Overview
The Smart CRM is your single location for all your leads and contacts. BoldTrail has the tools and support to get your current contacts seamlessly uploaded into your account, whether that's automatic or manually added.
How to Manually Add a Contact
Email & Phone Contacts
From within BoldTrail, click on the search bar at the top and select 'Add Contact.'
The modal will then appear, which will allow you to enter your contact's information.
Required Fields
First & Last Name - The contact requires both the first & last name fields.
Email - The contact requires an email address OR phone number.
Cell Phone - The contact requires an email address OR phone number. A cell phone is best since it can receive text messages from your campaigns and other tools.
Permission to call, text, and email - These must be selected before your contact can receive communications from BoldTrail. This is a record stating legally that you have asked for and gotten permission to contact this person. It's always a good idea to ask anyone when you meet them if it's alright that you contact them electronically via your website. If you do not select any of the three options, the contact is still created, but a warning modal opens, stating, “Contact not subscribed. This contact will be created, but will not be able to receive emails, calls, or text messages.” You will be able to change these permissions later!
Optional Fields
Lead Type - You can select one or more lead type to organize this contact. Lead types are filterable in your Smart CRM, and they can also be used to trigger smart campaigns.
Lead Status - You can select a status to organize this contact. Statuses are filterable in your Smart CRM, and they can also be used to trigger your smart campaigns and other automation.
Lead Source - You can select a lead source to organize this contact. Lead sources are filterable in your Smart CRM, and they can also be used to trigger your smart campaigns and lead routing rules.
Lead Owner - The lead owner ultimately has the most control over this contact. This is mostly relevant to Admins who may be adding contacts to the system. They can set the company, team, or an Agent as the owner. The owner may be the brokerage, but the contact will be assigned to an Agent.
Smart Campaign - If you are not relying on any of the above organizational options to automatically assign a smart campaign, you can manually pick one.
Add Lender - If a Lender is added to your website, you can choose to share this contact's information with them within their dashboard. Please note: If a Lender is added as the primary Lender in your Agent profile they will automatically be assigned to the contact.
CC Lender - If you add any notes at the time you are adding this contact, the CC Lender option will send a copy of those notes to the Lender added above.
Note - You can choose to add notes which will appear in the contact's timeline. After the contact is added you can choose to pin the note to the top of their timeline so it is always visible when you open their record in the system. Tip: You can add a hashtag as a note! Use the '#' symbol in this case.
Address-Only Contacts
There are times when you won't have contact info for someone, but have their address and would like them added to your Smart CRM. In those cases, you'll want to add an address-only lead.
You can easily do this from within BoldTrail. First, navigate to the Smart CRM by clicking on the search bar at the top and select 'Add Contact.' When the 'Add Contact' modal appears, use the toggle on the top left next to 'I only have an address'
The 'Add Contact' modal will change to show the options for address-only contacts.
Please Note: Address-only contacts will have a fake/placeholder email address that ends in @kvleads.com. When you capture potential sellers who do not fully register as leads, you will also see this @kvleads.com address attached to their address-only profile as well.
Required Fields
Address - An address is all that is required to add this contact type to your database. As you start typing the address, a list of suggestions you can pick from will appear. Pick the matching address. If you do not enter any other information, BoldTrail will use third-party data sources to see what it can uncover as far as the owner's name.
All other fields are optional.
Canadian Agents Only
Canadian Agents will have all of the fields above and will also have a section for CASL Consent.
Automatically CASL Consent will be marked as "Implied" and the CASL Consent Date will expire 6 months from the date the contact is added to your Smart CRM. After the 6 months have passed the contact will be unsubscribed.
Tip: Add a hashtag to manually created contacts to remind you when their consent is about to expire!
Contact Record 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.
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. Click the Search button.
3. Search for the contact and click on their name.
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:
Left: this holds their details, contact information, and insights.
Middle: this will show the Timeline by default. Here you can view all activity.
Right: this gives you more actions to take with that particular contact, including emailing, texting, adding a note, creating a task, viewing/editing all auto communications, and much more.
Navigation Bar (top): there will be sections for the timeline, profile details, alerts, files, transactions, and tasks. You can edit any of those sections using the corresponding tab.
Auto-Communications
To the right of the contact record you can view and edit Search Alerts, Smart Campaigns, Market Reports, and Seller Reports from the right side of the contact profile.
If your brokerage has Present a section will be visible to create/view presentations for the contact.
If your brokerage does not have Present a Listing Valuation section will be visible.
To learn more about Present, click here.
