User Guide

How to use the portal lead importing functionality functionality.

This is a complete guide to help estate and lettings agents, that have an active BestAgent account, use the portal lead importing functionality. This is a free function that imports all leads received from Rightmove, Zoopla and OnTheMarket straight into your BestAgent account. Imported leads will immediately be emailed invitations to view matching properties automatically, 24 hours a day.

This guide explains:

  • What portal lead importing is
  • How agents can set up this function
  • What lead information is imported
  • GDPR consent
  • What communications leads will receive once in the database
  • How you can delete imported portal leads

Who is this guide for?


Agents with an active BestAgent account.

How much does it cost?



How do I access it?


Through your BestAgent account. Haven’t got one? Sign up here.


1 – What is portal lead importing?

Portal lead importing works alongside Rightmove, Zoopla and OnTheMarket. When a lead is received from a portal, their details will automatically be added into your BestAgent account, they will then receive an invitation by email from the agent to view the property they enquired about via the portal.

Read the ‘Online Viewing Booking’ user guide here.



2 – How agents can set up this function.

To set up the portal lead importing function, log in to your BestAgent account, click on the ‘hamburger menu’ at the top right of the page and click on the ‘Settings’ page. Then select ‘Portal Lead Importing’, on this page you will see Rightmove, Zoopla and the OnTheMarket logos with an option to ‘Activate lead import’ after each one.

When you click ‘Activate lead import’ an email will be generated to send to the portals with instructions to set up the portal lead importing. Each portal that you activate will appear in an amber colour until it is activated by the portal, at which time it will turn green to show it is active.



3 – What applicant information is imported

It does depend on how much information is supplied by the portal lead, however, we can import:
Full name
Email address
Mobile number
If they are looking to buy or rent
Their budget
Property type they are looking for
Current address
Current situation

Any notes recorded on the original portal enquiry.



4 – GDPR consent.

When a portal lead is imported, they are asked to click a link to give the agent permission to contact them about relevant properties. They are also given the ability to view the information that the agent holds on them and can remove the information held by the agent at any time.

Imported portal leads can unsubscribe from matching property notifications at any time



5 – What communications will portal leads receive once in the database.

Portal leads will receive emails from the agent with invitations to view properties that match their search criteria of number of bedrooms and budget, when a new instruction is added to BestAgent or if there is a price change. If the portal lead chooses to select a time to view one of the properties they will receive further communications such as alternative viewing times, full property details upon a viewing booked, or a viewing cancellation email.

Read the ‘Online Viewing Booking’ user guide here.



6 – How you can edit and delete applicants.

You can edit or delete a portal lead by logging into your BestAgent account, click on the ‘hamburger menu’ at the top right of the page and click on the ‘Applicants’ page. Click on the name of the applicant that you would like to edit or delete.
You are now on the applicant summary page, if you would like to edit their details you can do so by clicking the pencil icon on a specific field.
If you would like to delete the applicant, you can do so by scrolling to the bottom of the applicant summary page and clicking ‘Delete this applicant’.


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