Tasks are simple reminders that can be set manually by any user type to remind themselves of action items, like emailing a contract or calling a client back, or they can be scheduled automatically as part of a Smart Campaign, such as built in reminders to call a new lead after a certain amount of time.

It is easy to keep yourself organized and on track with the numerous daily to-do lists you may refer to each day by setting and completing them in BoldTrail. Tasks can be easily associated with specific contacts and BoldTrail will email you on the day that the task is due.

Your Tasks and Calls can be found by clicking on the Tasks icon in the following locations:

Clicking on either of these options will open your Tasks menu, where you will be able to view, manage, and edit your tasks and calls.

If you'd like to search for a specific task or contact, use the Search bar at the top of the Tasks & Calls menu.

The Status dropdown at the top left can be used to filter for specific tasks and calls in your database.

Note: The Tasks & Calls dashboard only shows Past Due tasks within the last 30 days. To see all Past Due tasks, use the Smart CRM filter for Past Due within a specific timeframe, or All Time to see all past due tasks.

You can also choose to display Calls or To-Dos by selecting one of the Task Type options.

If you need to perform a specific action for multiple contacts, the Mass Actions dropdown allows you to mass complete, delete, and snooze tasks.

Admin users may click on the Scope dropdown at the top right to view a specific scope's tasks and calls (set to Company by default).

Tasks can be created in a variety of ways:

The task templates will vary depending on which avenue you use to create the task, but the task basics like title, date, and time will remain across all of the options.

TIP: Want to create a reminder for yourself that does not need to be associated with a contact? Attach it to your test lead instead! Simply create a fake lead record in your Smart CRM with your information if you have not already done so and use that fake lead's name when creating a task.

The Quick Actions menu is the quickest way to create a reminder for yourself down the road.

The most popular method for adding tasks is via the contact's record as this removes the need to select a name to associate the task to. You will most likely already be in the record as well so you can log other details about the conversation you had with that particular contact.

Using Smart Campaigns to create and assign tasks is an efficient way to automate your contact nurturing, whether that is for leads or past clients.

Admins can also create a Company-level Smart Campaign for Agents to use when working with Company-owned leads and integrate regulated follow-up tasks into the action items.

The BoldTrail mobile app gives you immediate access to your contacts while you are on the go and you have the ability to create task reminders for yourself the moment you think of them regardless of where you are. You can also easily save a task when talking with a client so you are reminded to complete it once you are back in the office.

A note will then appear in the contact's record stating a new task was added that you will then be able to mark complete on its due date.

You can quickly create a task and assign it to multiple contacts at once when you access the Smart CRM. This saves a lot of time when setting a reminder for yourself that affects a batch of contacts, like announcing an upcoming client mixer or home buying info webinar, for example.

1. Log into your BoldTrail account.

2. Navigate to the Smart CRM tab to the left.

3. Filter for the contacts you would like to apply the task to.

4. Check the boxes next to the names of the desired contacts.

5. Click on the More Actions drop-down menu at the top of the contacts table.

6. Choose Add Task(s) from the drop-down menu that appears.

7. Fill out the Name, Template, Time Unit, and Time Value as necessary.

8. Click the "Add" button on the bottom left.

The task will then appear in every selected contact's Timeline and Tasks section within their contact record.

Scheduled calls can be set manually by any user type to remind themselves to call a contact, or they can be scheduled automatically as part of a Smart Campaign, such as built-in reminders to call a new lead after a certain amount of time.

It is easy to keep yourself organized and on track with the numerous daily to-do lists you may refer to each day by setting and completing them in BoldTrail. Scheduled calls can be easily associated with specific contacts and BoldTrail will even email you on the day that the call task is due.

Scheduled calls can be created in a few different ways:

When scheduling a call the same information will always be required.

A popup window will open up. Select Schedule Call from the bottom.

If scheduling from a Contact Record you may select one of their phone numbers from the dropdown.

On the schedule call tab, you'll be able to set up your future calls with the following controls:

Note - This note will appear on the contact's timeline, as well as in the call summary in your tasks list.

Due Date - The date and time you want the call scheduled. I

Sync with Google - Set to 'Yes' to add this call to your Google Calendar at the specified date/time.

For more information on syncing your Gmail account click here.

Repeat Calls - If you want to schedule this call more than once, turn this on.

# of repeat calls - If repeat calls is toggled on, specify how many calls you want to schedule.

Within the Next - Specify what period of time you want your calls to be scheduled. The calls will be as evenly spaced as possible.

Using Smart Campaigns to schedule calls is an efficient way to automate your contact nurturing, whether that is for leads or past clients.

Admins can also create a Company-level Smart Campaign for Agents to use when working with Company-owned leads and integrate regulated follow-up calls into the action items.

Task Reminder - Create a task reminder informing you to call the lead.

Call Me - The system will initiate a call and connect you and the lead automatically.

Name - This is the name you'd like to give your call. Your lead will not see this; use it as a way to remind yourself why you're calling.

