Lead Statuses Defined
Sphere
Designed to be used for contacts you know, who may or may not be searching for real estate.
Prospect
Designed to be used for contacts you've met or have information for, who you want to convert into a real estate lead. They may not actively be searching right now, and your efforts are directed toward getting them to do so.
New Lead
Designed to be used for contacts who have signed up on your website, either from an ad or some other lead source, such as an email import.
Active Lead
Designed to be used for contacts who are actively returning to your website to view properties. Leads who respond to communication who have not responded before will automatically default to active status when they respond the first time (if not within the first 2 minutes of the lead's creation in the CRM).
Client
Designed to be used for contacts you are actually working with, and showing homes, etc.
Contract
Designed to be used for contacts who are in the buying or selling transaction process.
**If a transaction management system is integrated with btPRO (ex: DotLoop, Skyslope, or DocuSign) and a contact matches, their status will automatically update and indicate that they are tied to an existing transaction.**
Closed
Designed to be used for contacts who have completed a transaction.
**If a transaction management system is integrated with btPRO (ex: DotLoop, Skyslope, or DocuSign) and a contact matches, their status will automatically update and indicate that they are tied to an existing transaction.**
Archive
Designed to be used for contacts you don't intend to work or communicate with. Moving a contact to this status will unsubscribe them from any further automated communication.
How to Set a Lead Status
There are 2 ways to add a lead status to a contact:
While adding or importing them into your Smart CRM.
After adding them to your Smart CRM.
While Adding/Importing Contacts
Manually Adding a Contact via the Smart CRM
If you manually add a contact there is an option to choose one lead status from the pop-up that appears.
Bulk Importing Contacts
If you are importing a bulk list of contacts, the import template will have a column labeled 'Status' that you can use to add one status per contact.
Lead Dropbox
If you have connected any third-party lead sources via your Lead Dropbox options, like Zillow, the default lead status will be 'New Lead'
If you are using a Zapier connection to Zap new leads into btPRO, you can choose which status is added to those leads when setting up the Zap.
After Adding Contacts
If you have already added a contact, you can easily go back into their record in the Smart CRM and choose a lead type or change what is already applied.
Log into your btPRO account.
Navigate to the Smart CRM tab to the left.
Search for the desired contact and click on their name.
Navigate to the statuses (center of the timeline).
Select the status you'd like applied to the contact.
Filtering Contacts by Lead Status
If you have a new listing to announce to your buyers or a selling tip you would like to share with your sellers in a blast email or text, for example, filtering for a particular status in your Smart CRM is the best way to find those contacts.
Log in to your btPRO account.
Click on Smart CRM.
Click on the black arrow directly between Playbooks and Smart CRM to expand filter options.
4. Click on the desired Lead Status(s) to automatically filter for each selection.
btPRO will display only the contacts that have that status chosen in their record. You can then use one of the mass actions to communicate your message or use a lead type filter along with another filter, like lead type, to really narrow your results down.
Contact Statuses and Smart Campaigns
In addition to organizing your contacts, statuses can be used as a trigger for a Smart Campaign to be automatically applied to a contact.
Most of the default campaigns use either New Lead, Active Lead, or Prospect, however, there are Smart Campaigns for all statuses. You can edit an existing campaign's status trigger and choose one as an advanced trigger when creating Smart Campaign.
Editing Status for Existing Campaign
When looking at your list of campaigns added to the 'My Library' section, simply click on the name of the campaign you would like to edit the status for. Once you are on the campaign details page, you can adjust the settings.
Please Note: You will only be able to edit unlocked campaigns (meaning your Admin enabled editing) or ones that you have created yourself.
1. Click the 'Edit' button in Campaign Settings.
2. Click the "+ Advanced Trigger" button.
3. Choose the desired status.
4. Click the green "Next" button until you come to the last step.
5. Click the green "Edit Campaign" in order to save your changes.
Choosing Lead Type for New Campaign
As you go through the process for creating a new Smart Campaign you can specify a contact status for the campaign to assign to.
1. Click the green "+ Add Campaign" button to the right of your campaign list.
2. Click the '+ Advanced Trigger' button.
3. Select 'Status' and choose 'Is' or 'Is Not'
4. Select the status you'd like to apply the campaign to.
5. Continue through the rest of the steps in order to create the campaign.
If you have any questions or need assistance while using lead statuses, please reach out to Customer Support via the blue chat bubble to the right or by emailing prosupport@insiderealestate.com!
(Keywords: status, contact status, lead status)