Master client management in Radius with this complete guide to adding contacts, setting up search boards, and leveraging AI prospecting—all from your mobile device. Whether you're manually adding clients or letting Mel handle automated outreach, this guide shows you how to make client management effortless.
Key Benefits
Quick Client Addition: Add new contacts manually in seconds from your mobile device
Powerful Filtering: Find exactly who you need with advanced filtering and search
Search Board Creation: Set up automated property alerts customized to client preferences
AI Prospecting: Let Mel automatically engage clients with personalized outreach
Activity Tracking: Monitor every client interaction in one centralized feed
Engagement Scoring: AI-generated scores predict which clients are ready to transact
Calendar Integration: Sync reminders and appointments automatically
Branded Client App: Invite clients to your custom-branded mobile app
Accessing the Clients Tab
To begin managing your clients:
Tap the Clients tab at the bottom of your screen
View your complete client list
Use filtering and search to find specific contacts
Filtering Your Client List
Filter by Client Type
Quickly segment your database by selecting:
Buyers: Clients looking to purchase
Sellers: Clients looking to sell
Tenants: Clients seeking rentals
Landlords: Clients with rental properties
Team Leader Filtering Options
If you're a team leader, you have additional filtering capabilities:
Your Own Clients: See only clients assigned to you
Entire Team's Clients: View all clients across your team
Specific Team Members: Drill down to individual agent's clients
Entire Group's Clients: See clients across your entire group
Search for Specific Clients
Tap the magnifying glass icon at the top
Type the client's name
Results appear instantly
Advanced Filtering
Tap the filter icon in the top right to sort by:
Name: Alphabetical order
Date Added: Oldest or latest
Engagement Score: Highest to lowest
Status: Where they are in your pipeline
Client Type: Buyer, seller, tenant, landlord
Various Other Views: Additional custom sorting options
Pro Tip: Use engagement score filtering to prioritize hot leads who are most likely to transact.
Managing Archived Clients
Access Archived Clients
Tap "Archived" in the top right corner
View all previously archived contacts
Restore an Archived Client
Find the archived client
Swipe left on their name
Tap "Unarchive"
The contact immediately reappears in your active client list
Note: Archiving removes clients from your active list but preserves all their data and history.
Adding a New Client Manually
Start the Add Client Process
Tap the "Add New Client" button in the bottom right
The new client form opens
Step 1: Enter Client Information
Full Name (Required):
Enter the client's complete name
Example: "Betsy Boop"
Contact Information (At least one required):
Phone Number: Enter mobile or primary phone
Email Address: Enter primary email
Example: betsyboop@email.com
Pro Tip: Adding both phone and email enables more communication options and better engagement tracking.
Step 2: Select Client Type (Required)
Choose the appropriate type:
Buyer: Looking to purchase property
Seller: Looking to sell property
Tenant: Seeking rental property
Landlord: Owns rental property
Step 3: Set Client Status (Required)
Indicate where they are in your pipeline:
New Client
Met with Client
Pre-approved
Listing Prepped
Showings-Tours
Sending & Receiving Offers
In Contract
Closed
Step 4: Add Client Source (Required)
Track where you met the client:
Open House
Referral
Online Lead
Past Client
Sphere of Influence
Other sources
Step 5: Save the Client
Tap the purple "Save Client" button to complete the process.
What happens next: You're automatically taken to the client profile where you can take additional actions.
Understanding the Client Profile
Once you save a client, you'll see their comprehensive profile with multiple features.
