A playbook is a collection of tactics or methods that simplify an action, sort of like a best practice to-do list. It often just describes a documented, step-by-step process related to a repeatable task.

BoldTrail's Sphere playbooks, however, are much more! They act as a wizard that takes you through a curated set of activities to streamline the SOI import and SOI conversion processes and combines different tools within BoldTrail to work for you.

These playbooks are designed to help Agents get their sphere into the CRM, organize their sphere into actionable lists, and set their sphere up to be automatically nurtured by the CRM. The “Gather Your Sphere” playbook gives you the tools you need to convert sphere contacts from leads to clients and provides the tools Agents need to nurture all the contacts in your sphere more effectively.

The Sphere playbooks each contain 7 plays, analytics tracking, and a list of automatically created assets for you to use when compiling and organizing your SOI.

While you can choose which plays to follow and which to skip, the best practice is to leverage all 7 plays.

To access your Playbooks, click the 'More' tab in the left-hand menu, and select Playbooks.

Clicking on 'Open Playbook under the 'Gather Your Sphere or 'Work Your Sphere' buttons will open up the playbook library where you can begin your playbook, revisit your playbook, or continue the current playbook.

To begin a playbook you can begin by clicking the green 'Open the Playbook' button on the top right.

This will open the playbook and show you the suggested plays one by one.

The plays will be organized into categories to help you organize the Sphere process.

To mark a play done or skip the play click the corresponding button at the top right.

The first step in gathering your sphere is to get them imported into your BoldTrail Smart CRM.

Play #1 makes this easy by providing a direct link to import your CSV with the help of InsideRE's Lead Configuration Team, or you can do a DIY import. Use the bulk import tool to import a list of contacts. If you have already imported your contacts, simply mark this play as 'Done' with the green button on the top right.

For more information on importing contacts and an example CSV file, click here.

The second step is to create a Market Report Squeeze Page and Home Valuation Landing Page to post on social media.

Market Report Squeeze Page

Select the area and post directly to Facebook, Twitter, or Pinterest from the playbook. You can also copy the link to post on other social media sites.

To learn more about Market Report Squeeze Pages, click here.

Area: Select the area you would like to be the focus of the Market Report Squeeze Page.

Link: Copy this link to post on social media.

Hashtag: #GatherSpherePlaybook will automatically be applied. You can also add a specific hashtag you'd like added to these contacts using the blue 'Add' hyperlink.

Social Media Buttons: Post directly to Facebook, Twitter & Pinterest.

To edit the source of the contacts who are added using this Market Report Squeeze Page you can click the 'Edit Settings' button.

A popup will appear allowing you to update the source and add additional hashtags.

Home Valuation Landing Page

Create a Home Valuation Landing Page by selecting your domain from the dropdown menu, and post to social media using the link or Twitter, Facebook, and Pinterest buttons.

To learn more about Landing Pages, click here.

Domain: As an Agent, you will only have the option to select your BoldTrail website.

Link: Copy this link to post on social media.

Hashtag: #GatherSpherePlaybook will automatically be applied.

Social Media Buttons: Post directly to Facebook, Twitter & Pinterest.

You can update the Landing Page background image by clicking the 'Edit Settings' button. Then select 'Background' on the top left.

Organize your sphere into actionable groups. You will use these groups in the "Work Your Sphere" playbook to help you build unique action plans for each group.

First, create hashtags for your sphere contacts by giving each group a name. InsideRE recommends groupings based on life events (e.g., recently divorced) or people from your life (e.g., friends and family).

You can add your own hashtags or use the hashtags that are automatically filled in! If you prefer not to use the automatic hashtags use the little 'x' to the right of the hashtag to remove it from the list.

Now that you've imported your contacts and created the sphere contact hashtags you can assign contacts to the hashtag that they would fall under (e.g. Friends&Family).

You can add individual contact, or a group by using an existing hashtag. You can also add a new contact manually using the '+ Add New Contact' link on the right side.

To do this for each sphere hashtag you've created fill in the information and click 'Next Hashtag' on the bottom. Once complete select 'Save & Continue'.

