Top Producer^® 8i CRM: Basic Training Follow Up

1. Go to Contacts > Show Duplicates.

Top Producer CRM finds duplicates and displays the results on the Duplicates page.



Tip: By default, Top Producer CRM looks for duplicates by name, but you can also search for duplicates by email address (select Email Address on the right > click Refresh List).

2. Select the contacts you want to merge, and then click Merge Selected.

The Merge Contacts page appears. The Merged record preview on the right shows you how the contact’s information will be merged into one record.



3. If there are different values for the same item (for example, two different primary properties), the conflict indicator  appears. You can either accept the solution that appears on the right, or click edit to select another value.
4. Click Merge when you are ready to merge the contacts.

How we choose the contacts you should connect with:

1. We split your database into groups.

   Past client	If you’ve assigned the Past client contact type, set their pipeline status to Closed, or created a listing/closing for them, they’re a past client to us.
   Sphere of influence	If you’ve assigned the Sphere of Influence contact type, we know they’re part of your sphere. (Make sure the contact type you assign contains the word “sphere”. See the FAQ for more details.)
   New	Any leads you enter into the system, receive from your lead providers, and assign a pipeline status of New.
   Import	Any contacts you’ve imported into Top Producer CRM.
   Everyone else	Anybody else who doesn’t meet the above requirements. We’ll make sure important clients don’t fall off your radar.

2. You set how often you want to connect with each group.

   Click Home from the main menu to view the Follow-up Coach, then click Why these contacts? (If the Why these contacts? link doesn’t appear, just click the right here link on the left side.)

   

   In the Last action was more than column, select how often you want to connect with each group. For example, set that after 90 days of taking action with a past client, you want us to remind you to follow up.

   

3. We keep track of actions you take with your contacts. When the last action reaches the number of days you set in step 2, we’ll start to remind you to follow up.

   Any time you do any of the following, we think you’ve connected with a contact:

   • Wrap up an action or important date.
   • Complete an activity (envelopes, labels and service activities not included).
   • Change a contact’s pipeline status.
   • Add a note.
   • Send a Market Snapshot.

Also, if you subscribe to Market Snapshot, Follow-up Coach will automatically identify contacts that you might want to send a Snapshot to (that don’t already have one), and identify contacts that have already received a Snapshot but have not yet viewed it.

How we choose who you should connect with:

1. We split your database into groups.

Past client	If you’ve assigned the Past client contact type, set their pipeline status to Closed, or created a listing/closing for them, they’re a past client to us.
Sphere of influence	If you’ve assigned the Sphere of Influence contact type, we know they’re part of your sphere. (Make sure the contact type you assign contains the word “sphere”. See the FAQ for more details.)
New	Any leads you enter into the system, receive from your lead providers, and assign a pipeline status of New.
Import	Any contacts you’ve imported into Top Producer CRM.
Everyone else	Anybody else who doesn’t meet the above requirements. We’ll make sure important clients don’t fall off your radar.

2. In Top Producer CRM on your desktop, you set how often you want to connect with each group.

   You can’t set this on your mobile device, but in Top Producer CRM on your desktop, you can set how much time should pass before we remind you to connect. You can turn rules off too.

   For details, see the desktop article.

3. We keep track of actions you take with your contacts. When the last action reaches the number of days you set in step 2, we’ll start to remind you to follow up.



Any time you do any of the following, we think you’ve connected with a contact:

• Wrap up an action or important date.
• Complete an activity.
• Change a contact’s pipeline status.
• Add a note.
• Send a Market Snapshot.

Following up

Each day the Follow-up Coach will provide you with contacts you should connect with. (To view the coach, from the Home screen, just tap Follow-up Coach.)

Tap Take Action to give them a call, or send an email, text message or Market Snapshot (if applicable).

If you send an email, you can compose your own, or save time and send one of our quick email templates!

After you’ve followed up, wrap it up by recording the details and scheduling the next follow-up. And when it’s all said and done, give yourself a pat on the back!

If you’re using the Follow-up Coach you can make these changes easily. First, click a contact’s card for more details.

Click the Contact Type field to expand the list of contact types to add.

Click on Buyer, Seller, or Past Client to add that contact type to the contact.

Change the Pipeline Status by clicking the dropdown menu.

Then click on the status you’d like for the contact.

If you’d prefer not to use the Follow-up Coach, you can go directly to the contact record and make these changes. To change the contact type, click the Contact Type field:

Then click Select from / Modify List:

Check off the type you’d like to add and click Done.

To change the Pipeline Status, click the Pipeline Status dropdown menu in the top right.

Then, click the desired status to set it.

From the contact record you can also add an important date by clicking Add Important Date.

Enter in the important date’s details and click Save.

The important date will be viewable from inside the contact record

As well as on the Home page under the Important Dates tab of My Business.

Organizing your contacts and setting their status is easy on mobile.

To do so from the Follow-up Coach, first tap the Follow-up Coach icon on the Home menu.

Tap the name of the contact you’d like to edit.

Tap the edit icon in the top right.

Select the types you’d like to assign and tap Save to save your changes.

You can also change the status tapping the desired status in the Contact Status section, then tapping Save.

