How to Access Smart Campaigns

Begin by clicking on 'Marketing Autopilot' on the left hand navigation.

From there, click on the 'Start A Campaign' button within the smart campaigns tile.

 

How To Plan Your Campaigns

Campaigns in kvCORE are very detailed.

They can control just about everything that happens from when a contact is created to archiving them if they don't pan out.

Each time you think of a way to handle a contact, chances are you can incorporate that plan into a campaign. The goal is to automate as much as possible what happens with your contacts so that you can use your time to do the kinds of things that computers cannot do, like making phone calls.

In order to do this successfully, you need to first know about the two main campaign triggers. There are many other combinations of triggers that exist, but since we're just getting started we'll focus on these.

Statuses, and Hashtags.

kvCORE Statuses:

A status is always assigned to a new contact. If they are imported as a particular status, or if they register on your website, they always have a status.

Sphere - The people who you know or are in touch with periodically. Your Sphere of Influence.

Prospect - Someone that you have met and entered into the system manually. (Such as someone you met at an Open House.)

New Lead - Someone that registered on your kvCORE site and became a New Lead.

Active Lead - A New Lead that has returned to the website several times and continues to look at properties.

Client - Someone you are actively doing business with. Showing homes, signing paperwork, etc.

Contract - Someone that has been synced up with your transaction management software, such as SkySlope, or DocuSign, or any of the other Transaction Management Systems integrated with kvCORE.

Closed - Someone who you have sold/closed a contract with.

Archived - Your storage/trash bin. Anyone you have no plans on contacting or doing business with in the future.

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

kvCORE 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, and click 'Add Hashtag' on the left to begin adding your own hashtags.

After clicking 'Add Hashtag,' this modal appears where you can just start typing each tag you need, pressing enter after you finish typing each one. If a hashtag was already created, it will pop up while you are typing and you can click on it to add it.

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

The main idea here, 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!

 

Your Campaign Design

Now that you know that statuses and hashtags can determine what campaigns get assigned automatically, let's come up with a basic plan that you can add to over time.

You should always have a very basic campaign that is aimed at a wide audience. These wide audience campaigns are the default campaigns already built for you in kvCORE.

They can apply to pretty much all of the new buyers and sellers that may sign up on your kvCORE website.

To get started, you need to clone the  Default New Lead - Buyer and  Default New Lead - Seller to your personal campaign library.

Once those are copied in and activated, you will have a good foundation to start from, and can start thinking about what other campaigns you want to use or design. 

Either click on the links above to see the campaigns directly or proceed to the instructions below for a walk-through of the Campaign Libraries and Campaign Builder in kvCORE.

How To Use The Campaign Libraries

On your Smart Campaigns page  there are two libraries:

 

1. kvCORE Library  

This Library contains all of the pre-built campaigns designed by Inside Real Estate. These campaigns have been thoroughly tested and are our best take on an effective campaign for the given contact type.

To review what's in the library, click on the arrow at the far right to expand it.

Copy/Clone a Campaign

The best way to get started with campaigns is to copy an existing campaign out of the kvCORE Library. That will give you something to start with that you can modify or personalize to your particular needs or taste.

 

In the kvCORE Library 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:

 

Clicking on clone will open up the campaign wizard with all of the options pre-filled in. 

Because we are making a copy, you will 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 Buyer' would be appropriate.

Click on 'Next' at the bottom of this tab, then click on 'Clone Campaign' on the following tab:

 
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.

 

My Library

 This is where all of your own campaigns are stored, when you create them from scratch or copy one of the system campaigns.

To edit a campaign, click on the campaign name. You will then see the editing controls for the campaign.

Note: If you wish to edit a campaign that has been provided to you by your Broker (Usually the default campaigns) you will not be able to edit this campaign if you are an agent, however, you can clone the campaign and create your own copy which you can then edit.

To enable or disable a campaign, use the switch under the status column to the far right of each one. (This is also the 'active' switch shown above.)

 

If you disable a campaign, it will never be automatically assigned to any contacts.