Template - Use a premade (provided by BoldTrail, your Admin, or created by you!) template if you like.

From/To - This will determine who is making the call. Automatically 'From' will be the Agent, and 'To' will be the contact. You can make the 'From' call belong to the system and 'To' would be you, the Agent.

​Run Immediately - The 'Run Immediately' toggle will determine if the call should take place as soon as the Campaign is assigned to the contact. If this is toggled off you can choose a timeframe for the call.

Time Unit - Minutes, hours or days after the Campaign has been assigned.

Time Value - How many time units before this schedules call is assigned.

Your Tasks and Calls can be found by clicking on the Tasks icon in the following locations:

Clicking on either of these options will open your Tasks menu.

To filter for Call tasks only, select the Calls checkmark from the Tasks menu. This allows you to view all upcoming calls and snooze, delete them or mark them done.

Once you have completed the calls due for any given day, simply click the Call button. You can also click the Snooze button if you would like to postpone that task until the next business day.

If you need to review the contact's information and notes ahead of completing the call, you will still be able to view and complete any assigned calls for that particular contact by accessing the Tasks tab at the top of the contact profile.

You can complete the call straight from this section or snooze it, simply click the corresponding phone icon or 'Snooze' button.

If you need to see the full list of upcoming or completed tasks and calls, click the All Tasks button.

There you will see the entire list of scheduled and completed tasks and calls.

Dialing Lists

Please Note: If you open a list that contains contacts that you've already called today, they will be hidden.
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When you get to a list of contacts, you can click an individual contact to call or select Dial Now to use the automatic countdown timer to dial each member of the list automatically.

Initiating a call with the Dial Now function brings up the first person on the list.

When the countdown timer reaches zero, your phone interface will display, and you can make the call. After finishing your call you will see the call disposition screen.
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Tapping on a disposition will display various options for your post-call follow-up.

Call Results (Contacted or Not Home)

Call Results (Bad Number)

Tap to check the box on the far right to perform that action when you finish the call.
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Individual Custom Notes or Tasks

To add a custom note or task, tap on the checkbox to the right. You can then create a task or action as you like.

When you finish the call, you'll get a confirmation and can either move on to the next person in the list, or navigate to the details page of the person you just added items to.
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After scheduling a call task, open the Tasks menu and filter your available tasks to display Calls only.

Find your contact in the list, and click the Call button.

This will open the Call Contact window where you can either schedule another call for that contact, or call them immediately by clicking Call Now.

Once your call has been completed, you can log the call outcome in the lower section of the Call Contact window. You will have the following options to log your call:

Once you have completed the tasks due for any given day, simply click the Done button. You can also click the Snooze button if you would like to postpone that task until the next business day.

In order to edit a task, simply click on the pencil icon to the right of the task's title.

That will bring up the task details box where you can adjust the title, details, date, and/or time. Don't forget to click the Save Task button in the bottom left to save your changes!

TIP: Sometimes snoozing a task to the next business day is more applicable than editing the due date.

It is very easy to complete tasks using the mobile app which makes it perfect for agents on the go! All your scheduled tasks live in the Tasks section on the bottom right of your app.

Here you can review your list of upcoming tasks and mark them complete.

You also have the ability to mark tasks complete directly from the contact's record. Simply navigate into their Tasks section and tap the white check box to the right.

There are two ways to delete task reminders:

1. Individually, such as a duplicate task.

2. En masse, such as multiple, inapplicable tasks created by BoldTrail upon importing a file of contacts.

To remove a single task, click on the black X button next to the specific task you'd like to delete.

Alternatively, you can click on the pencil icon to bring up the details box. You can then click the red Delete button in order to remove that specific task associated with a particular contact.

To mass delete tasks, use the filters to pull up the desired tasks. Select each one using the checkboxes at the far left, and then select Mass Actions > Mass Delete from the dropdown at the top right.

Each day, you will receive an email from BoldTrail summarizing your task items and calls.

Daily 'calls to make' are also displayed on your BoldTrail dashboard and in your mobile app dialer, and are triggered by events that are set in Smart Campaigns, or from events that your contacts will trigger as they use your website (like if they saved a listing!).

You can set your preferred lead types and number of calls in the Settings section at the top right of the Tasks and Call dashboard.

Using these settings you can alter the number of calls the system wants you to make to contacts in your database. There will always be a reason for the phone call that you will see on your screen before you call them that the system is watching out for 24/7 on your behalf.

The more calls you can handle, the better your conversion rate from leads into clients will be! Although the settings below can be adjusted, it's recommended that new Agents use the default settings.

Your Daily Call parameters must be set up using the steps above in order to start receiving daily summary emails. Even if you have a new lead or task that would trigger the daily summary email, it will not send out unless Daily Calls have been set up:

By default, contacts NOT in the following statuses:

Have more questions? Please reach out to Customer Support via the blue chat bubble to the right or by emailing support@insiderealestate.com!