Basic Details Section
At the top of the profile, you'll see:
Client's full name
Phone number
Email address
Client type and status
Three Dots Menu Options
Tap the three dots in the top right to access additional actions:
Invite Client to App:
Select "Invite Client"
Client receives invitation via text and email
They download your branded client app
You can then message them directly through the app
Add Search Criteria:
Create search boards for the client
Set up automated property alerts
Covered in detail below
Edit Client Information:
Update any client details
Change status or type
Add additional contact information
Quick Action Icons
Below the client's name, tap icons for instant communication:
Email Icon: Send an email directly
Phone Icon: Call the client
Message Icon: Chat with them through the client app (requires app installation)
Powerful Quick Action Buttons
Send Buyer/Tenant Representation Agreement
Tap "Buyer Tenant Representation"
Select "Add Representation Document"
Choose to either:
Upload Existing Agreement: Use a pre-signed document
Create New: Generate a new agreement
If creating new:
Cover sheet automatically prefills with your agent information
Client details are already populated
Tap "Save and Continue" to send immediately
Pre-Qualify Buyers
Tap the "Mortgage" quick action button
Help buyers get pre-qualified for financing
Streamline the purchase process
Generate AI Summary
Tap the "AI Summary" button
Mel analyzes the client's engagement
Generates a comprehensive engagement score
Provides detailed insights (covered below)
Client Activity Tracking
Activity Tab (Default View)
The Activity tab displays all client interactions:
What appears here:
Properties they favorite
Listings they view
Text message responses
Email opens and clicks
Properties they reject
Search board interactions
All engagement activity
Why it matters: Stay informed about client interests without manually tracking interactions.
Recommended Properties Tab
View all properties currently being recommended to this client based on their search board criteria.
What you'll see:
Active property recommendations
Match reasons
Property details
Client engagement with each property
Notes Section
Keep detailed notes on your client:
Conversation summaries
Preferences and requirements
Important dates or information
Follow-up items
Personal details
Best Practice: Add notes immediately after client interactions while details are fresh.
Reminders Tab
Set follow-up reminders to never miss important touchpoints:
Tap the Reminders tab
Create a new reminder
Set date and time
Add reminder description
Calendar Integration: If your calendar is synced (highly recommended), reminders automatically appear on your calendar with notifications.
Understanding AI Engagement Summaries
Request an Engagement Summary
Tap the "AI Summary" button in quick actions
Mel begins analyzing client data
Wait for "Summary Ready" notification
Tap to view the complete report
What's Included in the Summary
Engagement Score:
Numerical score out of 10
Example: 5.6 out of 10
Higher scores indicate greater likelihood to transact
Updates dynamically as client engages
Client Behavior Summary:
Activity patterns
Property preferences
Response rates
Engagement trends
Overall Deal Progress:
Where the client is in their journey
Timeline assessment
Readiness indicators
Recommendations for Next Steps:
Suggested actions to move deal forward
Priority touchpoints
Engagement strategies
Potential Challenges:
Identified obstacles or concerns
How to address each challenge
Proactive solutions
Timeline Analysis:
Estimated closing timeline
Key milestones
Timeline risks
Suggestions for Faster Deal Closure:
Actionable steps to accelerate
Priorities based on client behavior
Personalized recommendations
Using Engagement Summaries Effectively
Review summaries before client meetings
Use insights to personalize outreach
Focus on high-scoring clients for immediate attention
Address challenges proactively
Share relevant insights with team members
Pro Tip: Engagement summaries update dynamically, so check back regularly as clients interact with the platform.
Creating Search Boards
Search boards are collections of properties that appear in your client's app and trigger automated property alerts.
How to Create a Search Board
From the client profile, tap the three dots in the top right
Select "Add Search Criteria"
The search board creation form opens
Step 1: Name the Search
Give your search a descriptive name:
Example: "Betsy's Home Hunt"
Use names that help you identify the search purpose
Clients see this name in their app
Step 2: Add Locations
Add Neighborhoods:
Type neighborhood names
Example: "Duboce Triangle, Hayes Valley"
Add multiple neighborhoods for broader coverage
Add ZIP Codes:
Enter specific ZIP codes
Useful for precise geographic targeting
Add Cities:
Search entire cities
Example: "San Francisco"
Pro Tip: Start with broader geographic areas and refine based on client feedback.
Step 3: Set Price Range
Minimum Price: Lowest price point client will consider
Maximum Price: Highest price client will pay
Example: $1.5 million to $2 million
Step 4: Choose Timeline
Select when the client hopes to purchase:
Within 1 month
Within 3 months
Within 6 months
Within 1 year
No specific timeline
Step 5: Confirm Client Source
The source you entered when adding the client appears here. Confirm or update if needed.
