Adding the Contacts
Before you add your listing, you’ll want to make sure that you’ve added the seller and any other listing parties as contacts.Watch the Video
Whether you’re entering a new lead or a long-time client, the process is the same. The only difference is the status you apply that determines where a lead or contact is in the lead lifecycle.Steps for entering contacts
To add a contact, go to Contacts > Add Contact.
- To track where your sales opportunities are in their lead life cycle, select a status.
- If entering a lead, select a status of New (haven’t yet contacted) or Engage (contacted, but not yet qualified).
- If entering a contact, select Future (long-term opportunity), Active (short-term opportunity) or Closed (completed transaction). If the contact is not a client (for example, an inspector or lawyer), select Non Client. If this person is not a current opportunity, choose the Inactive status.
- Assigning at least one contact type is crucial to all of the targeted marketing concepts in Top Producer. If you categorize your contacts in as many ways as you can, you’ll be able to perform searches that generate lists of contacts for targeted marketing purposes.
- If entering a lead, enter where the lead came from (for example, an ad or website).
- Assign an action plan to automatically schedule a series of follow-up activities, making it easy for you to ensure regular contact.
- If entering a lead, enter values in these fields to help you determine how close they are to buying or selling a home.
- Entering details about their preferences for a future home will help you perform effective searches in your MLS later in the sales cycle.
NOTE: If you don’t have Top Connector, be sure you’ve entered contact’s primary property to save time when adding the listing later.
Regardless of what stage your sales opportunities are in, entering as much information as possible will help you later in the sales cycle.
Creating the Listing
Listings can come from a variety of sources – online leads, existing contacts from a previous sale, or referrals. Regardless of the listing source, the first thing you should do (after putting the property on the MLS) is to create a listing record in Top Producer.Video Tutorial: Create a New Listing
There are three main methods to create a listing in Top Producer:Importing Listing Information from the MLS
In order to import data directly from the MLS, you require a Top Connector license. Top Connector enables you to download comparables, property information, and photos from your MLS database directly into your listing records.
- Go to the Listings & Closings main menu icon and click Add Listing.
- The Add Listing form opens.
- If you already know the MLS number, type it into the MLS Number field, click the Include photos when importing check box to import property photos, and click the Import MLS Data button. The MLS listing’s information is added to the Listing Address segment. Ensure you enter a Property Type. Skip to step 8.
- If you don’t know the MLS number, click the MLS Number Look-up link to open the MLS Advanced Search page.
- Before you enter the search criteria, use the MLS drop-down list to select the appropriate MLS and property type.
- Fill in as much search criteria information as you can for the property to narrow down the search. If you’re not sure what to type in the fields, just mouse over any field and 8i opens a ToolTip with examples to help you.
Note: Since each MLS Board is different, the search criteria will vary depending on which MLS(s) you have. Furthermore, since Top Connector accesses your MLS data through a special connection which is different than your website access, the search criteria available within Top Producer may not match what is available when searching on the website.
- Click the View more search options link to show a list of additional fields you can use to refine your search.
- When you’re satisfied with your search criteria, click the Search MLS button.
- A list of properties matching your criteria displays on the MLS Search Results page. Click a property’s address to open a pop-up window with the property’s details. Click the X button to close the property details.
- To add the property to the listing, click the check box next to the listing and then click the Select Listing button. The MLS number, house style, address, and listing price are taken from the MLS and loaded on the Add Listing form.
- Click the Include photo when importing check box before you click the Import MLS Data button to include any property photos.
- Complete the Listing Information segment, which stores the list price, commission, and listing date terms. If you have a team account or partner account, you can choose a listing agent other than yourself. When you create a listing, the following fields are completed by default:
- Status: The status is set to Active.
- Listing Date: By default today’s date is selected, but you can click into the field to change the date.
- Listing Term fields: The listing duration, expiry and reminder dates are filled in by default, and are determined by your listing preferences.
- List Price: The property’s listed price from the MLS is imported into the field.
- Listing Plan: choose a listing plan from the drop-down list. For more information on listing plans, click here.
Note: Listing preferences can be viewed or changed by clicking the Settings link under the Account menu in the top right corner of the program. From the Settings page, go to the Listings tab, and click the Listings Setup subtab. You can click into the fields to edit the expiration and expiration reminder numbers. Click here for more information.
- Fill in the primary seller information.
- If the listing is for a new contact, add the seller’s name and primary contact method.
- If the listing is for an existing contact, you can use the Contacts Look-up feature to the right of the form to drag and drop the contact onto the Primary Seller segment.