These changes can also be made directly on the contact record. For this method, first tap on Contacts from the Home menu.

Then, locate the contact and tap their name to open the contact record.

Tap the edit icon to edit the record.

As in the Follow-up Coach, tap on the desired contact type or status and tap Save to save your changes.

 Contacts

Your full Top Producer contact list is available, including the ability to search for contacts and add/edit their information. From the Contact Record, you can call, send a text mesage, email or Market Snapshot to the contact, display their properties on a map, and more. Learn more about Managing Contacts >>

Track the Progress of Your Sales Opportunities

Using contact statuses, you can clearly define where your sales opportunities are in their lifecycle, enabling you to track their progress and easily address the unique needs of each stage. Learn more about contact statuses >>

 My Business

View the tasks you need to complete in two convenient views—Calendar or List view. You can add, modify and delete activities, and prioritize and record those you have completed. In addition, if you have a team/partner account, you can view your team members’ calendars and schedule appointments for each other. Learn more about My Business >>

 Wrap Up Touchpoints and Activities

Whenever you place a call and send an email, text message or Market Snapshot from Top Producer CRM Mobile, you are prompted to record the details and schedule a follow-up activity. In addition, you can wrap up an activity—call, to-do or appointment—after you mark it done. Learn more about Wrapping Up Touchpoints and Activities >>

Notes

You can view a complete list of all your notes from a master list, as well as from the related contact, activity or property record. Notes can be linked to as many contacts, listings and closings as you like, or you can add a note that isn’t associated with any record. Learn more about managing notes >>

 Sales Pipeline

Since timely follow up is crucial, you can immediately be notified when new leads are received, and be provided with the key details you need to ensure a successful touchpoint. You are intelligently guided through the process, so it only takes a minute to follow up, qualify and incubate new leads. Learn more about Sales Pipeline >>

 Properties

View your listing/closing details, including the address, list/sale price, important dates, property features and more. You can also manage your activities and view any associated parties from the Listing/Closing Record. Learn more about Properties >>

From the Home page you can access your contacts, the Follow-up Coach, tasks, notes, leads and listing and closing information.

1. Tap to access icons that enable you to quickly add a contact , activity , note  or send a Market Snapshot  (if you have a Market Snapshot license).
2. Tap to view your Contacts list, where you can search for and add contacts and view/edit their information.
3. Tap to view the Follow-up Coach, where we give you 5 contacts you should reach out to each day.
4. Tap to view and manage your call, appointment, listing, closing and to-do activities (tasks). You can view your tasks in either a Calendar or List view.
5. Tap to view and manage your Notes list.
6. Tap to view, follow up and qualify new leads.
7. Tap to view your listing and closing information.

You can also access these areas from any page in Top Producer Mobile by tapping the appropriate icons (see below). You may have to scroll up to see these icons.

1. Tap to access icons that enable you to quickly open the Contacts , Follow-up Coach , My Business , Notes , Sales Pipeline or Properties area.
2. Tap to access the Home page.
3. Tap to access icons that enable you to quickly add a contact , activity , note  or send a Market Snapshot  (if you have a Market Snapshot license).

Using seven statuses you can clearly define where your sales opportunities are in the lead lifecycle, enabling you to easily address the unique needs of each stage.

Learn more about the statuses >>

The Sales Pipeline provides quick access to each status. You can view your new leads and other opportunities in their various stages of the lead lifecycle.

Learn more about the lead workflow >>

Contacts and leads have the same functionality. Whether you’re viewing a record, adding a contact or lead, or generating a report, the same functionality will be available.

The statuses clearly define where your sales opportunities are in the lead lifecycle, and you decide when a lead is ready to move to the next stage and change their status.

Within My Business you can do the following:

1. (In by activity type view) View a different activity type by selecting one of the tabs at the top: Calls, Appointments, To-Dos, Listing To-Dos, Closing To-Dos, Emails or Print Media.
2. Choose to view your own activities, or activities belonging to your assistant(s) or team members by using the first Show pull-down menu.
3. Choose a preset date-range of activities to include by using the second Show pull-down menu:
   • For next 7 days
   • For this week
   • For today
   • For last 2 days
   • For last 7 days
   • For last 14 days
   • For last 30 days
4. View and edit the details of an activity by clicking the activity name.
5. Mark an activity done by clicking the Mark Done icon to the right or Delete an activity by clicking the Delete icon to the right.
6. Open Activities Summary by clicking Go to Activities.
7. View your list of prospects by clicking the My Prospects  tab. For more information, see About the Prospect List.
8. View a list of Important Dates.
9. Change the location of My Business on the Dashboard by clickin the Move Down  icon or Move Up  icon.

To access My Business on mobile, tap the My Business option from the home menu:

Within My Business you can do the following:

1. Tap on an existing appointment to see more details.
2. Tap on a to-do to see more details.
3. Tap an empty slot to schedule a new appointment
4. Tap the team icon to see other team member’s calendars.
5. Use the navigation arrows to go forward or back a day.
6. Mark a to-do as completed by tapping the checkmark icon.
7. Add a new activity.
8. Switch from the calendar view to a tabbed view.