 

Mandated Campaigns

 

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 that 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 kvCORE 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 administrative level that is shared with you but not 'Locked' or mandated.

No Padlock - Campaign created by you, if you are not an administrator.

 

 

Creating/Editing Campaigns

Whether you are creating or editing a campaign, you need to know that campaigns have two parts.

 

  1. The campaign settings that dictate when the campaign starts, and other details such as its name or whether or not it is shared with other kvCORE users.
  2. The campaign actions , which are the individual events that occur within the campaign. For example, if I want a text message to go out on day 5 of a campaign, that is a campaign action. Or if I want to change the status of the contact from Active Lead to Sphere at the end of my campaign, that is also a campaign action.

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

 

Campaign Settings

If you want to create your own campaign from scratch instead of copying one from the system library, this is the first step.

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

Before we can add any email, texts, tasks, or any actions to a campaign, we must first name it and tell kvCORE when we want it to run.

 

Add Campaign

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

 

 

Add Campaign Wizard Step 1 (Campaign Logic) 

 

Campaign Scope

The first thing we will set is the campaign scope.

This tells kvCORE who can access the campaign. Is this your personal campaign for example? Or are you creating a campaign that your entire team will use? Use the scope setting to set the access level.

If you set the scope of the campaign to a group such as a team, or the whole office, the campaign will be triggered for that entire groups contacts. 

  

Note - If two campaigns may be triggered at the same time, the campaign with the higher level scope will be added to the contact/lead. The scope hierarchy  is Company > Office > Team > Agent.

 

Each agent in each group will see the campaign in their Library, and who configured it:

 

Depending on how you want to organize your teams or your office, please make sure to bring all of your team mates onto the same page by making them aware of the campaign that will be running. They can then create their own campaigns to fill in the gaps for the tasks they want to accomplish or the messages they want to send.

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.

 

Campaign Triggers

Standard Triggers

LEAD IS NEW  - The campaign is added to all "New Lead" contacts that get added to the system. This is your standard type of trigger where you want the campaign to be assigned to new leads after they register on your site from an advertisement or any other lead funnel source.

LEAD IS TRANSFERRED  - The campaign is added if a lead is transferred from one user to another. For example, if an ISA transfers a contact to an agent, this could trigger an agent-specific campaign.

MOVED TO HASHTAG  - The campaign is added if the lead gets the specified hashtag assigned to it. This is very useful when you have a particular campaign intended for a particular kind of contact. If that person was generated from realtor.com, for example, and you had a specific realtor.com campaign you wanted to use, you would utilize the hashtag that you know would be assigned to those contacts.

In some cases, you might not know what the hashtag would be until after you get that kind of lead for the first time.

 

Advanced Triggers

 

 

This is the second of the two options.  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 I want to assign the campaign when a lead is new, but NOT when they have a particular hashtag, I can add the following trigger:

You do not need to specify Buyer/Seller/Renter at this stage. That will be set in the next wizard step.

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

  • Status IS New Lead 
  • Hashtag IS Zillow

 

Add Campaign Wizard Step 2 (Designed For)

After clicking next in the Wizard, you can choose contact type.

Pick the type that you want to be set in order for this campaign to be assigned.

Contact type can be set either automatically or manually in kvCORE. In this step of the wizard, 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 kvCORE site, they could be set as a seller.

Note: You can also set the type yourself when viewing a contact.

A combination of the type, and the triggers you chose in the previous wizard 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, kvCORE can handle any situation you want to throw at it.

 

Campaign Specificity

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 Specificity Example

(These are three different hypothetical campaigns that could be assigned, defined by their triggers below.)

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

Campaign 2 triggers: New Lead, Buyer

Campaign 3 triggers: New Lead

 Since we know the triggers, let's say we receive a few leads in the following scenarios:

Scenario 1: New buyer lead from website

  • Matches both Campaign 2 and Campaign 3.
  • Specifically matches all the triggers in #2, therefore Campaign 2 is assigned.

Scenario 2: New buyer lead from Zillow

  • Matches campaigns 1, 2, and 3.
  • Specifically matches all the triggers in #1, therefore Campaign 1 is assigned.

