Getting Started with Top Producer: Organizing Your Contacts

Welcome to Getting Started with Top Producer! This series will guide you through the steps essential to ensuring your Top Producer account is running smoothly and effectively, and includes links to the relevant content found throughout Top Producer Campus. If you have not yet set up your Top Producer account, you’ll first want to visit Setting Up Top Producer. Once your account is set up the first essential step is Organizing Your Contacts, explained below:

Contacts are central to your business. The personal and property information in them is central to everything you do in Top Producer. Whether you’re performing simple follow-up, creating CMAs and Community Reports, or managing your Listings and Closings, it all starts with the contacts in your database.

Manually Adding Contacts

A great place to start is by entering all your contact info into the program using the Add Contact feature. To add a contact, place your mouse cursor over the Contacts icon in the menu bar at the top of the window, and then click on Add Contact in the menu below.


Once you click on Add Contact, a new window will open allowing you to enter contact information. Enter as much information as you have! Every little bit helps for tailoring your marketing approach to your target audience. Even if you only have a name and a phone number, you can always come back to a contact record later and add any further details you receive.

Create a contact record for yourself to practice with new contact entry. Use the “Contact Type” field to assign an identifier to each record so that you can locate and target your buyers, sellers, referrals, sphere of influence, prospects, leads, and other associates. Create contact records for your friends and family, not only to practice but to build your book of business! Each contact you enter takes you a step closer to making Top Producer a powerhouse tool to automate your marketing, lead generation and follow-up.

Want to Know More About Manual Contact Entry?
Click one of the following links: Read the Article, or Watch the Video

Other Ways to Build Your Contact List

Many agents use Top Producer to maintain small, tightly focused contact lists that lend themselves to targeted marketing strategies. Other users tend to build large databases and market themselves more widely using the built-in email and letter action plans.

If you intend to spread your message to wide network of potential clients, you can save countless hours of effort by using the Top Producer Data Import tool. The Data Import tool lets you import thousands of contacts, in just a matter of minutes. If you need to get a group of contacts into your database quickly, importing your data is the best option.

Want to know more about Data Import?
Click one of the following links: Read the Articles, or Watch the Video

Another way to get contacts into Top Producer is to use an external lead source, like or Top Producer’s own Market Snapshot product. The information supplied by leads will be automatically imported to your contact list. You can even apply follow-up action plans to ensure that all of your leads receive a fast response.

Other Articles in the Getting Started Series:
Getting Started with Top Producer – Helpful Training Links
Get a head start on using Top Producer by taking advantage of one of our self-serve or guided training options.
Getting Started with Top Producer – Action Plans
Learn how Top Producer can make your follow-up automatic and easy, while still retaining the highly personal touch that encourages repeat business.
Getting Started with Top Producer – Marketing Service Reports
Keep your clients up-to-date with every move you make to help them sell their property. Top Producer’s powerful Service Report functions make it easy!
Getting Started with Top Producer – Managing and Priorizing Tasks
Today’s tech-savvy real estate consumer wants more responsiveness from their agent than ever before. Learn how Top Producer can help you manage all of the tasks needed to follow-up with consumers!