You can access Smart Campaigns by clicking on the 'Marketing' tab. Then, select 'Smart Campaigns'.

On your Smart Campaigns page, there are two main sections.

The System Smart Campaigns section contains all of the pre-built campaigns designed by Inside Real Estate. These campaigns have been thoroughly tested and are IRE's best take on an effective campaign for the given contact type.

To review what's in the library, click the 'System Smart Campaigns' tab at the top.

To add the Campaigns to your library for use, click the 'Add to My Library' button on the right-hand side.

This is where all of your own campaigns are stored when you create them from scratch or copy and edit the system campaigns.
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To edit a campaign, click on the campaign name. You will then see the editing controls for the campaign to the right.

To enable or disable a campaign, use the switch under the status column to the far right of each one. If a campaign is toggled off (grey) the campaign cannot and will not be assigned to contacts.

Disabling a Smart Campaign in the Smart Campaign page of the Marketing tab will prevent the Campaign from being assigned to new leads, and will prevent the Campaign actions from sending to existing assigned leads. The Campaign will still be applied to these existing leads, but no actions will be triggered or sent out.

The Campaign will still track the time since the Campaign is assigned to the lead. Once the Campaign is reenabled from the Marketing > Smart Campaign section, the Campaign will resume and send the next available action when it reaches the correct send time. It will continue to track as if the Campaign is actively running, but will not send out the actions until it is reenabled.

When you see that a campaign is 'Locked,' it means that the campaign will run for your contacts that meet that criteria. Typically these will come from your Team or Office Administrator. The campaign will always activate for the contacts that match the criteria unless of course, you modify the contact that qualifies it for a more specific campaign. Typically, there are default campaigns that are designed to handle basic new Buyers and Sellers that sign up on your BoldTrail site so that you don't need to design a campaign right away. You will learn more about Campaign Specificity later in this article.

Dark Padlock - Campaign created at the Administrative level that will run for the contacts that match the criteria of the campaign.

Open Padlock - Campaign created at the Agent or Administrative that is not mandated.

The best way to get started with campaigns is to copy an existing campaign out of our System Smart Campaigns list. That will give you something to start with that you can modify or personalize to your particular needs or taste.

In the System Smart Campaigns list, you can click on a campaign name to review its contents.

You can copy the campaign to your personal library, using the clone button on the right side.

Clicking on 'Clone Campaign' will open a pop-up with all of the options pre-filled in.

Because you are making a copy, you can skip the 'Campaign Logic' and 'Designed' settings pages.

To do so, click on tab #3: 'Set Details' and change the name of the campaign to something your own.

Something like 'My Default Seller' would be appropriate.

Click on 'Next' at the bottom of this tab, then click on 'Finish' on the final section.

Instead of clicking on the campaign name to clone the campaign, you may also use the 'Add to My Library' button at the far right of each campaign.
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Whether you are creating or editing a campaign, you need to know that campaigns have two parts.

Generally, you start with campaign settings, then you add your campaign actions (emails, texts, etc.) to it. They are managed separately.

To edit the campaign settings of an existing campaign, click on a campaign name within 'My Campaigns', then click 'Edit' on the right side. Then, skip to Step 2 below.

Before you can add any email, texts, tasks, or any actions to a campaign, you must first name it and tell BoldTrail when you want it to run (using the campaign settings).

Navigate to 'My Campaigns' and find the '+ Add Campaign' button at the upper right.

The first thing you will set as an Admin is the campaign scope.

The scope tells BoldTrail who has access to the campaign. If you set the scope of the campaign to a group such as a Team, or Office, the campaign will be triggered for that entire group's contacts if toggled on.

Each agent who is a part of that entity will see the campaign in their library, and who configured it.

Next, you will see the options on how you want your campaign to be triggered.

You must pick one of the three standard triggers, or use the advanced triggers.

Using advanced triggers you can create the specific conditions under which the campaign should be added to the intended contact.

It's especially useful when you want to assign a campaign based on a status, but not if a certain hashtag is assigned. There are many ways you can control the flow of campaigns here.

For example, if you want to assign the campaign when a lead is a particular status, but NOT when they have a particular hashtag, you can add the following trigger.

