Overview
There are times when you may need to remove a lead from your Smart CRM for one reason or another.
There are 2 ways you can remove a lead:
Archiving a Lead
Archiving a lead does not actually delete any of the contact data - it simply stores it in an inactive state, so you can still access it in the future as needed.
When a contact is archived:
All automated email and text message communication STOPS
All manual email and text message functionality is DISABLED
NOTE: This is the recommended method of removing a lead from the Smart CRM because it allows you to keep the data in case the lead becomes viable again.
How to Archive an Individual Lead
Log in to btPRO.
Click on 'Smart CRM'.
Search for and open the desired lead profile.
In the lead profile, you can either:
Click on 'More Actions' on the top right of the timeline.
Select 'Archive Lead' from the dropdown.
Change the lead status to 'Archived'.
In the pop-up that appears, confirm you would like to archive the lead and understand communication will stop.
Your lead is now archived and it will no longer display in your Smart CRM unless you filter your leads to only view 'Archived' leads.
You can always change the status of the lead to unarchive it and resume communications as needed.
How to Archive Leads in Bulk
If you have multiple leads to archive, you can do this en masse in the Smart CRM.
Log in to btPRO.
Click on 'Smart CRM'.
Filter leads as needed in order to identify the desired records to archive.
Select the checkboxes next to the name of the leads you wish to archive.
Click on 'More Actions' at the top of the Smart CRM lead table.
Select 'Archive Contact(s)'.
A pop-up will appear asking you to confirm your action.
If you'd like to proceed, click 'Confirm'.
Another pop-up will appear asking you to re-confirm your action.
If you'd like to proceed, click 'Yes'.
Success! Your leads have been archived in bulk.
How to Find & Review Archived Leads
Once your contacts have been Archived they will not automatically appear in your Smart CRM. To review them, use your Smart CRM filters:
Log in to btPRO.
Click on Smart CRM.
Click on the black arrow directly between Playbooks and Smart CRM to expand filter options.
Select the 'Archived' status to automatically filter.
Review matching leads.
How to Un-Archive a Lead
There may be times when you'd like to restore the lead to your main Smart CRM and 'un-archive' it. To do this, simply change the contact status to any active status.
Log in to btPRO.
Click on 'Smart CRM'.
Search for the desired lead and open the lead profile.
Click on the desired status to change it.
Click 'Yes' to confirm the change.
Deleting a Lead
Deleting a lead removes the contact data permanently, so you cannot access it any longer.
When a contact is deleted:
All lead data is removed permanently
It cannot be restored.
NOTE: Only the lead owner may delete a lead. If you are assigned to a lead, but not the owner, you will not be able to take this action.
How to Delete an Individual Lead
Log in to btPRO.
Click on 'Smart CRM'.
Search for and open the desired lead profile.
In the lead profile, click on 'More Actions' on the top right of the timeline.
Then, select 'Delete Contact' from the dropdown.
NOTE: If this option is greyed out, you are not the owner and therefore cannot take this action. We recommend archiving it instead.
In the pop-up that appears, confirm you would like to delete the lead and understand this action cannot be undone.
Success! You've deleted the lead from your btPRO account.
NOTE: It may take several minutes for your Smart CRM to update.
How to Delete Leads in Bulk
If you have multiple leads to delete, you can do this en masse in the Smart CRM.
Log in to btPRO.
Click on 'Smart CRM'.
Filter leads as needed in order to identify the desired records to delete.
Select the checkboxes next to the name of the leads you wish to delete.
Click on 'More Actions' at the top of the Smart CRM lead table.
Click on 'Delete Contact(s)'.
A popup will appear asking you to confirm your action and know this cannot be undone.
Success! You've deleted the leads from your btPRO account.
If you have any questions or need assistance, please reach out to PRO Support via the blue chat bubble to the right or by emailing prosupport@insiderealestate.com!
(Keywords: archive, unarchive, delete, contacts)