Online Lead Distribution Policy
Northwest Custom Apparel • Effective Date: June 1, 2025
Purpose
To ensure fair distribution of online leads from www.nwcustomapparel.com between Account Executives while maintaining accountability for lead conversion.
Monthly Lead Assignment Schedule
Starting June 2025:
□ Easy to Remember:
Nika = ODD months (1, 3, 5, 7, 9, 11)
Taylar = EVEN months (2, 4, 6, 8, 10, 12)
Think: "N" for Nika, "N" for Number starts with 1 (odd)
Lead Distribution Process
- All online form requests from JotForm are automatically emailed to the Account Executive assigned for that month
- Each lead is also copied to Office Assistant Adriyella for tracking and follow-up support
- Lead assignment changes on the 1st of each month at 12:01 AM
Fairness Safeguards
- Equal Opportunity: Each AE receives leads for alternating months throughout the year
- No Cherry-Picking: ALL leads from the website go to the assigned AE - no exceptions
- Seasonal Balance: The alternating schedule ensures both AEs experience busy and slow periods
- Mid-Month Review: If lead volume varies significantly (40%+ difference from average), Erik may authorize adjustments
Performance Expectations
Each Account Executive is expected to:
- Respond to all leads within 24 hours (initial contact)
- Follow up at least 3 times within the first two weeks
- Track all lead interactions in the system
- Convert leads to customers with orders over $500
Performance Evaluation
Erik will evaluate each Account Executive monthly based on:
Total Leads
Number of leads received
Conversions
Leads converted to customers
Order Value
Orders over $500
Success Rate
Conversion rate percentage
Accountability
Coverage During Absences
- Planned absences require 14-day notice
- During absences, leads automatically route to the available AE
- The covering AE maintains full responsibility for those leads
- No "make-up" leads provided for time off
Policy Review
This policy will be reviewed quarterly to ensure fairness and effectiveness. Any concerns about lead distribution should be brought to Erik immediately.