Set up your behavioral automation alerts based on contact type and behaviors. Behavior alerts are automatic communications sent to your contacts when they perform specific behaviors on your site. These alerts drive engagement and help keep you top of mind with your clients. Inside Real Estate does not recommend changing the default settings on behavioral alerts.
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When a user performs the 'Behavior' identified in the 'Behaviors' table, the system sends them the text message for that behavior. If they do not have a phone number, the system will send them the related e-mail.

​To learn more about behavioral automation, click here.

Birthday emails/texts are automated messages sent to contacts on their birthday, and purchase anniversary communications are sent to contacts in celebration of closed deals. Play #6 allows you to select lead statuses for birthday messages and purchase anniversaries. When a status is toggled on, all the leads of this status will receive an annual automated birthday message and purchase anniversary message if applicable.

Customize messages further by clicking 'Change Template.' The system defaults to sending a text. If a contact unsubscribes from texts or no phone number is on file, the system will send an email.

To learn more about email and text templates, click here.

To learn more about birthday and purchase anniversary communications and settings, click here.

When looking at the Gather Your Sphere playbook you can see how many added contacts have birthdays or purchase anniversaries within the next 30 days. Simply click the link to open the list.

Now that the stage is set, start working your sphere by opening the next Playbook. The Work Your Sphere playbook is designed to walk you through some best practices and keep you on track building relationships with contacts into clients.

This includes:

Click the green 'Work your Sphere' button to automatically open up the next playbook.

This section of the playbook displays all the tracked analytics for each marketing play you used. Just click on the white "Playbook Results" button under the listing's address.

You can review each of the plays you choose to run and the activity generated by each one. You will also see a list of the contacts that were generated from the marketing plays.

If, after studying the analytics, you decide to re-share any of the generated links you can click on the white "Quicksheet" button under the listing's address.

You can quickly copy the needed link(s) using the blue 'Copy' button to the right of the link. If you decide to reuse any of the links the new information will be added to the analytics for you to review.

The first step in working your sphere is to ensure they have all of the important information added to their contact records. This play shows you information gaps for contacts, allowing you to fill in the blanks as necessary. Only contacts with missing information will show in this play. Contacts whose information is up to date are eligible for Market Reports, Search Alerts, and other automated communications.

For more information on the contact record, click here.

This play lets you set up Market Reports, Smart Campaigns, and Search Alerts for the contacts in each sphere hashtag. The hashtag won’t show up in this play if contacts here are already set up for opportunities!

You'll be able to view each sphere hashtag and the contacts who do not have important automation assigned. After assigning the key automation for a hashtag move onto the next using the blue 'Next Hashtag' button at the bottom of the popup window.

Smart Campaigns

Set your contacts up for automatic emails, text, and more using BoldTrail Smart Campaigns. If a campaign is enabled in your campaign library you will be able to assign it to a contact from Play #2.

If you have multiple contacts without a Smart Campaign you can assign one campaign to them all, or select the ones you'd like using the checkboxes next to their name. First, click on the contacts hyperlink and use the checkboxes to determine who will have the campaign assigned. Then select the campaign from the dropdown menu and add the campaign.

To learn more about Smart Campaigns, click here.

Search Alerts

A Search Alert is an automated email sent from BoldTrail that contains properties of interest for a specific contact. Search Alerts will send all newly listed properties, and properties that have been reduced in price or gone off-market that match the search criteria set, in an email. This makes Search Alerts a complete and simple automatic email that your contacts will look forward to in order to keep up with their chosen search or market.

There are two options in Play #2 regarding Search Alerts:

Contacts who do not have a Search Alert, but the system does have an address for them.

In this case, using Play #2, you can automatically create a Search Alert to send these contacts weekly listings in their area (based on their address). Simply, click the 'Create Search Alert' button.

Contacts who do not have a Search Alert, and the system DOES NOT have an address for them.

In this case, using Play #2, you can assign a generic Search Alert based on area and listing type. Simply, click 'Send Generic Search Alert' and follow through with the prompt on the popup.

Market Reports

Website Market Reports include a visual summary of area-specific statistics like the number of new listings, price reductions, average list price, etc. Using Play #2 you can subscribe them to monthly Market Reports sent straight to their inbox.

