Using the CRM

Overview of CloseDaily’s Built-In CRM System

CloseDaily’s built-in CRM is designed to streamline your real estate prospecting and client management. It centralizes your contacts, lead tracking, follow-ups, and communication tools all in one place. The CRM tab is your command center for managing relationships, tracking deals, and automating outreach to stay organized and efficient.

Exploring the 10 CRM Sub-Tabs

The CRM tab is divided into 10 sub-tabs that help you manage every aspect of your real estate pipeline and communications:

• Contacts: View, add, and manage all your leads and clients.
• Pipeline: Track where each lead is in your sales process with customizable stages.
• Follow-Ups: Manage scheduled follow-up reminders to keep in touch with your contacts.
• Lead Flow: Visualize and control the flow of leads into your system.
• Lead Forms: Create and manage forms to capture new leads directly into your CRM.
• Tasks: Organize and assign tasks related to contacts or deals.
• Texting: Send and receive SMS messages to contacts directly within the platform.
• Sequences: Automate follow-up sequences and drip campaigns.
• Templates: Save and reuse email or message templates for quick communication.
• Lead Sources: Track and analyze where your leads are coming from.

How to Add a Contact Manually

Adding contacts manually allows you to quickly input lead details and start managing them immediately. Follow these steps:

1. Navigate to the Contacts sub-tab.
2. Click the Add Contact button.
3. Fill in the contact information form with these fields:
   • Name: Full name of the contact.
   • Email: Valid email address.
   • Phone: Primary phone number.
   • Contact Type: Choose from Buyer, Seller, Investor, Renter, Agent, or Other.
   • Lead Source: Select the origin of the lead (e.g., Referral, Website, Open House).
   • Pipeline Stage: Assign the current stage (e.g., New Lead, Contacted).
   • Temperature: Classify the lead as Hot, Warm, or Cold based on engagement.
   • Tags: Add relevant tags to help with filtering and segmentation.
   • Address: Enter the contact’s property or mailing address.
   • Notes: Add any additional information or context.
4. Click Save to add the contact to your CRM.

Understanding Contact Types

Classifying your contacts by type helps you tailor your communication and prioritize leads effectively:

• Buyer: Prospective homebuyers actively looking for properties.
• Seller: Homeowners interested in listing their property.
• Investor: Clients focused on investment properties.
• Renter: Individuals seeking rental properties.
• Agent: Other real estate agents you collaborate with.
• Other: Contacts that don’t fit in the above categories.

Pipeline Stages Explained

The pipeline stages reflect where your leads are in your sales process. Use them to track progress and forecast deals:

• New Lead: Recently added contacts not yet contacted.
• Contacted: Leads you have reached out to.
• Appointment Set: Scheduled meetings or showings.
• Listing Signed: Sellers who have signed listing agreements.
• Under Contract: Deals currently under contract.
• Closed: Completed transactions.
• Lost: Leads that did not convert or went with another agent.

Lead Temperature: Hot, Warm, Cold

Assigning a temperature helps prioritize outreach and follow-ups:

• Hot: Highly engaged and ready to transact soon.
• Warm: Interested but may need nurturing.
• Cold: Not currently active or lower priority.

Importing Contacts via CSV

For bulk contact management, importing via CSV is efficient and easy. Here’s how:

1. Go to the Contacts sub-tab.
2. Click Import and select your CSV file.
3. Map CSV columns to CRM fields (e.g., name, email, phone).
4. Review and confirm the import.
5. The system supports batch processing for large lists and duplicate detection to avoid repeated entries.

Exporting Contacts

You can export your contacts anytime for offline review or to use in other applications:

1. In the Contacts tab, use the Export option.
2. Select the contact groups or filters you want to export.
3. Download the CSV file containing the selected contacts.

Searching and Filtering Contacts

Quickly find specific contacts or groups using search and filters:

• Use the search bar to enter names, emails, or phone numbers.
• Apply filters by Contact Type, Pipeline Stage, Temperature, or Tags.
• Save custom filters for repeated use.

Managing Follow-Ups and Tasks

Stay on top of your client communications and responsibilities:

• Schedule follow-ups within the Follow-Ups tab to receive reminders.
• Create and assign tasks linked to contacts or deals in the Tasks sub-tab.
• Track task status and deadlines to ensure nothing slips through.

CRM Tier Limits

CloseDaily offers different tiers to accommodate your business size:

• Starter: Up to 50 contacts.
• Pro: Up to 500 contacts.
• Elite: Unlimited contacts for scaling agents and teams.

Best Practices for Using CloseDaily’s CRM

• Regularly update contact details to keep your database accurate.
• Use pipeline stages and temperature tags to prioritize your outreach.
• Leverage sequences and templates to automate follow-ups and save time.
• Schedule consistent follow-ups and tasks to maintain engagement.
• Import contacts in batches to onboard leads efficiently and avoid duplicates.