Overview
Your book of business or sphere of influence (SOI) is the most important aspect of your real estate business. Engaging with your contacts regularly is part of the recipe for successfully converting them to current and past clients.
In order to effectively engage with and nurture them, you should regularly review their activity, past conversations, and any notes you have gleaned from your interactions with them. That is where their contact record in the Smart CRM becomes a vital tool for you.
Accessing Contact Records
To access a contact's record, you must first be logged into your BoldTrail account.
1. Navigate to the Contacts tab to the left.
2. Search for the contact and click on their name.
Alternatively, you can use the omnisearch bar at the top to search directly for a specific contact.
The contact's record will open to the Timeline by default, enabling you to easily review their activity and past engagements along with other details.
You can send any needed communications from their record as well as view and adjust their Search Alerts, Smart Campaigns, and more.
A contact record can be split into four sections:
Contact Details: This holds their details, contact information, and insights.
Timeline: Here, you can view all activity taken on or by a particular contact.
Contact Actions: This sections provides additional engagement actions you can take with that particular contact, including emailing, texting, adding a note, creating a task, viewing/editing all auto communications, and much more.
Personal Information: This section allows you to view and edit the contact's personal information, including contact options, contact permissions, relationships, addresses, home preferences, social media, assigned agents and lenders, and manage referrals.
Contact Details
The left column holds the contact's name, status, lead type, contact information, hashtags, and web activity at a glance.
Web Activity will always display the initial information BoldTrail was able to gather about the contact when they were added to your CRM, like average property details, the creation date, and source.
Hashtags can be edited and viewed from the left side of the contact record using the Hashtags section.
Timeline, Search Alerts, & Files
The Timeline tab records any activity done by the contact, communication to and from them, as well as notes, tasks, and calls that have been created.
If you click on Show future touch points, a list of upcoming Smart Campaign-related actions will appear and you may remove any of them if they do not apply to that specific contact.
Please Note: Future actions within 15 minutes of Campaign assignment will not populate under 'Show future touch points'.
TIP: Deleting any touchpoint using this method will not affect the Smart Campaign itself; the action will only be removed for this individual person.
Contact Actions & Auto-Communications
To the right of the contact record, you will find the Actions section. These are specific actions you can take with the contact. This includes calling, texting, emailing, attaching notes, and adding tasks.
Clicking on the More dropdown will allow additional options:
Communication
Voicemail Drop (if subscribed)
Premium Video (if subscribed)
Update & Send Valuation
Unsubscribe from Emails
Subscribe to Texts
Re-run contact Through Distribution
Manage
Share Contact
Transfer Contact
Merge Contact
Make Contact Private
Move to Pond
Archive Contact
Delete Contact
Export Contact Data
Delete Contact Data
Turn Off Behavioral Alerts
Search and Social
Find on Facebook/Google/Linkedin
Find on Pipl
Find on Spokeo
TIP: 'Find on Pipl' - PIPL is an online identity service that provides personal, professional, social, demographic, contact, and relationship details on a person. You can purchase a PIPL subscription from them directly, and you can find more information on pricing and features on their site: https://pipl.com/
TIP: If any of the action buttons are grayed out it indicates that the contact is unsubscribed or you do not have a subscription to a Marketplace Add-on.
Tasks
If you would like to review the contact's information and notes ahead of completing a task, you will still be able to view and complete any assigned tasks for that particular contact by accessing the Tasks section.
If you need to see the full list of upcoming or completed tasks, click the View All Tasks button.
Appointments
If you would like to set an appointment for the contact, you can do so by clicking on +Add within the Appointments section.
From here, you can add the appointment type, method, date and times, guests, and a description.
Engagement
You can also view and edit Search Alerts, Smart Campaigns, Market Reports, and Seller Reports under the Engagement section. You may also send invitations to the Homeownership app, if applicable.
If your brokerage has Present, a section will be visible under Engagement to create/view presentations for the contact. If your brokerage does not have Present, a Listing Valuation section will be visible.
Files
If you have enabled your Google/Gmail sync within BoldTrail, you can use the Files tab to upload any paperwork, images, etc. to a contact-specific folder within your Google Drive.
This is handy when you need to be able to access a client's information or paperwork from a different device.
To learn more about syncing your Google/Gmail account to BoldTrail, click here.
Transactions
If you add a transaction management system (DocuSign, Dotloop or Skyslope) to BoldTrail and link a transaction to a specific contact you can view it from the Transactions tab at the top of the contact profile.
To learn more about DocuSign, click here.
To learn more about Dotloop, click here.
To learn more about Skyslope, click here.
Personal Information
If you click the Edit tab from the top right of the contact's profile, you are able to see and edit more personal information like the assigned Lender, additional phone numbers, their address, and more details on their source.
This will open a modal that allows you to add, remove, or change the following details:
Contact Info
Contact Options
Permission to Contact
Relationship
Primary Address
Valuation
Home Preferences
Social Media
Assigned Agent & Lender
Referral Source
You can edit most of these fields as desired, however, the some may not be editable based on your brokerage settings or contact ownership.
Please Note: The Auto Dial field under Call/Texting Options dictates whether BoldTrail is allowed to add that particular contact to your daily calls list. If this is set to 'No', that contact will never appear in a daily calls list.
Additionally, Auto Dial will not be turned on automatically if the contact was generated from a tracked call or an inbound SMS.
To learn more about daily calls, click here.
If you add a property to the Valuation area, the contact will automatically receive a Seller Valuation report for their property. BoldTrail will continue to send those emails every 28 days until you remove the address.
Have more questions? Please reach out to Customer Support via the blue chat bubble to the right or by emailing support@insiderealestate.com!