Lead management made simple

Callwell users experience a successful call rate of 80% using our Automatic Call feature

*Based on a sample size of over 2,000 agents in April 2024 who had the CAllwell Automatic Valuation feature

Ensure effective lead management: Maximising your lead generation investments

Whether your branches are dealing with 100 or 100,000 leads, Callwell consolidates prospects found through your website, portals and advertising into one simple-to-manage inbox.

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Callwell features include

Instant or Scheduled Calls

Generate a call to you branch for all enquiries or just your high-value leads

Management Reporting

Live management reports, statistic dashboard, staffing analytics and our ROI calculator

Enquiry Alerts

Get notified by email if your response times aren’t meeting company standard

Branded Auto Responder

Customisable 24/7 messaging via email or SMS so every leads is contacted

Lead Qualifier

Gather info from tenants, sellers and student lettings leads with custom questions

Instant or Scheduled Calls

Generate a call to you branch for all enquiries or just your high-value leads

Management Reporting

Live management reports, statistic dashboard, staffing analytics and our ROI calculator

Enquiry Alerts

Get notified by email if your response times aren’t meeting company standard

Branded Auto Responder

Customisable 24/7 messaging via email or SMS so every leads is contacted

Lead Qualifier

Gather info from tenants, sellers and student lettings leads with custom questions

Manage your channels your way

Callwell Pro offers the complete lead management solution for your property agents, handling your Sales and Lettings leads, so is suitable for estate agents of all sizes.

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Simple Lead Management

Callwell is the largest provider of lead management software for property agents in the UK. Our system offers a flexible solution enabling you to handle all your leads, in real-time, in one easy-to-manage inbox.

Our consolidated enquiry dashboard, instant and scheduled calls, full contact history and branded auto responders mean your property agents have the tools they need to effectively manage and convert those high-value leads into customers.

Simple Lead Management

Callwell is the largest provider of lead management software for property agents in the UK. Our system offers a flexible solution enabling you to handle all your leads, in real-time, in one easy-to-manage inbox.

Our consolidated enquiry dashboard, instant and scheduled calls, full contact history and branded auto responders mean your property agents have the tools they need to effectively manage and convert those high-value leads into customers.

Comprehensive Reporting

Live Management Reports ensure you always have branch activity insights and statistics at your fingertips. Within seconds you can filter out your valuation enquiries and check whether contact has been made.

Callwell’s ROI Calculator will help you understand exactly how much each deal is worth and the cost of the lead acquisition.

Seamless Integration

Callwell integrates with a host of external tools and we are constantly working to add new features all the time.

A key tool is Callwell’s Mailchimp integration, enabling you to nurture your leads and stay front of mind.

Seamless Integration

Callwell integrates with a host of external tools and we are constantly working to add new features all the time.

A key tool is Callwell’s Mailchimp integration, enabling you to nurture your leads and stay front of mind.

We are integrated with all the major portals including Rightmove, Zoopla and OnTheMarket, as well as industry CRMs including Reapit and Street.

Why you need Callwell

With Callwell, you’re not just managing leads; you’re enabling your teams to maximise every opportunity.

Securing those vital connections can make all the difference in a competitive market.

Position your team to reach your leads before your competitors with a single lead management toolbox and make a great first impression every time.

Enquiries Handled Per Month

Call Minutes Handled Per Month

Not an Estate Agent?

Callwell can help with your lead management too!

Contact us for more information about which plan is most suitable for your business.

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Frequently Asked Questions

Enquiry alerts

Callwell Alerts allows you to notify key personnel, by email, if a lead has not been called by the local branch. The alerts are easy to setup by your company administrator.

Examples of alerts commonly used:

  • Any enquiry not called back within 1 hour - Branch manager receives email.
  • Branch managers receiving an alert if the Callwell Score below a set threshold.
  • Business owners receive an alert if the Callwell Score falls below a very low threshold.

Callwell Alerts are included as part of your Callwell Pro package.

Scheduled calls with Morning Caller

Approximately 50% of leads are received between 6pm and 9am the next morning and generally, we are at our most productive during the first 90 minutes of our working day. Which makes it even harder to call all your over-night leads before your competitor.

Callwell's Morning Caller schedules your over-night enquiries to start calling your branch at 10 minutes after your Callwell opening time and then one lead will call every 10 minutes from that point onwards.

Ensuring you and your team deal with those hard to come by leads quickly and efficiently, while maximising your ability to carry out business.

Take your Lead Management Health Check

How do you measure up to the best agents in the UK?

Discover just how effective your current lead management methods are with our new scorecard.

It takes just 2 minutes

It's completely free

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Inbound calls and ad tracker

Callwell does a brilliant job in helping agent with lead management of their portal and web email enquiries, but what about the Phone Calls?  

Callwell can also help with these.  We give you a dedicated number you can use for the portals and your own website leads.  This can be the same number or a dedicated number for each if you want to see the volumes and quality from each.  This number connects to your branch number or a mobile number if you wish. 

The call shows in your Callwell Enquiry Screen in the same way as an email.  If the caller has also emailed then we can show you caller details.  Then simply answer the phone in the usual way.  

From this system you can also send SMS text auto responders, follows ups and ask additional questions.  

Just another helpful tool from Callwell - allowing you to make that first great impression, first time every time.  

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Email integrations

Send automated messages through our integration with Mailchimp.

ROI indicator

Our ROI indicator is clever! Used on a regular basis, this feature will help you understand exactly what you are getting from the portals you use.

