User Instructions

A quick guide to capturing and managing site visitors.

Enter the username and password provided by your administrator on the login screen. Sessions last 8 hours — you'll be asked to log in again after that.

You'll only see visitors from the community (site) your agent profile is assigned to. If you work multiple communities, you'll see leads from all of them.

The top of the Dashboard shows three quick stats:

  • Total Visitors — all leads visible to you
  • Today's Visitors — leads captured today
  • CINC Synced — how many leads have successfully synced to CINC CRM

Use the site filter dropdown in the top navigation bar to narrow the visitor list down to a single community.

  1. 1Click Add New Visitor above the visitors table.
  2. 2Fill in the visitor's name (or check Name unknown if they didn't share it), plus email and cell phone if available.
  3. 3Answer the qualifying questions: first visit, interested product/floor plan, timeline, price range, area they're looking in, occupation, and how they heard about the community.
  4. 4Set Represented? to Yes if the visitor is working with another agent, and enter the co-broker's name and email — this is required for compliance.
  5. 5Choose the Site (required) and confirm the Capturing Agent.
  6. 6Add any relevant notes, then click Save. The lead is created and automatically synced to CINC.
If a visitor doesn't provide an email or phone, the system generates a placeholder so the lead can still be tracked and synced.

A represented buyer is protected from being claimed by another agent for 60 days from their visit date. Every represented visitor shows a status badge in the visitor table and on their detail page:

  • Registered — fewer than 60 days have passed.
  • Expiring — exactly 60 days old today. This is your last day of protection.
  • Expired — more than 60 days have passed.

Use the Protection dropdown in the visitor table's column header to filter the list down to just Registered, just Expiring/Expired, or leads with no representation.

If a buyer's representation is renewed, open their Visitor Details and click Renew Registration to reset the 60-day clock back to today. This is available to the lead's creator and to admins.

  • Use the search box above the table to find a visitor by name, phone, or email.
  • Toggle between Last Added and Last Note to sort the table by when a lead was created versus when it was last followed up on.
  • The table shows 50 visitors per page — use Previous / Next below the table to page through the rest.
  • Click a row (or the actions button) to open full Visitor Details, including CINC sync status and full note history.

Click Refresh at any time to pull the latest data.

Open a visitor's details, type your update in the note box, and click Add Note. Notes are timestamped, show which teammate added them, and sync to CINC automatically so the full history stays visible to your whole team.

Anyone with access to a site can see and add notes for leads at that site — great for team hand-offs.

From the visitor row's actions menu, choose Edit to correct details like contact info, represented status, or interests. Only admins can delete a visitor record.

Click Export in the top navigation bar to download your currently visible visitors as a CSV file, including phone, email, and full note history — useful for reporting or spreadsheet review.

The Analytics tab shows charts and trends for the sites you have access to, and lets you download a PDF report for a selected date range and site. Unlike the CSV export, the PDF report leaves out phone numbers and email addresses.

Go to Manage Profile on the Dashboard to update your email address or change your password. Your username and role cannot be changed — contact an administrator for those updates.

Passwords must be at least 6 characters. You'll need to enter your current password to set a new one.