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Setting Up LeadFollow for Your Team

A comprehensive guide to configuring DealGate's LeadFollow tracking system for your sales team to monitor and respond to prospect engagement

Setting Up LeadFollow for Your Team

LeadFollow is DealGate's powerful prospect engagement tracking system that alerts your team when potential customers are showing interest in your business. This guide will walk you through the complete setup process to ensure your team can effectively monitor and respond to prospect activities.

Understanding LeadFollow

LeadFollow enables your team to:

  • Track when prospects visit your website, open emails, or download content
  • Receive real-time notifications about high-intent activities
  • See detailed engagement history for each prospect
  • Prioritize follow-ups based on engagement data
  • Coordinate team responses to prospect activities

Prerequisites

Before setting up LeadFollow, ensure you have:

  • Admin access to your DealGate account
  • Access to your website's codebase for tracking script installation
  • Team member email addresses for notification setup
  • Basic understanding of your sales workflow

Step 1: Install the Tracking Script

The LeadFollow tracking script needs to be installed on your website to capture visitor data:

  1. Navigate to Settings > LeadFollow Setup in your DealGate dashboard
  2. Under the Tracking Setup tab, you'll find your unique tracking script
  3. Copy the provided JavaScript code
  4. Install the script in the <head> section of all pages you want to track
  5. For websites using Google Tag Manager:
    • Create a new Custom HTML tag
    • Paste the LeadFollow script into the tag
    • Set the trigger to fire on All Pages
    • Publish your container

Example implementation:

<!-- DealGate LeadFollow Tracking -->
<script>
  (function (d, g, a, t, e) {
    d.dgTrack =
      d.dgTrack ||
      function () {
        (d.dgTrack.q = d.dgTrack.q || []).push(arguments);
      };
    d._dgSettings = { key: "YOUR_UNIQUE_KEY" };
    var s = g.createElement(a);
    s.async = true;
    s.src = t;
    var r = g.getElementsByTagName(a)[0];
    r.parentNode.insertBefore(s, r);
  })(window, document, "script", "https://track.dealgate.com/tracker.js");
</script>

Step 2: Verify Installation

After installing the tracking script:

  1. Return to Settings > LeadFollow Setup in your dashboard
  2. Click the Verify Installation button
  3. The system will check if the script is properly installed and receiving data
  4. If verification fails, troubleshoot using the provided diagnostics

You can also manually verify by:

  1. Opening your website in an incognito/private browser window
  2. Performing some basic navigation between pages
  3. Checking the Live Feed in your DealGate dashboard for the test activity

Step 3: Configure Email Tracking

To track email opens and link clicks:

  1. Navigate to Settings > Email Integration
  2. Choose your email platform:
    • Gmail/Google Workspace
    • Microsoft 365/Outlook
    • HubSpot
    • Salesforce
    • Other (via BCC method)
  3. Follow the platform-specific connection instructions
  4. Once connected, send a test email to verify tracking is working

For manual BCC tracking (compatible with any email provider):

  1. Select Manual BCC Setup option
  2. Copy your unique BCC address
  3. Add this address as a BCC recipient when sending prospect emails
  4. Template: [email protected]

Step 4: Set Up Team Members

Add team members who need access to LeadFollow:

  1. Go to Settings > Team Management
  2. Click Add Team Member
  3. Enter their email address and select their role:
    • Admin: Full access to all settings and data
    • Manager: Access to team data and limited settings
    • User: Access to assigned leads and personal notifications
  4. Customize their permissions:
    • View all leads or only assigned leads
    • Export capabilities
    • Notification settings access
  5. Click Send Invitation
  6. New users will receive an email with setup instructions

Step 5: Configure Notification Preferences

Set up how your team receives alerts:

  1. Navigate to Settings > Notifications

  2. Configure Team-Wide Notification Settings:

    • Select notification channels (email, browser, Slack, mobile app)
    • Set business hours for notifications
    • Configure minimum engagement thresholds for alerts

  3. Enable Integrations if needed:

    • Slack
    • Microsoft Teams
    • SMS (via Twilio)
    • CRM notifications

  4. Set up Lead Routing Rules:

    • Assign leads to team members based on criteria
    • Create round-robin distribution for new leads
    • Set territory-based assignments

Step 6: Customize Activity Scoring

LeadFollow uses an engagement scoring system to prioritize prospect activities:

  1. Go to Settings > Engagement Scoring
  2. Adjust point values for different activities:
    • Page visits (by page type/category)
    • Email opens
    • Link clicks
    • Content downloads
    • Return visits
    • Time spent on page
  3. Set thresholds for:
    • Hot leads (high engagement score)
    • Warm leads (medium engagement score)
    • Cold leads (low engagement score)
  4. Click Save Scoring Rules

Step 7: Define High-Value Pages

Identify important pages that indicate strong buying intent:

  1. Navigate to Settings > Page Configuration
  2. Click Add High-Value Page
  3. Enter the page URL pattern (supports wildcards)
  4. Assign a page category:
    • Pricing pages
    • Product pages
    • Case studies
    • Contact/demo request pages
  5. Set the engagement value (1-10)
  6. Add notes for your team about the page's significance
  7. Repeat for all important pages

