CT Leads Pro (CRM)

CT Leads Pro is our full-featured AI First real estate CRM built directly into your WordPress site. It gives you a single place to capture, qualify, nurture, and manage leads, with AI-powered insights, messaging, and automation tools that require no separate software or steep learning curve. Version 2 is a complete rebuild with a modern React-based interface, a guided setup wizard, and a powerful extensions system that lets you add exactly the capabilities you need.

Installation

If CT Leads Pro was not automatically installed during theme setup, follow these steps:

1. Log in to your WordPress Admin
2. Go to Appearance > Install Plugins
3. Locate Contempo Leads Pro and click Install & Activate
4. Once activated, you will be redirected to the Setup Wizard automatically. Walk through each step to get everything configured.

Setup Wizard

The first time you activate the plugin, the Setup Wizard launches and guides you through the essential configuration. You can always return to it via CT Leads Pro > Plugin Setup in your WordPress admin.

The wizard has five steps:

1. License & Extensions Bundle. Activate your main CT Leads Pro license key. Optionally enter your Extensions Bundle key to unlock all premium modules. The module grid on this step shows which features become available once the bundle is active.
2. AI Setup. Choose your AI provider, either OpenAI or Anthropic, enter your API key, and select a model. A test button confirms the connection before you move on. This step can be skipped and completed later in Settings.
3. Integrations. The wizard auto-detects installed Contempo plugins and compatible form plugins on your site and presents them here for one-click enabling. This step can also be skipped.
4. Notifications. Enter the email address that should receive new lead and activity alerts.
5. Done. Setup is complete. From here you can jump directly into the CRM or return to your site.

The Leads Pro Page Template

CT Leads Pro includes a custom WordPress page template that renders the full CRM directly on the frontend of your website, completely separate from the WordPress admin. This gives you and your team a clean, distraction-free CRM experience that lives at a normal URL on your site rather than inside wp-admin.

The template suppresses the WordPress admin bar and all theme chrome. When loaded, it becomes a full-viewport app shell.

Creating the Leads Pro Page

If your site was set up using a prebuilt website from the Setup Wizard, this page was created automatically. If not, create it manually:

1. Go to Pages > Add New in your WordPress admin
2. Enter Leads Pro as the page title
3. Under Page Attributes, open the Template dropdown and select Leads Pro
4. Publish the page
5. Then you’ll access the CRM from the frontend with https://yourdomainhere.com/leads-pro

The URL of this page becomes your CRM’s home. Bookmark it, share it with agents, and link to it from wherever makes sense for your workflow.

How Access Is Handled

The template handles three states automatically:

• Not logged in. A branded sign-in screen is displayed. Agents enter their username or email and password to authenticate. A “Forgot your password?” flow is built in. Entering an email address triggers a WordPress password reset link. Once authenticated, the page reloads and the CRM opens.
• Logged in without CRM access. Users who are logged in but do not have the CRM access capability, for example users with the Lead role or a role without CRM permissions, see an “Access Denied” screen with a link back to the site homepage.
• Logged in with CRM access. Users assigned the Admin, Broker, or Agent role with CRM access can open CT Leads Pro directly. When logged in, the full CRM launches immediately with no redirect and no additional steps required.

Notification Emails Link Here Automatically

When a Leads Pro page exists on your site, all notification emails, including new lead alerts, new message alerts, and daily hot sheets, automatically link back to the frontend CRM URL rather than the WordPress admin. This means agents clicking through from an email land directly in the frontend CRM without needing admin access.

Upgrading from v1

If you were running CT Leads Pro v1 and already had a page assigned to the Leads Pro template, no changes are needed. The template filename is preserved from v1, so WordPress recognizes the existing assignment and the page automatically loads the v2 CRM.

You’ll access the CRM from the frontend with https://yourdomainhere.com/leads-pro

Settings

All plugin settings live in a single dedicated settings page: WordPress Admin > Settings > CT Leads Pro. The settings are organized into tabs.