Note: In a situation where you have two campaigns which have the same triggers, the one with the higher scope is always selected. The hierarchy for scope is Company > Office > Team > Agent. If there is still a tie, the campaign with more matching triggers is select ed (as outlined above.)

Add Campaign Wizard Step 3 (Set Details)

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

Campaign Name - Set this as you would like it to appear in your Campaign Library.

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

Always Run - 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!

Locked - 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 withing 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.

 

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.

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>

Scenario 1: New buyer lead from website

  • Matches both #2 and #3.
  • Most specifically matches #2, therefore Campaign 2 is assigned.
  • Also matches #3, which has ALWAYS RUN on, so that is assigned as well.

 

Scenario 2: New buyer lead from Zillow

  • Matches #1, #2, #3.
  • Most specifically matches #1, therefore Campaign 1 is assigned.
  • Matches #2, but ALWAYS RUN is off.
  • Also matches #3, which has ALWAYS RUN on, so that is assigned as well.

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

Add Campaign Wizard Step 4 (Review & Add)

Upon clicking next from Step 3 of the campaign wizard, review the details you set and click on the green Update or Add button at the bottom right corner.

 

Templates & Campaign Actions

Campaign Templates are kind of like canned responses. You write them out ahead of time, and then you can insert them into your campaign actions.

Before you can create campaign actions, you must have your templates written out ahead of time.

Campaign Actions are scheduled events in a campaign. Campaign actions can start immediately and can end 720 days from the date of the campaign assignment. In other words, any text message, email, task, call, status change, or hashtag change in between those two extremes can be scheduled in advance.

 

Templates

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

You can access your templates at any time by clicking on the templates tab within the smart campaigns page.

Basically, any messages or tasks that you send or do on a regular basis should be saved as a template. These are also known as canned responses. First we create the ones we need, then we can schedule them within a campaign. 

The different collections of templates that you have access to, or that you've created will appear within each appropriate tab:

Add New Template

To add your own template to choose from, click 'Add Template' to the right.

Email Template

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

  • Basic emails are mainly text. They can include variables known as 'Merge Tags' which kvCORE will use to automatically insert things like, the contact's name.
  • Advanced emails are HTML based and can be designed with images, colors, videos, and more.

Basic Template

Template Name - Give your template a unique name so you can find it in the future by searching.

Template Scope - As an admin, select the scope that can "see" this template. For example, setting the scope to an office will share that template with the agents in that entire office.

Content - This is where the body of the message goes. The basic editor for formatting the content has the essential features for formatting, which includes what are called 'Merge Tags.' Use Merge Tags to insert placeholders that will auto-populate with data when the email is sent.

Advanced Template

You can click on the advanced template 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.

If you click on the advanced button, anything you entered into the default/basic editor will be wiped out when the advanced editor is loaded.

Because the advanced editor is quite extensive, please read about the advanced email editor, here.
 

SMS Template

Create a text message that you want your campaign to be able to send. Texts can be sent from kvCORE to you, or from you to your contact.

  • Template Name - Give your text message a name so you can find it in the future.
  • Template Scope - Access level of the template. If you're an admin and select your office for example, every agent in your office will be able to use the template.
  • Content - The text message itself. Try to limit it the size of the message for better response rates.

Task Template

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

  • Template Name - Give your task a name so you can find it in the future.
  • Template Scope - Access level of the template. If you're an admin and select your office for example, every agent in your office will be able to use the template.
  • Title - The title of the task that will be displayed in the task list when it is due to be completed.
  • Content - The content of the task is a message that describes the task that should be done. 
  • Assign to - 'Assigned Agent' is the default value here. It means "Assign this task to the agent who is assigned to this contact." If you select 'Let Me Choose' then when you add this task as a campaign action, you can assign it to be completed by another agent in your company. When you assign a task to someone other than the agent who is assigned to the contact, the contact is automatically shared temporarily while the task is due to be completed. After the chosen agent completes the task, the lead is un-shared with them.

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 kvCORE.