For example, if you upload the details of the completions last month, the amount each ‘deal’ is worth and the amount paid for the source or portal, our report will show you your ‘Return on Investment’.

Your report will be stored on Callwell and can be retrieved at any time. The report is designed to be printed as a PDF for management or board meetings (or perhaps meetings with your portal provider!).

Team insights

Callwell team insights provides you with the ability to review the individual KPIs of each staff member in real time. For each individual the Performance screen shows:

  • Callwell score: The Average Callwell Score achieved
  • Enquiries: Number of enquiries the individual has clicked to ‘claim’
  • Calls (attempted) and (successful): The total number of each type of call
  • Total call time and average call time: Total time spent on calls and the average time for each call
  • Average review score: Where reviews is switched on the average star rating for reviews received

Performance included as part of your Callwell Pro package.

Live management reporting

Live Management Reports provide you with headline statistics and ensure you never lose touch of branch activity. We will provide you with a URL link that instantly presents  the number of leads received, broken down into enquiry types.

Within seconds you can filter out your valuation numbers and check whether contact has been made. This not only highlights leads received during working hours, but will give you detail on contacts made to those out-of-hours enquiries.

Scoring and leaderboards

Real-time customer service leaderboards

Callwell Score – each lead is given 1,000 point, a point is lost during working hours for every minute a lead is not both claimed or called, only a successful call will count. 

Callwell Scoring is optional and can be turned on or off. Your team can view a Callwell Score league table in real-time, at branch level and area level, leveraging their competitive nature to drive improved customer experience.

Your senior management can benchmark the overall Callwell Score against that of competitors, see Company Report. The performance of individual colleagues can be viewed, in the team insights report.

Statistics dashboard & reports

We provide real-time data analysis through Callwell's dashboard to help you manage your performance.

Missed enquiry alerts

Callwell Alerts allows you to notify key personnel, by email, if a lead has not been called by the local branch. The alerts are easy to setup by your company administrator.

Examples of alerts commonly used:

  1. Any enquiry not called back within 1 hour - Branch manager receives email.
  2. Branch managers receiving an alert if the Callwell Score below a set threshold.
  3. Business owners receive an alert if the Callwell Score falls below a very low threshold.

Email and SMS auto responders

Callwell auto responders help you stay in contact with you customers 24/7.

As soon as the customer makes an enquiry, they receive an email or text message with a message of your choice. The messages can be configured to be sent during the hours that you specify, for example, you may want a slightly different wording on the message that you send over the weekend to those during the week.

All auto responders can be branded with your logo.

Lead qualification

Callwell auto responders help you stay in contact with you customers 24/7. As soon as the customer makes an enquiry, they receive an email or text message asking them to click on a link and complete a simple form. When they click submit Callwell will update the system with the information, immediately. This feature enables you to gather the essential information you require in order to prioritise the customers you speak to.

Callwell automatically replies to a new enquiry, by SMS or email, asking predetermined questions regarding rental budget and household income, then we qualify the tenant allowing you to prioritise who to call first.

This feature is completely flexible and can sent at the times of day you choose, asking the questions that are important to your business. You can also brand the message with your logo.

Lead assign

Callwell Assign ensures to never forget which lead to give to which negotiator to follow up on and you’ll never have to print an enquiry again.

Enquiry type identified

Enquiry type & source of the lead displayed in the enquiry dashboard.

Depending upon which dropdown selections the customer has made, there are 22 definitions of enquiry type. These include Vendor, Landlord, Tenant, Viewing, First time buyers etc. All types are displayed in our easy-to -read format.

We also include the source of the lead, your own website, portals, or other advertising sources, our aim to give you full visibility on where an enquiry comes from and the type of enquiry.

Internal messenger

Callwell Messenger provides the user the ability to pass a lead, message, reminder or referral to a colleague in their office or another branch.

  • Enter the Name and Telephone number and choose the Type of the lead.

 

  • Choose the branch or users you would like the message to go to. Then add your text.

 

  • Once you click Create, the message will appear on the Callwell Enquiry screen of the branch or user you choose.

Full contact history

Recording all your call outcomes through Callwell means all your history is in one place.

Manual call back

Manual Calling enables a user to call customers using the Callwell system.

The feature is simple to use; open an enquiry and click Call Now and you’ll receive a call back from Callwell, press 1 and you’ll be in touch with your customer.

Record the outcome of your call and this will put the enquiry in your name, Call history will also update. Manual calls will come out of your allocated call minutes, and these will differ depending if you have Callwell Pro or Callwell Essentials.

All your leads in one place

Incoming customer emails, from all of the sources that you invest in, are displayed in a consistent easy-to-read format. The leads are all in one place and displayed in date and time order.

You can see at a glance the leads actioned, how they have been actioned, who’s actioned them.  If the action was via a call you can also see in Call History the call duration, and the number of times the call was attempted.

You can also see clearly the details from the original lead about the vendor or applicant, the property they were interested in and any notes that they added to the enquiry.

Instant calls

Instant Calls – if an email enquiry is sent during working hours, the Callwell system will ring your branch number, once a member of staff picks up the phone they will hear an automated message telling them the source of the lead, and the enquirers name, they are then asked to press 1 to be connected.

They then have approx. 20 seconds before the phone will ring at the applicant/vendors end, this gives you time to look at your Callwell dashboard to see all details about the enquiry.

This delivers several advantages, the phone will ring your branch seconds after the enquiry has been sent giving you a much greater chance of getting through to the person.

The speed of call will also get you in front of many other agents that don’t have this type of system, the sweet spot especially for valuation enquiries is to call back within 30 minutes or run the risk of missing out.