A common use for this is creating campaigns for specific advertising sources. For example, if you wanted only your New Zillow Leads to be on the campaign, you would use :

Advanced Trigger Logic

IS: The field equals the value

IS NOT: The field is not the value

ONLY: The campaign will only trigger for the lead if they only have the hashtags listed there, no more and no less

MUST: The lead must have all of the hashtags listed (but could also have more)

'I Do Not Want a Start Trigger'

You have the option not to apply a start trigger. This means the campaign will NEVER be automatically applied to a contact. However, you can manually assign it (if enabled) to the contacts you'd like it to run for.

Select whether or not you want this campaign to always be assigned on top of other campaigns if the assignment criteria are met. Yes, this DOES mean that multiple emails or texts can be sent by different campaigns on the same day. Use with caution and planning!

Campaign Specificity: Always Run

This feature will add an additional campaign to the contact (beyond one campaign) if they match the criteria for the campaigns.
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Campaign Examples:

Campaign 1: New Lead, Buyer, Source: Zillow <ALWAYS RUN OFF>

Campaign 2: New Lead, Buyer <ALWAYS RUN OFF>

Campaign 3: New Lead <ALWAYS RUN IS ON>
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Scenario 1: New Buyer lead from website

Scenario 2: New Buyer lead from Zillow

Please Note: If two campaigns may be triggered, and both also have always run turned on, both campaigns will be assigned.

If you are adding a campaign at the admin level for your team or office, locking a campaign will force it to run for all the agents' contacts within that team or office if they meet the criteria. If left unlocked, agents can move those contacts off of the campaign either manually or by changing the organization of the contact.

BoldTrail Statuses

Sphere: Contacts you know, who may or may not be searching for real estate.

Prospect: Contacts you've met or have information for, who you want to convert into a real estate lead. They are not actively searching right now, and your efforts are directed towards getting them to do so.

New Lead: Contacts who have signed up on your website, either from an ad or some other lead source, such as an email import.

Active Lead: Contacts who are actively returning to your website to view properties. Leads who respond to communication who have not responded before will automatically default to active status when they respond the first time (if not within the first 2 minutes of the lead's creation in the CRM).

Client: Contacts you are actually working with, and showing homes, etc.

Contract: Contacts who are in the buying or selling transaction process. **If a transaction management system is integrated with BoldTrail (ex: DotLoop, Skyslope, or DocuSign) and a contact matches, their status will automatically update and indicate that they are tied to an existing transaction.**

Closed: Contacts who have completed a transaction. **If a transaction management system is integrated with BoldTrail (ex: DotLoop, Skyslope, or DocuSign) and a contact matches, their status will automatically update and indicate that they are tied to an existing transaction.**

Archive: Contacts you don't intend to work or communicate with. Moving a contact to this status will unsubscribe them from any further automated communication.

Each time a status is changed or assigned to a contact, it can trigger a particular campaign to be assigned.

BoldTrail Hashtags

A hashtag is a label that you can affix to a contact. It's completely free-form and can give you a more granular organization of your contacts if you wish it.

There are many ways hashtags can get added to contacts, but the most basic way to do it is to open a contact record and add a hashtag to the 'Hashtag' section on the left of the profile.

As with statuses, hashtags can also dictate which campaigns are assigned to your contacts.

The main idea is that as you manage and organize your contacts (change their statuses and hashtags), the system can automatically change the campaign they are on to the most relevant one. This will save you thousands of emails and text messages over time!

After clicking 'Next' you can choose the contact type.
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Pick the type that you want to be set in order for this campaign to be assigned.

The contact type can be set either automatically or manually in BoldTrail. In this step, the contact type you choose here will affect whether or not a campaign is assigned, just like triggers in Step 1. If you are unsure if you don't want to restrict the automatic assignment of the campaign, select 'ALL' at the bottom.

Normally when a contact signs up after browsing residential homes for sale, their type is set as Buyer. Or if they register from the 'Sell' page on your BoldTrail site, they could be set as a Seller.

A combination of the type and the triggers you chose in the previous step will determine the conditions that cause this campaign to be assigned to a contact or not.

Considering how many possible combinations of triggers and types there are, BoldTrail can handle any situation you want to throw at it.