General

• Notification Email. The address that receives new lead and activity alert emails.
• Agency Timezone. Sets the timezone used for timestamps and scheduling throughout the CRM. Defaults to the browser timezone when left blank.
• Data Retention. Number of days to retain activity records. Set to 0 to keep data indefinitely.

Email

Controls the appearance and behavior of all outgoing emails from the CRM, including messages sent to leads and notification emails sent to agents.

Email Branding

• Logo. Image displayed at the top of every outbound email. Use the media picker to select from your WordPress library or paste a direct URL. Leave blank for a text-only header.
• Brand Color. The primary color used in email headers and call-to-action buttons. Accepts a hex value or use the color picker.
• Email Subject. The subject line for agent-to-lead messages. Supports dynamic variables: {{agent_name}}, {{site_name}}, {{lead_name}}.
• Custom Body Section. Optional content appended below the message body. This is useful for office hours, phone numbers, or a personal note. Supports variables: {{agent_name}}, {{lead_name}}, {{site_name}}, {{site_url}}.
• Footer Text. Text in the footer strip of every email. Defaults to “Sent by [Agent] · [Site Name]” when blank. Supports variables: {{agent_name}}, {{site_name}}, {{site_url}}.
• Send Test Email. Sends a preview email to the notification address so you can confirm your branding looks correct.

Inbound Replies

This section controls how lead replies to CRM emails are routed back into the system. There are three modes:

• Off. Every email sent to a lead includes a branded reply link that opens a reply form on your site. No additional configuration is required. This works out of the box.
• IMAP. Leads reply directly to your email address. The CRM polls the designated mailbox every 5 minutes via IMAP and pulls replies in automatically. You will need IMAP credentials for a dedicated reply mailbox, available through most hosts via cPanel or Plesk. Fields include IMAP Host, Port, SSL/TLS toggle, Username, and Password, which is stored encrypted. A Test Connection button confirms that your credentials are correct.
• Webhook. Replies are delivered to the CRM in real time by your email provider. Supports Mailgun, SendGrid, and Postmark. After selecting your provider, copy the generated Webhook URL and paste it into your provider’s inbound routing settings. Step-by-step instructions for each provider are displayed inline.

When IMAP or Webhook mode is active, a Reply Address field appears. Enter the dedicated mailbox address you want placed in the Reply-To header of every outbound email, for example replies@yourdomain.com.

Notifications

• New Lead Email. Toggle email alerts when a new lead is captured.
• New Message Email. Toggle email alerts when a lead sends a new reply.

Individual agents can also manage their own notification preferences from their profile inside the CRM.

AI

CT Leads Pro integrates with leading AI providers to power lead summaries, smart actions, predictive scoring, automated drafting, re-engagement suggestions, and the AI Assistant Agent.

• Provider. Choose between OpenAI and Anthropic. Links to create an account or generate an API key are shown inline.
• Model. Select the specific model to use:
  • OpenAI: GPT-4o Mini (recommended), GPT-4o, GPT-4 Turbo
  • Anthropic: Claude 3.5 Sonnet (recommended), Claude 3.5 Haiku, Claude 3 Opus
• API Key. Your key is encrypted before being stored. A Test Connection button confirms the key and model are working.
• AI Summaries. Toggle automatic lead narrative summaries shown in lead profiles on or off.
• Smart Actions. Toggle AI-generated suggested next steps shown on each lead on or off.

Advanced AI features, including extended scoring and automated drafts, plus the AI Assistant Agent, require the Extensions Bundle. Prompts to activate the bundle appear on this tab if the bundle is not yet active.

Licensing

• Main License. Your CT Leads Pro standalone license key, or your active Real Estate 7 yearly license, covers this automatically. Paste your key and it activates immediately, enabling plugin updates.
• Extensions Bundle. A separate license key that unlocks all 11 premium modules. Paste the key here and it activates all bundle modules, which you can then individually enable or disable from the Extensions tab.

All 11 Extensions Bundle modules are listed here as toggle cards. Modules require an active Extensions Bundle license. The tab displays a clear prompt to activate one if it is not already active. You can learn more and purchase the Extensions Bundle at contempothemes.com/real-estate-crm.