- If the contact already has a property address, Top Producer opens a pop-up message asking what you’d like to do:
- Decide how you’d like to link the new property with the contact and click the Done button.
- You have the option of applying a listing plan to link a series of predetermined activities to the listing.
- When you’ve added all the listing information, click the Add Listing button to save the listing. Clicking the Save & Add More Details button will save the listing and open it in the Listing Details form for you to add additional information.
If you don’t have a Top Connector license, you can manually create a new listing.
- Go to the Listings & Closings main menu icon and click Add Listing.
- The Add Listing form opens.
- Enter information in the required fields and add as much additional information as you can for the Listing Address and Listing Information segments.
- From here you can follow the same steps as an imported MLS property to add a primary seller and save the listing.
Tip: You can also create a new listing by clicking the Listings main menu icon to open the Listings landing page. Click the Add Listing link to open the Add Listing form.
You may have long-standing customers in your database who decide to put their property on the market. In these situations, you can create a listing directly from the contact record.
- From an open contact record, go to the Properties & Addresses tab.
- Click the green flag icon to open the Add Listing form. Because you created the listing from the contact, the property and contact information are automatically plugged into the form, saving you the task of typing the information in yourself.
- Don’t forget to apply a listing plan to help you keep track of what you need to do for the listing. Complete the listing and click the Add Listing button.
No matter which method you use, entering your listings into Top Producer CRM helps you keep organized and on track with your transactions.
Sending a Market Snapshot to the Seller
If you have Market Snapshot as well as Top Producer CRM, we strongly recommend you send the seller a snapshot so they’re well-informed about how the market is doing in their area.Watch the Video
You can send a snapshot to any of your contacts from within Top Producer, provided they have an email address entered in their contact record.How to send a snapshot to an existing contact
- In Top Producer CRM, open the Contact Record of the person to receive the Market Snapshot report.
- At the top right of their record, go to the Perform Action menu and click Create Market Snapshot.
- The Market Snapshot Request form will appear in a separate window. This is the same form that appears within the Market Snapshot Control Panel.
- The contact details will be populated using information stored in your Top Producer database, including the contact’s email address, future property information if a buyer, or current address if selling their home.
- Fill in any missing information. If more than one MLS is associated with your Market Snapshot account, use the MLS menu to choose the correct one to use for this snapshot. Use the Market Snapshot Schedule option to select the frequency at which the report will be sent.
- Click Generate. The Market Snapshot will be created and sent to the contact.
You will receive an email confirming that the Market Snapshot has been sent, a Notification will be automatically added to their contact record, and their Market Snapshot information will be available within the Top Marketer Control Panel.
Alternatively, if this Contact has past Market Snapshot activity and you would like to generate a new Snapshot, you can use the Market Snapshot Summary section that appears on the Summary tab of the Contact Record. Just click the Create New Snapshot link and follow the steps provided above. Click here to learn more about the Market Snapshot Summary section.
Remember, the more snapshots you send, the more success you’ll see.
Once you’ve mastered adding a listing, you may also want to review these additional useful topics:
Setting up lead providers
It doesn’t get easier than this—Top Producer CRM plays well with over 100+ lead sources. Not only that, when a lead inquires about a listing, we’ll automatically create a new contact for you in Top Producer CRM. Cool, right?Watch the Video
And we know how important your online leads are, so you’ll never, ever have to worry about losing a lead again.Setting up lead providers
All you need to do is log in to your lead vendor site and change your notification email address to the new email address we provide (see step 1 below). Once you complete this simple step, whenever leads inquire about a listing on these sites, a new lead will automatically be created in Top Producer CRM.
Step 1: Copying your new notification email address
Go to Settings > Contacts > My Leads to see the lead notification email address. Copy it so you don’t have to remember it (but it’s just your Top Producer username @myleads.io if you were curious).
Step 2: Setting your lead vendors to use this email address
Next, sign in to your lead vendor and change the lead notification email address. If you copied it in the previous step, paste it (CTRL+V) in the appropriate field.
To do this in Trulia:
- Log in to your Trulia account and go to Manage Profile at the top right of the page (http://www.trulia.com/myprofile/).
- Click Settings at the top right of the page
- Expand the Email Addresses & Facebook section.
- Paste (CTRL+V) or type the new email address into the field.
- Click Add email address.
When you receive a confirmation email from Trulia, click the link from within the email and select your new lead notification email address, then click Update Preferences.
To do this in Zillow:
- Log into Zillow at http://www.zillow.com.
- Hover over Agent Hub in the top right and click Inbox.
