussing terms with the lead. You're in the process of finalizing details before closing.
Closed Won
Successfully converted to client. Congratulations! They've officially become your client.
Closed Lost
Opportunity did not convert. The lead has decided not to become a client at this time.
Setting Up Reminder Schedules
Every new lead you create is automatically assigned a recurring reminder schedule (default is every 2 weeks).
To change your default reminder schedule for all future leads, navigate to Reminders, find the Schedules section. Here you must create a new schedule. Either while creating this schedule or afterwards you may set this schedule as your default. From now on, all new leads you create will be given this schedule for the reminders you will receive.
You can always change the reminder schedule for any given lead by opening the specific lead and clicking on the 'Edit Schedule' button or stopping reminders for the lead altogether.
While viewing the individual lead you can also create a new schedule and assign it to the lead from here.
Choose from preset options (weekly, bi-weekly, monthly, quarterly) or set a custom number of days between reminders.
Important: Each lead can only have one recurring schedule at a time to prevent scheduling conflicts.
Creating One-Time Reminders
In addition to recurring reminders, you can set specific one-time reminders for important dates.
To create a one-time reminder, open the lead record and click 'Add One-Time Reminder'.
Select the date for the reminder and add a Title and Notes for the reminder. The title is required, notes are optional. This helps you keep track of why you made the reminder. We may add search or categorization features in the future that would help organize one time reminders by topic, date, or even subject matter in the notes.
You can create multiple one-time reminders for each lead. Once triggered, these reminders are automatically removed from the system and do not repeat.
1: Navigate to Leads
To log communication with a lead click on 'Contact Info' on the specific lead's row.
2: Click 'Add Contact'
Find and click the 'Add Contact' button. This will bring up a form to fill out.
3: Select Contact Method
Choose how you contacted the lead: email, phone, in-person, video call, or text message.
4: Record Notes
Add detailed notes about what was discussed during the interaction to maintain a complete history.
5: Select Outcome
Choose the outcome of your interaction such as Answered, No-Answer, Voicemail, Interested, Not Interested, etc.
6: Set Follow-Up Date
If needed, set a specific follow-up date that will create a one-time reminder for this lead.
Answered
The lead answered your call and you had a direct conversation.
No-Answer
You attempted to contact the lead but received no response.
Voicemail
You left a message for the lead on their voicemail or answering service.
Called Back
The lead returned your previous contact attempt.
Interested
The lead expressed positive interest in your services or products.
Not Interested
The lead expressed that they are not interested at this time.
Maybe
The lead is undecided and may need more information or time.
Waiting for Response
You've sent information and are waiting for the lead to respond or make a decision.
Other
Any other outcome not covered by the standard options. Include details in your notes.
Your Dashboard
Your RanchLeads dashboard is your metrics center for all your leads and your activity.
Navigate to specific lead types by clicking on that type's metric count. For example your 'Active' leads. This will bring you to your leads page showing you only the leads you want to see.
Keep an eye on your own performance easily. The amount of activity you have logged is shown and can be filtered by week, month, or even quarter.
Easily see the overall status of your leads and the contact methods you decided to use.
See your activity visually with the contact history graph. This lets you see your performance for the last time period and hopefully use this information to increase your activity to get more sales!
We plan to add more diverse and customizable metrics and filtering options as we develop the application. Sign up early and make your input heard!
Using RanchLeads on Mobile Devices
RanchLeads is optimized for mobile use, allowing you to manage your leads from anywhere.
Access all features from any smartphone or tablet via your web browser, no app download required.
Add a shortcut to your home screen for quick access by using 'Add to Home Screen' in your browser's menu.
Log contact details while in the field immediately after meeting with a potential client for the most accurate records.
We plan to make the application fully functional even with no cell coverage in the future!
Free Tier
Create your own leads and receive standard bi-weekly reminders. Perfect for agents just getting started.
Basic Plan
Full access to the reminder system with custom scheduling. Keep in touch with your leads on your terms. Additional features may be added.
Premium Plan
Complete access to the lead database, call lists, custom reminder schedules, and all future premium features.
Start Managing Your Leads More Effectively Today
Sign up for a free account and discover how RanchLeads can transform your agricultural business. No credit card required to get started.
Create Your Free Account