Contacts who do not have a Market Report, but the system does have an address for them.

In this case, using Play #2, you can automatically create a Market Report to send these contacts monthly listings in their area (based on their address). Simply, click the 'Create Market Report' button.

Contacts who do not have a Market Report, and the system DOES NOT have an address for them.

In this case, using Play #2, you can assign a generic Market Report based on area. Simply, click 'Send Generic Market Report' and follow through with the prompt on the popup.

This play shows you all the contacts you’ve organized by a specific hashtag with whom you haven’t communicated for 90 days. Organizing contacts in this manner ensures you’re reminded to send them a quick message, which builds your brand and keeps you top of mind. If a contact has received communications within 90 days, the hashtag will not show in this play.

For each sphere hashtag, you can send a canned email or text, or write your own! If you subscribe to CORE Video or CORE Voicemail Drop you can utilize those powerful tools to reach out to sphere contacts you may not have contacted in a while.

To learn more about Premium Video, click here.

To learn more about Voicemail Drop, click here.

Use the checkboxes next to the contact names to select who will receive the message you'd like to send. After selecting your contacts, use the buttons on the right side to send an email, text, voicemail drop, or CORE video.

After selecting the communication you'd like to send, a popup will appear displaying the message and information. Even if you select a canned template you can edit the message before sending it.

This play lets you create life events for contacts (e.g., birthdays, anniversaries, or home purchase dates). Nurture your contacts and stay top of mind by reaching out to them to follow up on recent life events. Use this play to create life event lists and add contacts to those lists.

4 life events are automatically available:

You can use the blue arrows to go to the next or previous life event. You can also create your own life event list by using the '+ Add Another List' button on the bottom, or scrolling through all of the existing life events.

This play allows you to select leads for your life events dialer list. When you're ready to start calling, hit the 'Call Using Dialer' button and a push notification will be sent to your phone to open the dialer to start calling from your mobile device!

You can always find your Life Events lists in the app by going to the dialer and selecting the 'Life Events' tile.

From this play, you can also send Voicemail Drops or Premium Videos using the corresponding buttons.

Schedule a newsletter to send to each of your contacts and keep the Agent-contact communication going.

Step 1. Select the Recipients

Step 2. Select the Date & Time to Send the Newsletter

The timezone will be indicated to the right of the list, which may be different than the timezone you're intending.

Step 3. Choose the Email Template or CORE Video

Canned responses are also known as email templates. Templates can be used in Smart Campaigns (campaign actions), mass emails, and anywhere else an email may be sent. Although they are mostly used for emails, you can create separate text message templates as well for text actions.

To learn more about creating email templates, click here.

The final step is to create a Market Report Squeeze Page and Home Valuation Landing Page to post on social media.

Market Report Squeeze Page

Select the area and post directly to Facebook, Twitter, or Pinterest from the playbook. You can also copy the link to post on other social media sites.

To learn more about Market Report Squeeze Pages, click here.

Area: Select the area you would like to be the focus of the Market Report Squeeze Page.

Link: Copy this link to post on social media.

Hashtag: #WorkSpherePlaybook will automatically be applied. You can also add a specific hashtag you'd like added to these contacts using the blue 'Add' hyperlink.

Social Media Buttons: Post directly to Facebook, Twitter & Pinterest.

To edit the source of the contacts who are added using this Market Report Squeeze Page you can click the 'Edit Settings' button.

A popup will appear allowing you to update the source and add additional hashtags.

Home Valuation Landing Page

Create an address-capture Landing Page by selecting your domain from the dropdown menu, and post to social media using the link or Twitter, Facebook, and Pinterest buttons.

To learn more about Landing Pages, click here.

Domain: As an Agent, you will only have the option to select your BoldTrail website.

Link: Copy this link to post on social media.

Hashtag: #WorkSpherePlaybook will automatically be applied.

Social Media Buttons: Post directly to Facebook, Twitter & Pinterest.

You can update the Landing Page background image by clicking the 'Edit Settings' button. Then select 'Background' on the top left.

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