Modules that have configuration options display a Settings button on their card. Clicking it opens that module’s settings panel as a collapsible accordion below the grid. Modules auto-expand their settings panel the first time they are enabled.

See the Extension Modules section below for details on each module.

Integrations

Enable or disable lead capture from specific form plugins installed on your site. Supported integrations:

• Contact Form 7
• Gravity Forms
• WPForms
• Elementor Pro Forms
• Ninja Forms
• Fluent Forms
• Formidable Forms

When a form plugin integration is enabled, any submission to a form on your site is automatically captured as a lead in the CRM.

Export

Export your full lead list to a CSV file directly from this tab. No third-party plugin is required.

How Leads Are Captured

Any user who submits a form on your site is automatically registered as a WordPress user with the lead role and added to the CRM. The following sources are supported:

• Login / Register form
• Single Listing. Hero contact form
• Single Listing. Book a Showing widget
• Single Listing. Contact form
• Agent Profile contact form
• Brokerage Profile contact form
• Home Valuation request form
• Favorites. Request More Info form
• Contact Form 7, any form, when integration is enabled
• Gravity Forms, any form, when integration is enabled
• WPForms, any form, when integration is enabled
• Elementor Pro Forms, any form, when integration is enabled
• Ninja Forms, any form, when integration is enabled
• Fluent Forms, any form, when integration is enabled
• Formidable Forms, any form, when integration is enabled
• Live Chat, when the Live Chat module is active
• ChatSpark integration

Leads can also be added manually from inside the CRM. Open the Leads view and use the Add Lead action from the top of the list.

For bulk imports, we recommend WP All Import with their User Import add-on.

The CRM Interface

The CRM runs as a full React application inside your WordPress admin at CT Leads Pro in the admin menu. Access is available to users with the Administrator, Broker, or Agent roles.

Dashboard

An at-a-glance overview of your pipeline. This includes lead counts, recent activity, hot leads, and any stats surfaced by active modules.

Leads (Inbox)

Your main lead list. Filter, search, and sort leads by status, tags, assigned agent, heat score, or activity date. Click any lead to open their full profile.

Lead Profile

Each lead’s profile brings together everything you know about them in one place:

• Message Thread. Full history of all messages exchanged, sent directly from this panel via email or SMS if the SMS module is active. Replies route back here automatically if inbound replies are configured.
• AI Summary. An automatically generated narrative overview of the lead based on their activity, inquiries, and interaction history. It refreshes as new data comes in.
• Smart Actions. AI-suggested next steps tailored to where this lead is in their journey.
• Notes. Internal notes visible only to your team.
• Activity Timeline. A chronological log of every touchpoint, including form submissions, listing inquiries, page views, property saves, and messages sent and received.
• Property Recommendations. Matched listings surfaced from CT IDX Pro+ or custom post types based on the lead’s browsing and search history. Requires the Property Recommendations module.
• Lead Details. Contact info, status, tags, assigned agent, custom fields, and heat score.

Activity

A site-wide activity feed showing all lead interactions across your entire CRM. This is useful for brokers and admins who need a bird’s-eye view of team activity.

Pipeline

A drag-and-drop Kanban board for visually moving leads through your sales stages. Available when the Pipeline Board module is enabled. See Pipeline Board below.

Appointments

View and manage all scheduled appointments. Available when the Scheduling module is enabled. See Scheduling below.

Transactions

Track active deals from contract through closing. Available when the Transactions module is enabled. See Transactions below.

Re-engagement

AI-surfaced list of dormant leads with suggested outreach timing and draft messages. Available when the Re-engagement module is enabled. See Re-engagement below.

AI Assistant

A conversational AI agent you interact with in plain language. Available when the AI Assistant Agent module is enabled. See AI Assistant Agent below.

Extension Modules

Extension modules are part of the Extensions Bundle. Once your bundle license is active, enter the key on the Licensing tab, then each module can be individually enabled or disabled from the Extensions tab in Settings. Modules with configuration options display their settings inline on the same tab.

SMS Messaging

Send and receive text messages with leads directly from the CRM. When SMS is enabled for a lead, all messages route through their phone rather than email. The toggle is per-lead, so you can choose the right channel for each person.