  • Template Name - Give your call a name so you can find it in the future.
  • Template Scope - Access level of the template. If you're an admin and select your office for example, every agent in your office will be able to use the template.
  • Content - This will show up as the reason for the phone call when it is due in the calls list. This is where you want to provide the details you'll need to understand why kvCORE is asking you to call the contact.

Webhook Template

Webhooks are very 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.


For more information on webhooks, click here.

 

  • Webhook Name - Give your webhook a name so you can find it in the future.
  • Webhook Scope - Choose who can see this webhook in the templates list.
  • URL - Paste the base URL+Auth Key of your webhook here. 
  • MLSID - This only shows if you select a listing query parameter below.
  • Query Parameters - enter the name of the query string parameter that will be used in your URL and then select which value it should equal to in the drop down menu. The query string parameter name will be the name expected by your webhook.
  • Add Query Parameter - After adding your first parameter, the 'Add' link will show.

Managing Templates

Cloning Templates

When you are investigating a campaign to review something about it that you want to edit, it's a good idea to make a copy of the template you want to edit instead of changing the original, especially if it can affect more than one campaign.

Find the template you want to make a copy of, and click on the clone button in the list to the right of that template.

In the edit modal that appears, be sure to change the name of the template. Then, the content, and select 'Clone Template' at the bottom!

 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.

 

Campaign Actions

When you open a campaign that you've cloned from the kvCORE Library, you'll notice on the right hand side, 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 to delete the action.

Adding Action Types

Email Action

This is an email sent by kvCORE to some recipient.

  • Name - Give your action a name to be displayed in the list of events in the campaign.
  • Template - Choose a previously created email template. This is the message that will be sent.
  • View This Template (toggle) - Show the contents of the selected email template.
  • From - Select where the email will come from: Agent, Lender, System.Agents and lenders can only send emails to contacts.System can only send emails to agents and lenders.
  • To - Select the recipient of the email message, the selection depends on who the email is coming from.
  • Run Immediately - Send this email as soon as the campaign is assigned to a contact.
  • Time Unit - Select the amount of time to wait before the email should be sent in terms of hours, minutes, or days.
  • Time Value - Select the amount of Time Unit to wait before the email should be sent.

Call Action

This is a scheduled "Call to Make" that will appear on your dashboard or in your task list .
 

Task Reminder - Schedule The Call

Call Me - kvCORE will call your cell phone, and when you answer you will be prompted if you want to connect to your contact. Then, the system will hand off the phone call to you after dialing the contact on your behalf. The system never speaks to the contact.Selecting 'Call Me' removes all of the options to show you a box to enter a number. Choose the number of phone calls you will receive from kvCORE over a period of 3 days. Each time the contact does not answer the phone or you get voicemail, the system will try again later, automatically, until the entered number of attempts is reached.

Name - Give the phone call event a name to be listed in the campaign actions list.

Template - Select a previously created call template. 

View This Template (Toggle) - Toggle to view the contents of the template.

From - The only option is System, because only the system can assign calls to Agents or Lenders.

To - Select Agent or Lender, whoever the call should be assigned to.

Run Immediately - Schedule this call to be completed as soon as the campaign is assigned to a contact.

Time Unit - Select when you want this action to execute in terms of minutes, hours or days.

Time Value - Select exactly when you want this action to execute. These values are dependent on what time unit you selected. For example, days range from 1 to 720. Minutes range from 1 to 60, etc.

SMS Action 

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

  • Name - Give your action a name to be displayed in the list of events in the campaign.
  • Template - Choose a previously created SMS template. This is the message that will be sent.
  • View This Template (toggle) - Show the contents of the selected SMS template.
  • From - Select where the SMS will come from (via your smart number): Agent, Lender, System.Agents and lenders can only send SMS to contacts.System can only send SMS to agents and lenders.
  • To - Select the recipient of the SMS message, the selection depends on who the SMS is coming from.
  • Run Immediately - Send this SMS as soon as the campaign is assigned to a contact.
  • Time Unit - Select the amount of time to wait before the SMS should be sent in terms of hours, minutes, or days.
  • Time Value - Select the amount of Time Unit to wait before the SMS should be sent.