Campaign Specificity - Lead Types

Contacts have one campaign they can be assigned to. If they qualified (based on trigger and type criteria) for multiple campaigns, they are assigned the most specific campaign where the most criteria/triggers are met.

Campaign Examples:

Campaign 1 triggers: New Lead, Buyer, Source: Zillow

Campaign 2 triggers: New Lead, Buyer

Campaign 3 triggers: New Lead
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Scenario 1: New Buyer lead from website

Scenario 2: New buyer lead from Zillow

Upon clicking 'Next' after choosing contact types, you can set the miscellaneous details of the campaign in step 3.

Set this as you would like it to appear under 'My Campaigns'.

Set this as you would like it to appear when reviewing your campaign details.

Select whether or not you want this campaign to always be assigned on top of other campaigns if the assignment criteria are met. Yes, this DOES mean that multiple emails or texts can be sent by different campaigns on the same day. Use with caution and planning!

If you are adding a campaign at the admin level for your team or office, locking a campaign will force it to run for all the agents' contacts within that team or office if they meet the criteria. If left unlocked, agents can move those contacts off of the campaign either manually or by changing the organization of the contact.

Upon clicking 'Next' from Step 3 of the campaign, review the details you set and click on the green 'Finish' button on the bottom left.

Keep in mind, if you have a birthday or anniversary Date-Based Campaign the birthday or anniversary Behavioral Automation text will not be sent. Only one will be received by the contact.

Additionally, when emails are queued as part of a date-based Smart Campaign, all emails for that campaign will be delivered within a 24 hour window.

Templates and campaign actions are the communications that your contacts will actually receive.

Templates are pre-written messages, reminders, or calls that can be scheduled to send in campaigns with Campaign Actions.

To add your own template you can create them from the Templates tab, or directly from the Campaign you're building.

Create an email that you want your campaign to send automatically for you. Emails can be sent from BoldTrail to you, or from you to your contact. Email templates can be one of two types, basic or advanced.

Basic Template

For more information on merge tags, click here.
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Advanced Template

You can click on the 'advanced editor' button to switch to the advanced email editor. This will allow you to create HTML-based emails that can be designed with images, colors, videos, and more.

​To learn more about the advanced email editor, click here.

SMS Template

Create a text message that you'd like to be sent automatically as part of a Smart Campaign. Texts can be sent from BoldTrail to you, or from you to your contact.

Text templates have a limit of 220 characters. SMS signature and opt-out language do not count towards the 220-character limit!

Smart Campaign text actions must be spaced 24 hrs apart.

Smart Campaign/Mass Text Limit

Mass/ Smart Campaign texts will be limited to one per lead per day. In the event of multiple texts scheduled to be sent within that same day, any attempts after the first will not be delivered and a note will be added to the lead's timeline indicating the send failure.

Task Template

Tasks are 'reminders' that you will see in your task list on the dashboard each day.

Call Template

Calls are scheduled with campaign actions, and they are added to the daily call list. You use the dialer to complete them in BoldTrail.

Webhook Template

Webhooks are interesting in that they can trigger things to happen in real life or in other programs automatically. For example, if you are creating a campaign for Seller leads, and you want to send them a postcard automatically to the address they used to get a property valuation, you could do that with a webhook URL from a third-party who sends postcards.

​To learn more about webhooks, click here.

Voicemail Drop Template

If you subscribe to Voicemail Drop you can add a ringless voicemail to your Smart Campaigns in order to make them more personal!

You can make a new recording or upload a recording by scrolling down.

Cloning Templates

There are times when it's a good idea to make a copy of a specific template you want to edit instead of changing the original, especially if it can affect more than one campaign.

To do so, you'll want to first find the template you want to make a copy of, and click the 'Clone' button to the right of that template.

In the edit modal that appears, you can change the name of the template, scope (Admins only), and content. Once you're satisfied click 'Clone Template' on the bottom left.

Once it's cloned, you'll be able to find it the next time you edit or add an action to your campaign.

The templates that you've created yourself you may manage. You can clone any template that you can see, but you can only edit or delete templates you've created.
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Inline Editing

In this video, we will show you:

All without having to leave the campaign screen!