SMS uses Twilio for delivery. To set it up:

1. Create or log in to your Twilio account at twilio.com/try-twilio
2. From the Twilio Console, copy your Account SID and Auth Token
3. Go to Settings > Extensions > SMS Settings in CT Leads Pro and paste them into the corresponding fields
4. Back in Twilio, get a phone number, either a trial number or a purchased number, and copy it
5. Paste the phone number into the Twilio Number field in SMS Settings
6. Copy the Number Reply Webhook URL from SMS Settings
7. In Twilio, go to Phone Numbers > Manage > Active Numbers, select your number, scroll to Messaging, set A Message Comes In to Webhook, paste the URL, and confirm it is set to HTTP POST
8. Save. SMS is now active.

Note: Twilio trial accounts can only send to verified numbers. Upgrade to a paid account to remove this restriction. Use the Upgrade Project option in the upper right of the Twilio Console.

Live Chat

A real-time chat widget that lets you engage with visitors on your site as they browse. Conversations are captured directly in the CRM and can convert anonymous visitors into leads. Live Chat includes availability scheduling so visitors can see when you are online.

Live Chat settings are available under Settings > Extensions > Live Chat Settings after the module is enabled.

Triggering the Chat Window from a Link

You can open the live chat widget programmatically from any link or button on your site by adding the class open-live-chat:

<a href="#" class="open-live-chat">Chat with us</a>

Scheduling

A full appointment booking system built into the CRM. Agents set their availability, leads can book time slots, and both parties receive confirmation emails with “Add to Calendar” links in ICS format. All appointments are visible in the Appointments view inside the CRM.

Scheduling settings, including availability windows and confirmation email content, are found under Settings > Extensions > Scheduling Settings.

Transactions

Track every active deal from contract to close. Each transaction has a milestone checklist, key dates, and deadline reminders so nothing slips through the cracks. Milestone templates can be created and reused across multiple transactions. All deals are accessible from the Transactions view in the CRM.

Transactions settings, including default milestone templates and deadline reminder preferences, are found under Settings > Extensions > Transactions Settings.

Lead Routing

Automatically assign incoming leads to agents based on configurable rules. Routing conditions include lead source, geographic location such as city, state, or zip code, price range, and specific MLS numbers. Supports round-robin assignment as well. Routing rules are managed from the Routing section inside the CRM.

Pipeline Board

A drag-and-drop Kanban board for visually managing leads through your defined sales stages. Move leads between stages with a drag, customize your stage names, and get an instant visual read on where your pipeline stands. Accessible from the Pipeline view in the CRM.

Automation Rules

Create rules that trigger automated actions based on lead activity, status changes, or time delays. Use automation to send drip follow-up emails, update lead status, or assign leads without manual intervention. Rules are configured from within the CRM’s automation interface.

Advanced AI

Extends the base AI features with predictive lead scoring, automated follow-up drafting, and intent detection. Adds the ai-draft and ai-intent capabilities to the lead profile. Advanced AI is automatically enabled when the AI Assistant Agent module is active and cannot be disabled independently while the Assistant is on.

Requires an AI provider, either OpenAI or Anthropic, to be configured on the AI settings tab.

Re-engagement

Surfaces leads that have gone quiet and suggests the best moment and approach for reaching back out. The AI analyzes each lead’s history to generate outreach suggestions and can draft a message for you to review before sending. Accessible from the Re-engagement view in the CRM.

Requires an AI provider to be configured.

AI Assistant Agent

A conversational AI agent that understands your CRM. Ask it questions about your leads in plain language, request summaries, get recommendations, or delegate CRM actions, all through a natural chat interface. The Assistant has access to your lead data and can take actions on your behalf after confirmation.

The Assistant requires both an AI provider and the Advanced AI module to be active. The Advanced AI toggle is locked on automatically when Assistant is enabled. Accessible from the AI Assistant view in the CRM.

Assistant settings are found under Settings > Extensions > AI Assistant Settings.

