Managing clients, leads, and deals is easier when you know the language of your CRM. Here’s a comprehensive glossary of 50 essential real estate CRM terms—organized by category for quick reference.
1. Leads & Contacts
Active Lead – A potential client currently engaged in communication.
Cold Lead – A lead showing little or no interest yet.
Hot Lead – A lead highly likely to convert soon.
Lead Source – Where a lead originated, such as referral, website, or open house.
Lead Scoring – Ranking leads based on their likelihood to convert.
Contact Management – Organizing and tracking client and lead information.
Prospecting – The process of identifying and reaching new potential clients.
Segmentation – Grouping contacts based on demographics, interests, or behavior.
Follow-Up – Contacting a lead to maintain interest or advance the sale.
Junk Lead – A lead unlikely to convert or engage.
2. Deals & Pipeline
Pipeline – The stages a lead goes through from initial contact to closed deal.
Deal Stage – Specific steps in your sales process, e.g., “Contacted” or “Contract Signed.”
Opportunity – A potential deal that’s being actively pursued.
Close Rate – The percentage of deals successfully closed.
Transaction Management – Tracking all activities related to a property sale.
Listing Management – Organizing property listings within the CRM.
Time on Market (TOM) – How long a property stays listed before selling.
Offer Tracking – Monitoring submitted offers and responses.
Contract Management – Managing agreements and legal documents digitally.
Upselling – Offering additional services or properties to an existing client.
3. Marketing & Communication
Automation – Automating tasks like emails, texts, or follow-ups.
Drip Campaign – Scheduled series of messages sent automatically to leads.
Email Marketing – Using emails to nurture leads and clients.
Push Notifications – Alerts sent to mobile devices for updates or reminders.
Client Portal – A secure area for clients to view properties, documents, or updates.
Property Alerts – Notifications sent to clients when new listings match their criteria.
Engagement Score – Measures how actively a lead interacts with your content.
Open House Tracking – Recording leads generated from open house events.
Branding – Using CRM tools to maintain consistent business identity.
Marketing Automation – Streamlining marketing campaigns through CRM workflows.
4. Technology & Integrations
CRM Integration – Connecting your CRM to other tools like MLS, email, or calendars.
MLS Sync – Automatically updating property listings from the Multiple Listing Service.
Virtual Tour Integration – Linking property listings to 3D or video tours.
Mobile CRM – Accessing CRM features via a mobile app.
Custom Fields – Personalized data fields for contacts, properties, or deals.
User Permissions – Controlling who can access or edit information in the CRM.
API (Application Programming Interface) – Allows different software systems to communicate.
Data Import/Export – Transferring contact, deal, or property data in and out of the CRM.
Two-Way Sync – Keeping CRM and external platforms like email or calendars automatically aligned.
Integration Marketplace – A library of third-party apps compatible with your CRM.
5. Metrics & Reporting
Key Performance Indicators (KPIs) – Metrics tracking sales and marketing performance.
ROI (Return on Investment) – Measure of profit from marketing or CRM efforts.
Activity Tracking – Logging calls, emails, and tasks for performance insights.
Conversion Rate – Percentage of leads that turn into clients.
Pipeline Velocity – Speed at which deals move through the sales pipeline.
Forecasting – Predicting future sales based on CRM data.
YTD (Year-to-Date) Metrics – Performance statistics for the current year.
Reports & Analytics – Insights derived from CRM data for better decision-making.
Custom Dashboards – Personalized views of metrics and performance indicators.
Data Hygiene – Maintaining accurate, updated, and clean CRM data.
Why Knowing These Terms Matters
Understanding these 50 real estate CRM terms helps agents:
Navigate their CRM more efficiently
Optimize lead conversion and client communication
Make data-driven decisions
Close more deals with less effort
Start Using Your CRM Like a Pro
At Closing Cloud, our real estate CRM is built to make your workflow smarter and easier. From lead management to automation and pipeline tracking, you can focus on what matters most: selling homes.
Sign up today and streamline your real estate business!