Identifying and Re-Engaging Stale Leads in AgencyZoom
Your CRM is full of dormant opportunities. Here's how to filter them by last activity date and bring them back to life.
Common Pain Points When Leads Go Cold
Missed Renewal Opportunities
When existing clients or prospects with upcoming policy renewals go quiet, renewal dates slip by without follow-up. The client may lapse or switch carriers—meaning lost revenue. These stale renewal leads are low-hanging fruit that can slip away.
Unfollowed Quotes Turning Cold
You provide a quote, then lose track of the prospect. The warm lead cools off when there's no timely follow-up. This is a common pain point—forgetting to follow up on quotes leaves potential policies unsold and prospects feeling neglected.
Dormant Referral Sources
Referrals are a lifeblood for agencies—roughly 60% of new leads come from referrals. When a usually reliable referral partner (mortgage broker, auto dealer) or past client who often sent friends your way goes quiet, it creates a noticeable dip in new business.
Prospect "Ghosting" and Hesitation
Leads that showed initial interest (requested a quote or info) but then went silent are particularly frustrating. After a long silence, prospects may not even recall their inquiry or might be wary of renewed outreach. Contact info can go stale over time, making it harder to reconnect.
Using AgencyZoom to Filter Stale Leads
Goal: Find leads with no recent contact (e.g., no calls, emails, or updates in the last few months) so you can target them for re-engagement.
Navigate to the Leads List
In AgencyZoom, click on the Leads section. If your default view is a pipeline board, switch to list view by clicking "Leads" next to the blue "Pipeline" toggle. This displays all leads in a sortable table format.
Open Filter Options
At the top of the leads list, click the filter icon (funnel symbol) or relevant Filter button. This opens the filter panel where you can specify criteria like Lead Owner, Stage, etc.
Set a Last Activity Date Filter
Add a filter condition for "Last Activity Date." In the filter dropdown, select the Last Activity field. Choose an operator like "before" and a date to find leads with no activity since that date.
Example: To find leads gone cold for over 60 days, filter "Last Activity before [date 2 months ago]" or use a relative timeframe like "Last Activity more than 60 days ago."
Adjust Scope (if needed)
Ensure you're viewing the full scope. Use the owner/assignee filter to show "Entire Agency" instead of just "My Leads" so you don't miss stale leads owned by others. Check pipeline or branch filters—set Pipeline = "All" to include every lead.
Review and Save the Filtered View
You should now see a list of leads with last activity older than your chosen date. Sort by the Last Activity column (ascending) so the stalest leads are at the top.
Click the Actions menu (top right) and choose "Configure View" to save this filter. Name it (e.g., "Stale Leads – No Activity 60+ Days"). AgencyZoom will save your columns and filter criteria for easy access.
Pro Tip: Watch for Auto-Activity
AgencyZoom automatically logs many activities (emails sent, notes added), so Last Activity Date updates with any interaction. If you have automated drip emails, that could reset the date even without personal contact. Consider using tags or stages (e.g., "Cold" stage) to differentiate truly "human-cold" leads.
Re-Engagement Strategies for Stale Insurance Leads
Identifying stale leads is only half the battle—next comes re-engaging them effectively.
Offer a Policy Review or Update
Reach out with: "It's been a while—how about a quick coverage review to ensure you're still getting the best value?"
Share Market Updates or New Offerings
Provide timely industry updates: "There have been changes in the insurance market that could benefit you—[Carrier] introduced a new discount program."
Send Value-Add Content
For leads that have gone dark, nurture with helpful content: safety guides, insurance checklists, or educational resources.
Time Your Outreach to Key Moments
Reach out when insurance needs naturally resurface. If a prospect's policy expires in March, start outreach in January/February. Combine this with a strategic Thursday timing for best results.
Try a Different Channel or Personal Touch
If emails aren't getting through, try a text message or courteous phone call. Sometimes a more personal medium can rekindle the connection.
Metrics to Monitor Re-Engagement Success
Track these KPIs to know if your re-engagement efforts are paying off:
Re-Engagement Rate
The percentage of stale leads that respond or take action after your outreach. Example: Contact 50 cold leads, 10 reply = 20% re-engagement rate.
Revived Pipeline Value
The total quoted premium or number of opportunities generated from previously cold leads. Track how much business potential your re-engaged leads add to the pipeline.
Conversion Rate of Re-Engaged Leads
How many re-engaged leads convert into sales (bind a policy). If 10 responded and 3 purchase, that's a 30% conversion rate. Compare to your normal lead conversion.
Sales Cycle Length
Monitor how quickly re-engaged leads move from contact to close vs. brand-new leads. Revived leads often close faster (15 days vs. 30 days) since they have prior context.
Want Zoomy to Do This For You?
You can build this filter in AgencyZoom manually by following the steps above. Or, if you have Zoomy, just ask: "Show me all leads who haven't replied in 30 days" and he'll build the list for you instantly.
Try Zoomy FreeEffiZoom Support
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