Property Recommendations

Analyzes each lead’s browsing history, saved searches, and favorited listings to surface matching active listings from your CT IDX Pro+ or custom post type inventory. Recommendations appear on the lead’s profile inside the CRM so you can send a curated shortlist in seconds.

Requires an AI provider to be configured and either CT IDX Pro+ or a custom post type listing source.

AI Features Overview

AI functionality in CT Leads Pro operates entirely server-side. Your API key is encrypted at rest and never exposed to the browser. The AI layer covers:

• Lead Summaries. A cached narrative overview of each lead, automatically updated as new activity comes in. Shown on every lead profile.
• Smart Actions. Rule-based and AI-generated next-step suggestions tailored to each lead’s current state.
• Heat Score. An automatically calculated engagement score updated via cron based on lead activity events.
• Advanced AI (bundle). Automated follow-up drafting and intent detection on lead profiles.
• AI Assistant Agent (bundle). Conversational interface for querying and acting on your CRM data.
• Re-engagement Suggestions (bundle). AI-timed outreach recommendations for dormant leads.
• Property Recommendations (bundle). Listing matches surfaced from lead behavior.

Lead Tracking & Pixel

CT Leads Pro includes a lightweight tracking pixel that automatically records lead behavior on your site, including page views, listing views, search queries, saved properties, and more. This behavioral data feeds the activity timeline, heat score, AI summaries, and property recommendations for each lead. No configuration is required. Tracking is active as soon as the plugin is installed.

User Roles & Access

CT Leads Pro uses WordPress user roles to control CRM access:

• Administrator. Full access to all CRM views, settings, and all leads.
• Broker. Full CRM access. Can view and manage all leads across agents.
• Agent. CRM access scoped to their assigned leads. Can manage their own profile and notification preferences.
• Lead. The role automatically assigned to registered site visitors and form submitters. No CRM access.

Daily Hot Sheet

A daily summary email is sent automatically to agents highlighting their hottest leads based on recent activity and heat scores. No configuration is required beyond having a notification email set in General Settings.

Migrating from CT Leads Pro v1

If you are upgrading from v1, the plugin handles migration automatically. When v2 detects an existing v1 installation, it sets a migration flag and runs a one-time migration that:

• Converts lead status values to the updated v2 format
• Migrates activity records and message history to the new database tables
• Migrates lead tags from the legacy taxonomy format to the v2 tag system

The migration runs in the background and marks completion so it never runs twice. No manual steps are required.

Tags

Tags let you organize and segment your leads with free-form labels, such as “Buyer”, “Seller”, “Hot Lead”, “Referral”, or any category that fits your workflow. Tags are added and removed directly from the lead profile and can be used as a filter in the main Leads view to quickly pull up a specific segment. Any tag applied to at least one lead is available as a filter option site-wide.

Custom Fields

Beyond the built-in contact and profile data, CT Leads Pro supports custom field definitions that let you capture additional information specific to your business. Custom fields are managed from within the CRM settings and appear on every lead profile once created. This is useful for things like preferred neighborhoods, buyer timeline, financing status, or any other data point you want to track consistently.

Notes

Internal notes can be added to any lead profile from the Notes panel. Notes are visible only to CRM users, including admins, brokers, and agents, and are never shared with the lead. Use notes to log phone call summaries, internal context, or anything that does not belong in the message thread with the lead.

Agent Profile & Personal Settings

Each agent has their own profile page within the CRM, accessible from the navigation. From there, agents can:

• Update their display name, avatar, and contact information
• Change their password
• Set personal notification preferences. They can opt in or out of new lead and new message email alerts independently of the global settings.

Admins and brokers can also update agent profile fields from the WordPress admin user editor.

Public Booking Widget

When the Scheduling module is active, a public-facing booking page is available that lets leads book appointments without needing to be logged in. The booking widget respects agent availability windows configured in Scheduling Settings and sends confirmation emails with ICS calendar attachments to both the lead and the agent upon confirmation. The public booking URL is generated automatically and can be shared directly or linked from anywhere on your site.