- On the Inbox screen, click Settings.
- Select Lead Forwarding from the menu on the left.
- Click Edit lead forwarding settings.
- Select Forward indefinitely, then enter the lead notification email address in the Forward to field.
- Click Save.
There are two ways to get your leads into FiveStreet.
The easiest way is to connect a Gmail account. To do this make sure all of your lead sources point to your Gmail or Google Apps email address and then link that account to our system on the Leads Sources tab.
If you don’t use Gmail, you can forward your leads to us using a forwarding email address we provide. Simply enter your @fivestreet.me email address that we provide you with on the Leads Sources tab as your primary email address on any supported lead source website (make your current email address your secondary email address.)
Note: When you change your contact email address on some sites like Zillow and Trulia, your @fivestreet.me email address will now be the address you use to log in.
More information on how your forwarding email address works is available here.
For help with with adding this address to some common lead sources, click the links below.
Once that’s set up, make sure FiveStreet is connected to your Top Producer CRM account. To check this, click the Account option from the main FiveStreet menu and then Add-Ons & Integrations.
Click the Configure button.
Enter your Top Producer username and click Save to save your changes.
Once you’ve set up the integration all new leads that come into FiveStreet will flow to your Top Producer CRM account as well. Isn’t that neat?
Check out frequently asked questions about directing leads into Top Producer CRM.
Creating and using action plans
New leads are awesome, but you’ve got to build the trust that will convert them to lifetime, loyal clients. This takes a delicate balance of consistent follow-up, neighborhood expertise and timely responsiveness.Watch the Video
A tall order, but we’ve laid it out for you in simple steps so you can rest easy knowing your leads are taken care of.See how to apply the Simple Lead Conversion Plan
The Simple Lead Conversion Plan is a simple recipe designed to help you effortlessly convert your online leads using our products. We’ve created the plan for you in Top Producer CRM, so all you need to do is automatically apply it to your incoming leads and you’ll be converting left, right and center.
Here’s a quick overview of the plan:
Days 3, 6 & 7
> Day 3: You send a qualification email or make a call.
> Day 6: You get the intel. Have they viewed your Market Snapshot? Have you checked them out on social media yet?
> Day 7: You make qualification call #3.
Simple, but it’ll help you deliver the wow effect. Not only will they be impressed with your speedy responses, you’ll start to gain trust because you’re sending relevant, knowledgeable info.
How do I start using it?
Since we’ve already set up the plan for you, all you need to do is make sure it’s automatically applied when your leads come in.
1. In Top Producer CRM, go to Calendar > Auto Apply Plan Rules > click Add Rule.
2. Enter a plan name > then select the leads you want to apply the plan to. For example, if you want to apply the plan to all realtor.com leads, select Realtor.com from the Source drop-down list. Lastly select the plan and that’s it!
One thing to note: There are 2 plans—1 if you use FiveStreet and 1 if you don’t. The only difference is that if you don’t use FiveStreet, we’ll send an email on your behalf when you receive the lead.
To view our other default action plans, go to the Calendar main menu icon and click Plans Manager. The Plans Manager page opens with a list of available action plans.Creating a new action plan
- Click the Create Plan link at the bottom of the Plans Manager page.
- Give your plan a descriptive name to help differentiate it from your other plans.
- Choose “Action Plan” from the Type of Plan drop-down list.
- Enter a Description for your plan. This will display in the list of plans and helps you determine the purpose of the plan when reviewing it in the future.
- Click the Save & View Plan button to start adding action plan activities.
- Click the Add Activity link to add your first activity step.
- The Add Activity form opens. Add activity details just as you would for a copied default action plan.
Once you become familiar with what default action plans can do, you may want to make some tweaks to your favorite ones, such as adding or removing activities, or changing the sequence of events. In order to make changes to a default plan you must first create a personal copy.
Creating a Personal Copy of an Action Plan
- From the Plans Manager page, open the default plan you’d like to copy. From the open action plan click the Copy Planlink at the bottom of the page.
- Create a Name for your personal action plan and change the Descriptionto match the purpose of your new plan.
Tip: Adding a “#” to the beginning of your action plan name places it at the top of the Plans Manager page list, making it easier for you to locate the plans you use the most.
- If you want to modify many of the templates used in the plan, select Create new personal copies for templates used in this plan. This automatically creates personal copies of all the templates, and saves you from having to create personal copies of each template individually. If you choose to copy the templates, you will be asked to choose the Template Category in which to save the templates, or create a new category by clicking Add.