Step 6: Select Property Type
Choose the listing type:
For Sale: Purchase properties
For Rent: Rental properties
Recently Sold: Comps and market research
Step 7: Configure Property Email Alerts
Email alerts are ON by default, meaning:
Client immediately starts receiving branded email reports
Alerts include new listings matching their criteria
Reports are sent automatically as new properties become available
To turn off: Toggle the email alerts switch if client prefers app-only notifications.
Step 8: Add Home Features (Optional but Recommended)
Get detailed with filtering options:
Property Specifications:
Home type (single-family, condo, townhouse, etc.)
Bedrooms (minimum)
Bathrooms (minimum)
Square footage (min/max)
Lot size
Year built
Location Features:
Schools and school districts
Views (ocean, mountain, city, etc.)
Walkability
Proximity to work or amenities
Listing Details:
Listing status (active, pending, contingent)
Days on market
Price reductions
Open house dates
Property Features:
Garage spaces
Pool
Outdoor space
HOA or no HOA
Pet-friendly
Specific amenities
Best Practice: Keep the search relatively broad initially. You can configure Mel to reach out and refine criteria with the client through AI prospecting.
Step 9: Save the Search Board
Tap "Save" to activate the search board.
What happens immediately:
Search board is created and active
Recommended properties appear under the Recommended Properties tab
If email alerts are on, client receives their first property report
Client can view properties in their branded app
Monitoring Search Board Activity
Recommended Properties Tab
After creating a search board:
Navigate to the Recommended Properties tab
View all properties matching client criteria
See which properties Mel is sharing with the client
Activity Feed Updates
Anytime your client interacts with properties:
Property Views:
Track which listings they open
See how long they spend viewing
Identify properties generating interest
Favorites:
Properties they save for later
High-interest indicators
Great conversation starters
Rejections:
Properties they dismiss
Helps refine search criteria
Understand preferences better
All activity appears in the Activity tab on the client profile.
Setting Up AI Prospecting
AI Prospecting allows Mel to automatically engage clients with personalized outreach.
Enable AI Prospecting
From the client profile, locate the AI Prospecting button (currently shows "Off")
Tap to turn it on
Configuration options appear
Configure Milestones
Tell Mel what you want her to accomplish with this client.
Milestone 1: Start Prospecting Immediately
What it does:
Mel reaches out to the client right away
If a search board exists, Mel will refine it with the client
Gathers additional preferences and requirements
Builds rapport and engagement
Best for: New clients who need immediate engagement.
Milestone 2: Schedule Property Showings
What it does:
When a client favorites a property, Mel immediately attempts to schedule a showing
Checks your calendar for availability
Coordinates with the client to find mutually agreeable times
Sends calendar invitations to both parties
Requirements: Google Calendar must be connected for showing coordination.
Best for: Active buyers viewing properties regularly.
Milestone 3: Schedule Client Meetings
What it does:
Mel proactively schedules meetings between you and the client
Asks client for their availability
Checks your calendar for conflicts
Confirms meeting or sends your availability
Adds appointments to both calendars
Sends meeting invitations
Requirements: Google Calendar connection required.
Best for: Building relationships and conducting consultations.
Milestone 4: Pre-Qualify Buyers
What it does (Buyers only):
Mel checks if client is pre-qualified
Helps them apply for a mortgage if needed
Guides them through pre-approval process
Connects them with lending resources
Best for: Buyer clients who haven't secured financing yet.
Milestone 5: Set Listing Appointments
What it does (Sellers only):
Mel reaches out to schedule listing appointments
Can even create listings directly in the platform
Coordinates market analysis presentations
Streamlines the listing process
Best for: Seller clients ready to list their property.