ChatSpark Integration

CT Leads Pro integrates with ChatSpark via a sync webhook. When a visitor interacts with a ChatSpark widget on your site, their contact information is automatically pushed into the CRM as a new lead. No manual configuration is needed beyond having the ChatSpark plugin active. The integration is handled by a server-side hook.

Frequently Asked Questions

What user roles can access the CRM?

Administrator, Broker, and Agent roles all have CRM access. Leads, which are registered site visitors, do not have CRM access. They are the contacts being managed.

Does AI require the Extensions Bundle?

No. Base AI features, including lead summaries and smart actions, are available with just an AI provider configured in Settings. No bundle is required. Advanced AI, the AI Assistant Agent, Re-engagement, and Property Recommendations are bundle modules.

Which AI providers are supported?

OpenAI, including GPT-4o Mini, GPT-4o, and GPT-4 Turbo, and Anthropic, including Claude 3.5 Sonnet, Claude 3.5 Haiku, and Claude 3 Opus. You supply your own API key from either provider. There are no per-seat or per-use fees from Contempo beyond your own AI provider’s usage costs.

Is the API key stored securely?

Yes. API keys are encrypted before being saved to the database and are never sent to the browser.

What is the difference between IMAP and Webhook for inbound replies?

IMAP polls your mailbox every 5 minutes. It is straightforward to set up with any standard mail host but introduces a short delay before replies appear in the CRM. Webhooks are real-time but require an email provider that supports inbound routing, such as Mailgun, SendGrid, or Postmark. If you do not need instant reply delivery, IMAP is the simpler option.

Can I use multiple inbound reply methods?

Only one method can be active at a time: Off, IMAP, or Webhook. Choose the method that fits your email infrastructure and how quickly you need replies to appear in the CRM.

Can leads be imported in bulk?

Yes. We recommend WP All Import with their User Import add-on for bulk CSV imports. Assign the lead role during import and the CRM will pick them up automatically.

Can I export my leads?

Yes. A CSV export is available directly from Settings > Export. No third-party plugin is needed.

Do I need all Extension modules enabled?

No. Each module is individually toggled on or off. Only enable what you actually use. There is no performance cost from modules that are off.

Does the AI Assistant require a specific AI provider?

The Assistant works with both OpenAI and Anthropic. For the best response quality and reasoning, we recommend GPT-4o or Claude 3.5 Sonnet. GPT-4o Mini and Claude 3.5 Haiku are faster and lower cost but may produce less nuanced responses for complex queries.

Is a Twilio trial account sufficient for SMS?

Trial accounts can only send to verified phone numbers, which makes them unsuitable for real lead communications. Upgrade to a paid Twilio account before using SMS with actual leads.

What happens to lead data if I deactivate the plugin?

Deactivating the plugin does not delete your data. Lead records, messages, activity, and all CRM data remain in the database. Reactivating the plugin restores full access. Data is only removed if you uninstall the plugin and choose to delete plugin data at that time.

How does the heat score work?

The heat score is calculated automatically based on each lead’s engagement activity. Listing views, searches, saved properties, form submissions, and message responses all factor in. It updates on a scheduled cron and is displayed on each lead card in the Leads view so you can prioritize follow-up at a glance.

Where can I find more information on the Extensions Bundle?

Full details on every module, pricing, and an FAQ are available on the CT Leads Pro landing page.

Best Practices & Strategy Guides

Make the most of your CRM plugin and convert more opportunities by implementing smarter lead management and follow-up strategies. These guides from our Real Estate 7 Resource Blog offer actionable steps and real-world examples to improve your real estate website.

Real Estate CRM Workflows That Convert Leads into Clients (Step-by-Step Guide)

CRM workflows to import, segment, automate, and track real estate leads with IDX, ChatSpark, and multi-channel follow-ups.

CT Leads Pro Best Practices: A Real Estate CRM Playbook for Agents and Brokers

A practical CRM playbook for real estate agents using CT Leads Pro. Learn workflows, follow-up strategies, and AI insights to convert more leads.

How Real Estate Agents Can Get More Leads and Conversions With CT Leads Pro

Get more leads and increase conversions with CT Leads Pro. Learn how faster follow-up, lead activity tracking, and AI insights help turn prospects into clients.