Help with lead tracking system

[Paul T.]

I need some help with my lead tracking. Right now, I'm doing direct mail and cold calling, but will start doing ringless voicemail too. 

I am using Podio to do CRM, but as you may know, it is a blank slate that allows a million ways to do tracking.

What I'm having trouble with are the following:

1) Podio does not have a way to track duplicate imports by default. I find this very maddening because this is a very important feature. I may source my leads from zillow, listsource, or the county records directly, and there may be overlap in that data where I have duplicate property addresses.

2) I'm a little overwhelmed by the different outcomes for each lead. When I send direct mail, I can either get no response, call back, returned mail. For 'no response' outcomes, I would want to send mail again after some time. For 'call back' outcomes, I would follow up with phone calls until the lead becomes a purchase, or until it's a dead lead. And for returned mail, I would want to do skip tracing to cold call or RVM.

Can anyone share any tips to make a good system to track all of this?