 Add a Tag Action

This Action adds a hashtag to the contact assigned to this campaign. (Yes, it's possible that the new hashtag triggers a new campaign assignment.)

  • Name - Give your action a name to be displayed in the list of events in the campaign.
  • Add Tag - Choose a previously created hashtag. 
  • View This Template (toggle) - Show the contents of the selected SMS template.
  • From - Select where the SMS will come from (via your smart number): Agent, Lender, System.Agents and lenders can only send SMS to contacts.System can only send SMS to agents and lenders.
  • To - Select the recipient of the SMS message, the selection depends on who the SMS is coming from.
  • Run Immediately - Send this SMS as soon as the campaign is assigned to a contact.
  • Time Unit - Select the amount of time to wait before the SMS should be sent in terms of hours, minutes, or days.
  • Time Value - Select the amount of Time Unit to wait before the SMS should be sent.

Status Action

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

  • Name - Give your action a name to be displayed in the list of events in the campaign.
  • Change To - Choose a status. When this action is triggered, the contact's status will be updated. A change in status does trigger a campaign change if one is found to apply
  • Run Immediately - Change the status as soon as the campaign is assigned to a contact.
  • Time Unit - Select the amount of time to wait before the status change in terms of hours, minutes, or days.
  • Time Value - Select the amount of Time Unit to wait before the status is changed.

Webhook Action

This action triggers an HTML GET webhook to a third party. Click here for more information.

  • Name - Give your action a name to be displayed in the list of events in the campaign.
  • Webhook Template - Choose a previously created webhook template.
  • Run Immediately - Activate the webhook as soon as the campaign is assigned to a contact.
  • Time Unit - Select the amount of time to wait before the webhook is activated in terms of hours, minutes, or days.
  • Time Value - Select the amount of Time Unit to wait before the webhook is activated.

Zapier Action

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!

  • Zap ID - This is an automatically generated ID that you will use in Zapier as a filter, to ensure the zap only runs for the contacts in this campaign. 
  • Name - Give this Zap action a name.
  • Connection - Describe the app that you're intending this zap to connect to and/or what you intend it to do.
  • Run Immediately - Activate the zap as soon as the campaign is assigned to a contact.
  • Time Unit - Select the amount of time to wait before the zap is activated in terms of hours, minutes, or days.
  • Time Value - Select the amount of Time Unit to wait before the zap is activated.

Once you create this campaign action, and save the Zap ID, you can create the zap. Assigned Tasks (Automatic Temporary Lead Share)This is a scheduled Task (reminder) that will appear in your task list in kvCORE.

  • Name - Give your action a name to be displayed in the list of events in the campaign.
  • Template - Choose a previously created task template.
  • Run Immediately - Schedule the task to be due as soon as the campaign is assigned to a contact.
  • Time Unit - Select the amount of time to show when the task should be completed in terms of hours, minutes, or days.
  • Time Value - Select the amount of Time Unit to wait before the task is scheduled to be completed.
  • Assign To - Only shows on templates which have set the option to choose assignee. Assign this task to be done by an Agent. It could be yourself, or someone other than the contact assignee. If the task is assigned to someone who does not own the contact, the contact will be automatically shared with the assignee until the task is completed.

 

Manually Assigning, Pausing, or Restarting Campaigns

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

This is where you can see any campaigns which are assigned.

You can manually assign a campaign by clicking on the add link and selecting an available campaign from the list.

Mousing over an assigned campaign allows you to edit the progression of that campaign.

 

Choosing to pause, remove, or restart a campaign will add an event to the contacts timeline.

Whenever you pause a campaign, it pauses the timescale of the campaign as well. This means that no events will get skipped in your campaign as long as it is paused. When you un-pause the campaign, it will resume from when it left off. Restarting a campaign of course re-starts it from day 0.

Deleting a Campaign

To Delete or Remove a Campaign you must head into your campaign Library and 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 (Deleting the Campaign).

You will then Confirm your Decision and complete the process of Deleting the Campaign.

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