Step 8: Create Custom Notifications

Set up notifications for specific high-value activities:

  1. Go to Settings > Custom Alerts
  2. Click Create New Alert
  3. Configure trigger conditions:
    • Activity type (page visit, email open, etc.)
    • Specific pages or content
    • Engagement threshold
    • Repeat visit patterns
  4. Set alert recipients:
    • Specific team members
    • Roles or groups
    • Lead owner
  5. Choose notification method and urgency
  6. Add custom message template for the alert
  7. Set cooldown period to prevent notification fatigue

Step 9: Set Up Daily Digest Reports

Configure automated summary reports:

  1. Navigate to Settings > Reports
  2. Enable Daily Activity Digest
  3. Configure report content:
    • New leads identified
    • Highest engagement activities
    • Team response metrics
    • Pending follow-ups
  4. Select recipients and delivery time
  5. Choose between email format or dashboard delivery
  6. Enable weekend suppression if desired

Step 10: Connect Your CRM (Optional)

Integrate LeadFollow with your CRM:

  1. Go to Settings > Integrations
  2. Select your CRM from the list:
    • Salesforce
    • HubSpot
    • Pipedrive
    • Close
    • And more
  3. Authenticate using the provided flow
  4. Map LeadFollow fields to your CRM fields
  5. Configure sync options:
    • Bi-directional or one-way sync
    • Update frequency
    • Conflict resolution settings
  6. Test the integration with sample data

Step 11: Mobile App Setup (Optional)

Set up the LeadFollow mobile app for on-the-go notifications:

  1. Download the DealGate mobile app from the App Store or Google Play
  2. Log in with your DealGate credentials
  3. Navigate to Settings > Notifications
  4. Configure mobile-specific notification settings:
    • Push notification permissions
    • Quiet hours
    • Vibration/sound preferences
    • Notification priority levels

Step 12: Training Your Team

Ensure your team knows how to use LeadFollow effectively:

  1. Schedule a team onboarding session
  2. Distribute the LeadFollow Quick Start Guide (available in your dashboard)
  3. Establish team protocols for:
    • Response time expectations
    • Follow-up templates to use
    • Lead assignment acknowledgment
    • Activity logging requirements

Advanced Configuration

Website Event Tracking

Track specific user interactions beyond page views:

  1. Navigate to Settings > Event Tracking
  2. Create custom events for:
    • Button clicks
    • Form submissions
    • Video views
    • Scroll depth
    • Time on page thresholds
  3. Add the following code to track custom events:
// Track button click
dgTrack("event", {
  type: "button_click",
  name: "Request Demo",
  location: "pricing_page",
});

// Track form submission
dgTrack("event", {
  type: "form_submit",
  form_id: "contact_form",
  form_data: { include_fields: false }, // no PII
});

UTM Parameter Capture

Configure LeadFollow to capture marketing attribution data:

  1. Go to Settings > UTM Tracking
  2. Enable UTM Parameter Capture
  3. Select which parameters to track:
    • utm_source
    • utm_medium
    • utm_campaign
    • utm_content
    • utm_term
    • Custom parameters
  4. Set attribution window (7-90 days)
  5. Configure first-touch vs. last-touch attribution models

IP Filtering

Prevent internal traffic from triggering alerts:

  1. Navigate to Settings > IP Management
  2. Click Add IP Address or Add IP Range
  3. Enter your company's IP addresses or ranges
  4. Optionally label each entry (e.g., "HQ Office," "Remote Team")
  5. Select filtering behavior:
    • Exclude from all tracking
    • Track but don't trigger alerts
    • Track with special "Internal" tag

Data Retention Settings

Configure how long LeadFollow retains visitor data:

  1. Go to Settings > Data Management
  2. Set retention periods for:
    • Identified prospect data (recommended: 12-24 months)
    • Anonymous visitor data (recommended: 3-6 months)
    • Engagement history (recommended: 12-24 months)
  3. Configure automated anonymization or deletion policies
  4. Set up data export schedules if needed for compliance

Troubleshooting Common Setup Issues

Tracking Script Not Firing

If the tracking script isn't registering visits:

  1. Check browser console for JavaScript errors
  2. Verify that the script is in the <head> section
  3. Ensure your unique key is correctly formatted
  4. Check for content blockers or CSP issues
  5. Verify the domain matches your DealGate account settings

Missing Email Tracking Data

If email tracking isn't working:

  1. Verify email integration authentication status
  2. Check that tracking pixels aren't being blocked
  3. Confirm BCC address is correctly formatted
  4. Test with different email clients
  5. Check email template compatibility

Notification Delivery Issues

If notifications aren't being received:

  1. Check spam/junk folders
  2. Verify notification permissions in browser/device
  3. Confirm business hours settings
  4. Check minimum threshold settings
  5. Test notifications manually using the test function

Next Steps

After completing your LeadFollow setup:

  1. Create effective follow-up templates to respond to prospect engagement
  2. Export verified leads to expand your prospect database

For assistance with your LeadFollow setup, contact our customer success team through the chat icon in your dashboard.

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