Configure Outreach Channels
Choose how Mel will communicate with your client. You have three options:
Option 1: In-App Chat (Through Client App)
Priority Level: First choice if available
Requirements: Client must have downloaded and set up the branded client app
Benefits: Real-time chat, highest engagement, push notifications
Option 2: Text Message (SMS)
Priority Level: Second choice if in-app chat unavailable
Requirements:
You must have assigned a phone number for Mel
Client must have a valid mobile number
Benefits: High open rates, immediate delivery, direct communication
Option 3: Email
Priority Level: Third choice if other channels unavailable
Requirements: Client must have valid email address
Benefits: Professional, detailed messages, works for all clients
Channel Selection Strategy
Select All Three (Recommended):
Mel prioritizes in-app chat first
Falls back to text if app not installed
Uses email if text unavailable
Ensures every client receives outreach
Select One or Two:
Useful if you prefer specific communication methods
Limits outreach to selected channels only
What Makes AI Prospecting Powerful
Personalized Messages:
Every message is customized to the specific client
NOT generic drip campaign blasts
References client's unique situation
Context-Aware:
Mel reviews client notes before reaching out
References search board activity
Mentions property engagement
Discusses specific properties client viewed
Dynamic Touch Points:
Outreach adapts based on client responses
Conversation flows naturally
Mel adjusts approach based on engagement
Continuous Learning:
Mel learns client preferences over time
Refines recommendations based on feedback
Improves engagement with each interaction
Save AI Prospecting Configuration
Once you've configured milestones and channels:
Review all settings
Tap "Save AI Prospecting"
Mel begins reaching out immediately
What happens next: Mel starts engaging with the client based on your configuration. Monitor progress through the activity feed and milestone tracking.
Managing AI Prospecting
Edit Prospecting Settings
To modify how Mel engages with a client:
Return to the client profile
Locate the AI Prospecting section
Tap the "Edit" button
Update milestones or channels
Save your changes
Turn Off AI Prospecting
If you want to take over client communication:
Find the AI Prospecting section
Tap the red "Turn Off" button
Confirm the action
AI prospecting stops immediately
When to turn off:
Client prefers direct agent communication only
Sensitive negotiations in progress
You want to handle relationship personally
Client requested no automated messages
Pro Tip: You can turn prospecting on and off at any time. Mel resumes where she left off when re-enabled.
Tracking Milestones Achieved
Monitor Mel's success with your clients through milestone tracking.
Access Milestone Tracking
Tap the Home icon in the bottom navigation
Scroll down to "Milestones Achieved" section
View recent successes
What You'll See
Successful Actions:
Showings Mel scheduled
Searches Mel set up or refined
Meetings Mel coordinated
Pre-qualifications Mel initiated
Listing appointments Mel scheduled
Client Details:
Which client achieved the milestone
When it occurred
What action was completed
View All Milestones
Tap "View All" to see the complete list of achievements across all clients.
Why it matters: Track Mel's ROI and see how AI prospecting accelerates your pipeline.
Frequently Asked Questions
Q: Can I add a client without a phone number or email?
A: No, you must provide at least one contact method (phone OR email).
Q: Will clients receive notifications when I add them?
A: No, clients are not notified when added to your database. They only receive notifications when you invite them to the app or when you or Mel message them.
Q: Can I create multiple search boards for one client?
A: Yes! Create as many search boards as needed for clients with diverse preferences.
Q: How often does the engagement score update?
A: Engagement scores update dynamically as clients interact with the platform. Request a new summary to see the latest score.
Q: Can I see Mel's conversations with my clients?
A: Yes! All AI prospecting conversations appear in the Activity tab on the client profile.
Q: What happens if a client responds to Mel?
A: Mel continues the conversation naturally. You can jump in at any time by messaging the client directly.
Q: Can I edit a search board after creating it?
A: Yes, tap the three dots menu and edit search criteria anytime to refine the search.
Q: How do I know if a client downloaded the app?
A: Client status labels show "Consumer App Installed" when they've successfully set up the app.
Q: Can team members see my AI prospecting settings?
A: Team leaders may have visibility into AI prospecting configurations. Check with your broker about team visibility settings.
Q: Does AI prospecting work for seller clients?
A: Yes! Mel can engage sellers, schedule listing appointments, and help create listings.