Contacts 101
Hannah Hoxie avatar
Written by Hannah Hoxie
Updated over a week ago

By adding your contacts to your Open To Close account, and ensuring Contact Roles are added appropriately, you can utilize several features. Whether that’s making sure that contacts are automatically added and addressed in emails or using Contact Roles in your conditional logic for your Smart Blocks, Task Triggers, Property Triggers, and Intake Form Triggers.

Contact Roles

Contact Roles help you organize your contacts and automate communication.

Associating Contact Roles to the different party members you work with allows you to have them automatically added as a recipient on your emails when your templates are applied to a transaction.

Contact Groups is a tool that can be used to bring a group of contacts to a property. You can create custom Contact Groups for each of your agents or for the different businesses you work with.

Go to the Hammer Icon in the left-hand navigation bar and choose Filters. Next, select Groups. Here is where you will add the different Groups you might utilize.

For example, if your agent recommends a specific list of Home Inspectors, you could create a Group called Agent’s Name Home Inspectors.

Once you’ve added your Contact Groups, you’ll want to navigate to your Contacts tab in Open To Close. You can either mass-select contacts from your Contacts Table and add them to a Group by selecting the Options button, or you can add individual contacts to a Contact Group by clicking on the contact. Select the Group tab and choose the Contact Group they need to be added to.

Contacts can be added to multiple Contact Groups.

Contacts Overview

Let's take a moment to review how contacts are used and the tools that can be paired with them. Contacts can be added into Open To Close manually or you can import a list of contacts. After adding a contact, be sure to review the different options on the Contact Card.

Connections on a Contact Card can be used to link different contacts together. This is helpful because you can link different contacts together to bring them into a transaction by just adding the first contact in the string.

For example, you might need to add a specific Lender to the transaction. If that Lender has an assistant and a second Lender that needs to be added to the transaction, you can set up the first Lender to have a Contact Connection to both the Lender Assistant and any other contact that would need to be added to the transaction.

You can also associate Client Portal roles with different contacts as needed. This tool helps make sure that certain party members get the appropriate access to the Client Portal within Open To Close.

Contacts on a Property

To add contacts to a property, we will first want to navigate to a Property. Next, select the Contacts tab on the property. From here we can search for a contact already added to your Open To Close account, import contacts via an integration, or add a new contact if needed.

Ensure that you have a Contact Role associated with each contact on a property. This will confirm that the contact is added to the appropriate emails, as well as assist in meeting the conditions for your Smart Blocks, if you are using Contact Roles in your conditional logic.

Main Takeaways

Open To Close uses contacts to ensure that the appropriate party members are added to a property and included in email, text, or message correspondences. They are also used for conditional logic for your Smart Blocks, Task Triggers, Property Triggers, and Intake Form Triggers.


Did this answer your question?