Smart Lists aka “The Timeline”

At the very top of the screen in Follow Up Boss, you’ll find the “People” tab. When you click on “People”, it brings you to your Smart Lists in Follow Up Boss. We created these lists to represent the journey a lead takes from the top of the funnel to becoming a Past Client. The main objective is to help you keep your contacts organized and focus on the activities that matter the most.

Contact Record Template

See the images below and the Contact Record Template video tutorial showing you how to organize the layout for your contact records in FUB. Below, you’ll see how to change the layout of your contact records’ left and right-side panels. 

Place the tiles on the left sidebar in the following order:

Place the tiles on the right sidebar in the following order:

Share your email communication with leads. 

Our Team Leads will be shared, collaborated on, and reassigned many times while it exists in our database. You must turn on this feature so anyone who might have to take over the lead can pick up right where you left off. The system automatically logs all of your activity related only to the contacts you have in FUB. You can read more about Email Privacy in FUB in this article. See the images below for a step-by-step tutorial on how to activate your email sharing. 

The 5 main actions in FUB required by all TCFG agents

We wanted to create an easy to use system that would take all the guesswork out of the management and organization of your active database. However, no matter how easy we design the system, it’ll always require the agent to work on the system consistently. These are the 5 crucial actions that we need from our agents on the team to complete in FUB: 

1. Complete all your communication with your contacts within FUB (via desktop or FUB app on your mobile device). This includes calls, texts & emails.

2. Update Stages, and ONLY Stages. Do Not update the lead source or reassign the agent.

3. Add relevant and factual information about the contact in the background section.

4. Complete all the applicable Dispositions in the Custom Field section.

5. Fill out the Deals section once you have an executed contract and update it as the deal progresses.

TCFG + FUB Do’s & Don’ts

• Do update stages - This is how you maintain your database organized

• Don’t reassign leads - This is an Admin’s Only function

• Do Communicate with your contacts from within FUB (calls, texts, and emails)

• Don’t use #Hashtags - This is an Admin’s Only function

• Do transfer leads to the Client Care Services Department by changing the stage to CCS/Nurture

• Don’t update the stage to CCS/Nurture without first selecting the appropriate CCS/Nurture Disposition and adding notes in Background for more context 

You will notice that the stages correspond to the Smart Lists. As you change the Contact stage, this will move the Contact into the corresponding Smart List. 

The purpose of these lists is to help you (the agent) stay organized and to help the admin team keep track of the leads’ progress. Depending on which Smart List the Contact is located will determine how you’ll approach and interact with the lead.

Use the background section to keep relevant information about the lead you want to keep quickly accessible.  

We ask that you complete the Custom Field section as much as possible regardless if a Contact ever falls into one of the Stages.  Be sure to hit the GREEN check mark to save the field selection.

The Deals Section

This is where the rubber meets the road. TCFG must keep track of our numbers. We need our agents to enter the required information in the Deals section so we can do so.  By the way, there’s nothing wrong with a little healthy competition amongst the agents. By completing the Deals Section and making it all the way to “Closed” in the pipeline, you can make your way up the leaderboard and earn yourself some bragging rights by making it to the podium. 

Check out this video tutorial showing how to complete the Deals section.

Complete the Deals section every time you get a transaction in pending status and don’t forget to update it once the deal closes. 

This is really important to complete in order to track the number of closed transactions from the team-generated leads. 

Follow these instructions for a quick and easy setup: 

Two Minute Setup

1. Login to Zillow Premier Agent (https://premieragent.zillow.com/crm/agentlogin/) and click "Settings" in the menu under your picture.

2. Click "Connect to My CRM" and then "Continue to Connect My CRM"

3. Click "Add Partner"

4. Select 'Follow Up Boss' as the partner.

5. Enter the email address you use to login to Follow Up Boss as the Partner ID:

6. Click Save and you should now see the status as Active.

When you receive a Zillow Connections call and have completed the Zillow Tech Connect integration with Follow Up Boss, all of your new Zillow leads will be seamlessly added to your FUB account. 

Here are some best practices when working with a new Zillow Connection lead and the communication moving forward. 

• As you conclude the initial connection call, let the person know that you will be contacting them from your FUB number via text with your contact information. 

• As soon as the call ends, you can open the Contact record on the FUB mobile app and enter any notes from your initial conversation. 

• It would be best if you continued communicating with the lead moving forward through FUB, whether through phone, email, or text. This ensures that all your activity with the lead is logged, and you can easily refer back to it as needed.

• To update the lead status, you can always access the lead's profile on the Zillow PA app, by clicking on the “View on Zillow” button on the activity tile on the right sidebar of FUB. See below.