Follow up Boss GUIDE
CRM Features, Layout & More
Not Available On Mobile
Open on a Computer to Explore
WHAT THIS GUIDE SHOWS
6 MAIN FEATURES
Tags label leads for follow-up timing & frequency
Stages indicate if we’ve made contact with a lead, & if so, what type of contact
Deal Stages show us where a Hot Lead is on their journey to closing
Smart Lists use tags & previous communication to organize leads into lists for follow up
Appointments show us which leads have been scheduled for intro calls w/ Agent
Reporting in the CRM tracks important metrics we use to both improve & forecast results
FEATURE DETAILS
Timeframe tags: These determine how often a lead is contacted
Daily – Lead is on a daily follow up sequence (Reach out every day) – All new leads are tagged Daily
Weekly – Lead is on a weekly follow up sequence (Reach out every week)
Bi-Weekly – Lead is on a bi-weekly follow up sequence (Reach out every other week)
Monthly – Lead is on a monthly follow up sequence (Reach out every month)
Quarterly – Lead is on a quarterly follow up sequence (Reach out every 3 months)
6 Months – Lead is on a 6 month follow up sequence (Reach out every 6 months)
Contact Tags: Used to understand if/how much we’ve engaged with them
Haven’t Made Contact – Leads you haven’t made contact with – All new leads are tagged Haven’t Made Contact
Haven’t Met in Person – Leads you haven’t met in person – All new leads are tagged Haven’t Met in Person
Met in Person – Leads you have met in person
Attention – Leads that are top of mind (Either mid conversation, requested a call back, or don’t have a timeframe tag)
Hot Lead Tags: Used to put leads into either Hot Lead/Revive Lists
Hot Lead – Leads looking to transact in the next 6 months
Revive – Hot leads who have stopped responding
Bad Lead Tags: Used to label leads as some form of invalid
Wrong Number – Leads with an invalid phone number
Not Interested – Leads who are not interested
Not Qualified – Leads who are not qualified (Either because their price is too low or looking in a different location)
Fake Lead – Leads who gave fake contact info
Random Tags: Applied to leads that shouldn’t be getting contacted
Agent – Lead is an agent
Has Agent – Leads who already have an agent
Renter – Leads who are currently renting
Vendor – Lead is a lender, escrow agent, inspector, etc.
Sphere – Leads who are in your sphere of influence (Friends & family)
Regular Lead Stages: Applied to all non-Hot Leads that we are still contacting
Lead – No contact has been made – All new leads are set to this stage
Nurture – Positive contact has been made (Showed some form of interest via call/text/email, but are not ready to transact in the next 6 months)
Hot Lead Stages: Applied to all Hot Leads
Hot Lead – Initial stage for all Hot Leads (looking to transact in next 6 months)
Past Client – After the deal is closed
No Active Follow Up Stages: Applied to leads that shouldn’t be getting contacted
Agent – Lead is an agent
Has Agent – Leads who already have an agent
Vendor – Lead is a lender, escrow agent, inspectors, etc.
Sphere – Leads who are in your sphere (Friends & family)
Trash – Leads that are either Fake, Not Interested, or Not Qualified
Buyer Deal Stages: Used to show where a hot buyer lead is in the buying process
Hot Lead – The starting deal stage for all leads looking to purchase in the next 6 months
Property Search – A Hot Lead is set up on a custom property search
Viewing Properties – A Hot Lead is viewing properties in person
Making Offers – A Hot Lead is making offers
Pending – Transaction is pending
Closed – Transaction has closed – CONGRATS!
Seller Deal Stages: Used to show where a hot seller lead is in the selling process
Hot Lead – The starting deal stage for all leads looking to sell in the next 6 months
Property Walk Through – You met with the Hot Lead at their home to walkthrough and talk next steps
Listing Agreement Signed – You have signed with them
Prep & Staging – The property is getting prepped and staged for listing
Listed on Market – The property is on the market (Use this for off-market as well, just make note of it in the deal)
Receiving Offers – People are putting offers in on the property
Under Contract – Purchase and Sale contract signed
Pending – Transaction is pending
Closed – Transaction has closed – CONGRATS!