If you do not copy the templates, your new plan will still use the original default templates but you will not be able to edit them unless you make a copy of each template individually. You must then link each associated plan activity to the appropriate new personal template.
Tip: To help keep your templates organized, we recommend you name your new template category the same as your Plan Name.
- Click the Save & View Plan button. Your personal plan opens for you to view or change.
Editing a Personal Action Plan
From your open personal action plan, you can edit or delete existing activities and add new activities to the plan.
Editing an Existing Activity
- From the open personal plan, click on an activity’s description to open its full details.
- From the Activity Type segment, click the drop-down list to change the activity type.
- From the Activity Detailssegment, make any changes you’d like to the activity. There are two fields particular to action plan activities:
- Event Due: Decide if the activity is scheduled based on the action plan start date, or after the preceding activity is complete.
- Weekend Activities: If the activity’s scheduled date falls on a weekend, determine if you’d like it to be moved it to the next or previous business day.
- If the activity is a letter, postcard, envelope, or label, you can change the category and templates used, and sort the correspondences. Click the Template Preview link to preview the selected template with sample data on a separate Internet Browser tab. Click the Edit Template link to edit the selected template directly from the activity you are editing.
- The Create New Template link opens a blank template where you can create a new Personal Template, instead of using the current template. When you save the new template you will be prompted to enter the template name and the category in which to save it. The new template will be automatically associated with the activity you are currently editing.
- In addition to changing the category and template, for email activities you can include an attachment, use your signature, or automatically send the email once the email’s saved.
- Optionally, you can enter any notes associated with this activity. The notes will not appear on any correspondence sent to contacts. Notes help you keep track of the purpose of an activity or remind you of other relevant information when these activities become due.
- Click the Save Activity button to save your changes.
Creating a New Activity
You can add new activities to a personal action plan.
- Click the Add Activity link at the bottom of an open personal plan to open an Add Activity form.
- Choose an activity type and fill in the necessary activity details. It’s important to know where you want the new activity to occur in relation to the other plan activities in order to set the Event Due field accordingly.
- If you’re creating an email, letter, postcard, envelope, or label activity, make sure you select a category and template. After you’ve chosen the template for your action plan step, you can view a preview by clicking the Template Preview link. A preview window opens on a separate Internet browser tab. Close the preview to return to the activity.
- Click the Add Activity button to save the activity and place it in the appropriate sequence. If you want to create another activity right away, click the Save & Add Another Activity button to open and Add Activity form.
Deleting an Activity
You can delete any activity step from your personal action plan by clicking the Delete activity icon.
Deleting a Personal Action Plan
If you want to delete a Personal Action Plan and all of its activities, locate your plan in the Plans Manager list and click the Delete Action Plan icon to the right.
Important: If the plan you delete is applied to any contacts in your database, their plan activities will not be removed. If you wish to remove plan activities from your contacts, it is recommended that your perform a Mass Update to remove the plan activities first, then delete the plan. DO NOT delete any of the plan’s associated templates if you are keeping plan activities applied to contacts.
- From the Lead Management and Qualification segment of the Add Contact form, select a plan from the Apply Action Plan drop-down list and select the Start Date.
- Once you click the Add Contact button to save the record, the action plan’s activities are linked to the contact.
Applying an Action Plan to an Existing Contact
- Open the contact > click the Activities tab > click Select Action Plans.
- Select the plan you want to apply and select a start date by using the pop-up calendar or entering one (YYYY-MM-DD).
- Click Save.
Tip: You can also apply an action plan from the Sales Pipeline. Click the Apply Action Plan icon next to a contact and select an action plan.
Removing an Action Plan
To remove a plan from a single contact:
- Open the contact > click the Activities tab > click the Select Action Plans link.
- Clear the check box next to the plan you no longer want to use and click the Save button.
All incomplete activities will be removed, but activities you’ve completed will remain for your records.
To remove a plan from multiple contacts:
- Go to Calendar > Plans Manager > select the plan you want to remove.
- Click the Applied Contacts tab to display all contacts you’ve applied the plan to.
- Select the contacts you want the plan removed from > click Mass Update.
- In the Action Plans section on the Mass Update page, click the Remove drop-down list and select the plan you want to remove > click Update Contacts.
Tip: To apply a different plan to the selected contacts, just select a plan from the Add drop-down list.
You can apply plans to existing contacts and new leads you receive.
Contact Record: From the Activities tab, tap the Apply Plan icon > select the plan > tap Save.
Tip: To apply a plan to a new lead, from the New tab in the Sales Pipeline, tap the lead > tap the Apply Plan icon > select the plan > tap Save.