My Company has locked a campaign - can I edit the campaign actions from within the campaign?

No - locked campaigns cannot be edited by the user. You will need to clone and edit the campaign copy.

How can I edit and save a template for all campaigns?

From within a campaign, update the template as desired and select the checkbox next to ‘Save over current template’. After confirming, this will save the template for all current and future campaigns.

How can I save a new template that I’m editing?

While editing a template from within a campaign you can save the template for future use. Just update the title, make sure the checkbox next to ‘Save over current template’ is unchecked, and save.

When you open a campaign that you've cloned from the System Smart Campaigns list, or created yourself, you'll notice on the left-hand side, all of the actions in that campaign.

The actions table tells you when the action is triggered, the name of the action, what kind of action it is, and from who to who the action is sent or assigned. There is also a button to edit and delete the action.

Adding Action Types

To add an action, click the green '+ Add Action' button on the top right of the table.

Email Action

This is a scheduled call for you to make that will appear on your dashboard or in your task list.
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SMS Action 

This is a text message sent by BoldTrail to the recipient indicated.

 Add a Tag Action

This action adds a hashtag to the contact assigned to this campaign.

Remove Tags

Status Action

This action changes the status of the contact assigned to this campaign.

Webhook Action

This action triggers an HTML GET webhook to a third party.

This action sends a Voicemail Drop to a contact on the Smart Campaign.

This action is designed as an alternative that is much easier to digest than webhooks. If you are familiar with Zapier, you can use this action to trigger a Zap!

To learn more about Zapier, click here.

Once you create this campaign action and save the Zap ID, you can create the zap.

Task Action

This is a scheduled Task (reminder) that will appear in your task list in BoldTrail.
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When you open a Campaign that you've added to your Campaign Library, you'll notice all of the actions in that Campaign.

This table tells you when the action is triggered, the name of the action, what kind of action it is, and from who to who the action is sent or assigned. There is also a button to edit and delete the action.

If you want to know that a Campaign has ended, you can add a 'task' action as the last action in the campaign which will inform you it's come to a close. You can add a task action by clicking the '+ Add Action' button and selecting 'Task' from the dropdown.

The task you create should easily let you know that the Campaign is coming to an end. In this case, there is a task template specifically indicating the Campaign is ending.

To learn more about creating templates, click here.

Campaign Sharing Frequently Asked Questions

Which campaigns do I have access to share with another Agent or Admin?

If you can edit it, you can share it! If you do not have edit permissions you will not be able to share the campaign.

I've added a Sharing Token and the campaign isn't appearing. Is something wrong?

Not necessarily! Campaigns can take up to 15 minutes to appear in your account. After 15 minutes if you're not seeing the campaign please log out and back in to refresh your account.

How will I know that the Sharing Token worked?

You'll know the process is finished when the campaign is visible in your library. You will also receive an email linked to your BoldTrail account.

Will the campaign name copy over?

Yes! The campaign will appear in your library as 'original campaign name (copy)'.

I'm a Lender. I want to share a campaign. Is this possible?

Not at this time. Unfortunately, Lender accounts do not have the ability to share campaigns.

If I share the campaign with another Agent, can they also share it with other Agents?

Yes - any campaign a user can edit they can also share. This means that if you share a campaign with an Agent they then have the ability to share it with whomever they like.

I want to share a campaign that has a Voicemail Drop - if I share it with an Agent without a VM Drop subscription can they still use the campaign?

While the Agent can use the campaign, the Voicemail Drops will not send to their contacts. They would need to purchase a Voicemail Drop subscription and upload their own voicemails.

When you click on a contact in your SmartCRM to reveal their details, their campaign assignment will be displayed on the right-hand side.

This is where you can see any campaigns which are assigned.
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You can manually assign a campaign by clicking on the add link and selecting an available campaign from the list.
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Clicking the pencil icon next to an assigned campaign allows you to edit the progression of that campaign.
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Choosing to pause, remove, or restart a campaign will add an event to the contact's timeline.
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The logic behind campaign pauses and resumes can be counterintuitive. When a campaign is paused, all actions that would have otherwise occurred during that period are essentially frozen. Once the campaign is resumed, the "timeline" continues from the point at which it was paused, but the days skipped during the pause do not affect the schedule of subsequent actions.