Lists: Used to sort leads so we know how often to follow up
All People – No filter list of all leads
New – Leads who signed up in the last 24 Hours
Attention – Leads who are tagged Attention
Active Today – Leads who have been active (last activity) on your website in the last 24 hours
Hot – Leads who are tagged Hot Lead
Revive – Leads who are tagged Revive
Daily – Leads who are tagged Daily, last communication was more than 1 day ago
Weekly – Leads who are tagged Weekly, last communication was more than 1 week ago
Bi-Weekly – Leads who are tagged Bi-Weekly, last communication was more than 2 weeks ago
Monthly – Leads who are tagged Monthly, last communication was more than 1 month ago
Quarterly – Leads who are tagged Quarterly, last communication was more than 3 months ago
6 Months – Leads who are tagged 6 Months, last communication was more than 6 months ago
Missing Tag – Leads who are missing tags (catches any leads that have been forgotten/not tagged correctly)
We use the appointment feature to track which leads have been scheduled via Calendly
Appointment Types:
Intro Call
Appointment Outcomes:
No Show
Advancing the Process
Not Moving Forward Yet
Main Reporting Features:
– How quickly we follow up with leads after signing up
– How many times we contact leads after signing up
– Total calls made & pick up rate
– Total emails sent, open rates, click rates, response rates
– Total texts sent, deliver rates, response rates
– Average engagement/response rate
– Deal Stage tracking
– Appointment tracking
– Ability to visualize all of the above with charts within specific timelines + so much more
How to Use Each Feature
Select a feature below to explore
TAGS
Creating Tags
Click on a lead & look at the details tab on the left side bar of their profile
Next to Tags, click the blue plus button, type the tag name you want to add & click “Create new tag…”
Adding a Tag to a Lead
Click on a lead & look at the details tab on the left side bar of their profile
Next to Tags, click the blue plus button & add the tag there
STAGES
Changing a Lead’s Stage
Click on a lead & look at the details tab on the left side bar of their profile
Next to Stage, click the dropdown & select the stage you want to change to
Ensure you press enter or click the green check to save the new stage
DEAL STAGES
Adding a Deal Stage to a Lead
Click on a lead & look at Deals on the right side bar, click the blue plus
Fill in the price w/ an estimate, add commission %, as well as any relevant info & then create the deal
Changing a Lead’s Deal Stage
Click Deals on the top menu bar, then locate the lead who’s deal stage should be changed
Drag the deal from one column to the next
(For example: From Hot Lead to Property Search if you set them up on a search)
Watch the 13 second video below to see this in action
SMART LISTS
The above image shows some of our Smart Lists – these group leads based on their tags & last communication
The New list includes all leads created in the last 24 hours
The Attention list includes all leads with the Attention tag
The Active Today list includes all leads with website activity in the last 24 hours
The Hot list includes all leads with the Hot Lead tag
The Daily list includes all leads with the Daily tag where the last communication was more than 1 day ago
(Leads on this list get followed up with every day – whenever the last communication is more than 1 day ago they pop back up on this list)
The same goes for Weekly, Bi-Weekly, Monthly, Quarterly, 6 Months – just change the timeframe
We use these lists to systematize follow up rather than automating it – it allows us to add a personal touch to increase engagement
APPOINTMENTS
Creating Appointments
Do this after an meeting is scheduled (Intro call or check in call)
Click on a lead & look at Appointments on the right side bar, click the blue plus
DO NOT check the “Send invitation email & text” box
Adding Appointment Outcomes
After the appointment click on the lead’s profile & look at Appointments on the right side bar & click the appointment
Next to the appointment type it says “No Outcome”
Click on that to choose the appointment outcome from the dropdown
REPORTING
Explore everything about FUB reporting HERE
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