You just need to create a new plan (in Top Producer CRM, go to Calendar > Plans Manager > Create Plan), or copy an existing plan:
- In Top Producer CRM, go to Calendar > Plans Manager.
- Select the tab that contains the plan you want > click Copy action plan beside the plan.
- From the Create Personal Copy page, enter a name > click Save & Close.
You can now apply this plan to contacts in Top Producer CRM Mobile!
Check out frequently answered questions about applying a plan in mobile.
Once you get used to creating and applying action plans you’ll find them to be one of the most powerful tools in Top Producer CRM, providing you with a systematic and fail-safe way of keeping in touch with your contacts.
Auto apply plan rules
Top Producer CRM understands the importance of following up with your leads. If you’re receiving too many leads to manually apply action plans to them all, Auto Apply Plan Rules enable you to automatically apply plans to new leads.Watch the Video
You can define a unique rule for every unique combination of Lead Type, Source, Sub Source, and Other Source. For example, you can define a rule that will be applied to buyers who found you through your lawn sign, and a different rule for buyers who found you through your website.
Once a rule has been automatically applied to a plan, the activities contained within the plan will appear in the My Business section of the Dashboard as they come due.Creating an Auto Apply Plan Rule
Important: Before setting up a rule, make sure you know ahead of time which plan you want to use, and what the Lead Type and Sources are for the incoming leads. If you create a rule with incorrect selections, the plan will not be applied as expected and could even be applied to the wrong leads.
Go to the Calendar main menu icon and click Auto Apply Plan Rules.
From the Auto Apply Plan Rules for Leads page, click the Add Rule link to open the Add Rule form.
From the Lead Details segment, select a Lead Type and the appropriate Sources. From the Action Plans to Apply segment, place a check mark next to the action plan(s) to assign the leads. Read more about each selection option:
The Rule Name is only seen by you when setting up the rules, but is required and should be as descriptive as possible. Typically the name should describe where the lead came from. This field is only editable in the Add Rule form. Once a rule has been added, its name cannot be edited from the Edit Rule form.
The Lead Type you select will affect the types of Plans available for assigning.
The Source is the primary method of identifying incoming leads. Lead providers that you define in the Lead Provider Setup tab (located in the Preferences menu) will automatically be available from this field.
The Sub Source field can be used to add an extra dimension to leads generated from your Web Lead Forms. The Sub Source field gives you the freedom to group all of your Web Leads under a single Source and create a single rule to handle them, while reserving the ability to specify special rules for leads with particular sub sources.
If all Sub Sources are selected, the rule is applied based on the Source/Other Source values (i.e. it does not matter if an incoming lead contains a Sub Source value). If only “No Sub Source” is selected in this drop-down list, the rule is only applied if the incoming lead does not contain a Sub Source value.
The Other Source field provides an additional level for identifying incoming leads. You can add values for this drop-down list on the Lead Info tab of a contact record.
If all Other Sources are selected, the rule is applied based on the Source/Sub Source values (i.e. it does not matter if an incoming lead contains an Other Source value). If only “No Other Source” is selected in this drop-down list, the rule is only applied if the incoming lead does not contain an Other Source value.
Action Plans to Apply:
A listing of available action plans that are appropriate for the Lead Type you specified earlier.
Click the Add Auto Apply Rule button to save your rule. It then displays from the Auto Apply Plan Rules page with the new rule added.
Note: You can have only one rule per criteria, so if the rule you just created overlaps with another pre-existing rule, you will be offered the opportunity to either automatically modify the pre-existing rule so that it does not overlap the new one (no action required on your part), or modify the new rule that you just created.
Once the rule is set up, the next time a lead comes in from the specified Web page that meets the lead type and source criteria, the rule will automatically apply the action plan(s) you chose.
When comparing incoming leads to your criteria, Top Producer CRM joins the Type, Source, Sub Source and Other Source fields with AND operators, and joins any multiple picks that you made within those fields with OR operators. For example: Type[Buyer OR Seller] AND Source[Ad OR Lawn sign] would match buyers who responded to an ad, sellers who responded to an ad, buyers who responded to a lawn sign, and sellers who responded to a lawn sign.
Action plan activities can be viewed from My Business on the Dashboard, or by opening the contact record and going to the Activities tab.
Once you’ve set up auto apply action plan rules, you’ll have the peace of mind that your leads are all being followed up with the marketing messages you desire. And best of all, it happens automatically!
Thank you again for following up on your training and we look forward to working with you again soon!