Occasionally, the need may arise to assign a Smart Campaign to multiple contacts at once, like adding the Open House campaign to a group of contacts you just imported from a sign-in sheet or assigning the Past Client campaign to a list of buyers and sellers you have helped in the past and want to ask for referrals from.

When mass-assigning a Smart Campaign, you will first need to be logged into your BoldTrail account.

Once an Active Lead turns into a Client you should change the Smart Campaign that they are on otherwise your communications with them may be hindered by the automated messages that lead-specific campaign is still sending to them.

Two new notes will also be added to the Timeline saying the old campaign was removed and the new one was applied.

TIP: Generally, it is a good idea to create a Smart Campaign for each main stage a contact will go through in your pipeline:

Although it is strongly recommended that you assign a 'Closed' or 'Past Client' Smart Campaign to continue building your referral network, there may be instances where not having a campaign assigned is necessary after you have helped your Client buy, sell, or invest.

You may also need to remove a campaign from family members or friends that were imported with a Smart Campaign applied on accident.

The contact's record will automatically refresh to display 'No campaigns' and a new note will be added to the Timeline saying the campaign has been removed.

You can automatically start a campaign after a different one has ended by utilizing hashtags. This can be helpful if you have, for example, a shorter "Welcome" Smart Campaign for new leads, but would like them to automatically start on a longer-term follow up campaign for nurturing.

First, choose a hashtag for your longer-term Smart Campaign. In your Smart Campaign settings, make sure that the Campaign is set to start automatically when this hashtag is added.

Next, open the settings for your shorter-term campaign. Add a new Tag action to the end of the campaign.

Your tag should be the hashtag that you previously set to trigger your longer-term campaign. Once you've added a name for this new tag, select your desired time interval for this action to run, and click Save.

You will see your new Tag action in your list of Campaign Actions. Once this Smart Campaign ends, your longer term campaign will automatically run.

Additionally, if you set up your Smart Campaigns to trigger based on a contact's status, you can use the statuses to control which campaigns are assigned to a contact.

You can also leverage Behavioral Automation to automatically replace or remove Smart Campaigns.

When you create or edit a Smart Campaign, there is an option to set up a Trigger that causes that particular campaign to automatically assign itself to a new contact in your Smart CRM.

Setting up a campaign this way means that any time a contact's status is changed, the existing campaign (if any) will be replaced by the campaign that has the new status as a trigger.

For example, if you have a Smart Campaign that triggers on the New Lead status and another Smart Campaign that triggers on the Client status, any time a New Lead is entered, that campaign will automatically assign itself to that contact.

Then, if you change that New Lead's status to Client because you won their listing the existing New Lead campaign will be automatically replaced by the Client status campaign you have waiting in the wings.

In your Behavioral Automation settings, there is a toggle to enable an automatic status change from 'Prospect' and 'New Lead' to 'Active Lead' when a Prospect or New Lead responds to communication.

If you have a Smart Campaign that triggers on the status of 'Active Lead', it will automatically assign itself to any contacts whose status changed due to this automation setting.

To delete or remove a Campaign you must do so from 'My Campaigns'. Select the campaign name which you would like to delete.

Once in the campaign overview, you will now have the option to remove the campaign from the campaign library.

You will then be prompted to confirm that you'd like the campaign removed.

If you currently have the Concierge service with Success Assurance enabled for your account, Smart Campaigns will not be added automatically to leads that have the Concierge turned ON. This prevents confusion on the lead's end when multiple automated messages are received during the Concierge's regular follow-up process.

Leads who are in Concierge OFF status will still be automatically added to Smart Campaigns. Additionally, Smart Campaigns may still be added manually to contacts even if they are in Concierge ON status.

In the Campaign History section, you can view the sync history for an individual Smart Campaign by clicking on the name of the campaign and going to its details page.

This new Campaign History section is available on all Smart Campaigns. Campaign History when and by whom any of the following actions were done for a campaign:

There are a few scenarios in which an "unknown user" can show here - if the user doesn’t exist at all, has no first and last name in their My Profile, or does not exist in that account (in the case of super account-synced campaigns/default campaigns) can all lead to "unknown user" shown.

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