Maximizing Follow Up Boss and Fello
The Young Team’s Automation Playbook.

Data hygiene is the backbone of any highly profitable real estate team. However, even the best teams run into software limitations when trying to scale their processes.

In a recent webinar, Daniel from Interface sat down with Ryan and Josh Young—founders of Fello and leaders of the #1 real estate team in Ohio, The Young Team. After transitioning to Follow Up Boss (FUB) three months ago, The Young Team encountered roadblocks in syncing their massive database with Fello. To solve this, they leveraged Interface’s automation workflows to bridge the gap.

Here is a breakdown of the specific workflows The Young Team implemented to eliminate manual entry, clean up their data, and hold their agents accountable.

1. Custom Timeline Synchronization for Accurate Forecasting

Real estate agents are naturally optimistic, often assigning a “hot” timeline to a lead who is actually months away from transacting.

2. Auto-Updating Lead Stages

Relying on agents to manually update lead stages creates administrative friction and leads to messy data. If that call lasts less than 95 seconds, the system automatically shifts the lead’s stage to “Attempted Contact”. This removes the administrative burden from the agent and ensures the database stays clean.

3. Splitting “Relationships” into Individual Contacts

In Follow Up Boss, secondary contacts (like a spouse) are often buried under a primary contact in a “parent-child” relationship. This allows Fello to market to both decision-makers simultaneously without losing the connection between them.

4. Syncing Activity Tracking to Audit Lost Opportunities

Fello surfaces highly valuable data, such as identifying when a lead in your database lists their home with another agent (a “lost opportunity”). However, without knowing if your agents actually reached out to that lead, it is hard to correct the behavior. For example, Ryan Young noted that out of 785 lost opportunities actively on the market, his team had only logged conversations with 49 of them. Syncing this activity exposes gaps in the follow-up process.

5. Dynamic Smart Lists: Upgrading Follow-Up Logic

Standard FUB Smart Lists use a static, one-size-fits-all approach to follow-up.

Okay. So yeah. Here with, Ryan Young from Ryan and Josh from the young team, number one team in Ohio. Also founders of Fello they recently started using FOLLOW UP BOSS How long have you guys been on Follow Boss now? Three months. Three months? All right. Ish. As many teams who start using follow boss realize they ran into a few roadblocks, and we help ’em help them alleviate those roadblocks.

So that’s, so the young teams. What was it? Obsession. Obsession was, is data excellence, which I love to hear. Yeah. I think, everyone’s gotta see this right here. Like we went all in this whole documented book playbook, that we created for the team. And, I’m super, I know we’ll dive into it, but it’s like this is the young team bible right here.

Awesome. All right. So thank you from interface. Appreciate everyone being here. We have a pretty solid group. So what you’ll learn on this call first, how regular smart lists have some limitations, that causes leads to slip through the cracks, and how dynamic smart lists can alleviate those issues. How to leverage ponds in Follow up boss and how to sink sales activity.

And other data to Fello to better get Fello and Follow boss working together. So this’ll run 30 to 60 minutes depending on how many questions there are at the end. I’m gonna stick around and answer questions as long as necessary type of questions as you think of them. We’ll get to them either real time or at the end of the call.

Get out your notepad, start writing things down. And this is being recorded. We will be sending it out after the, the call. you know, who am I? Why am I here? Why should you listen to what I have to say? I started my career as a real estate agent, 2007, best time ever to get into real estate. So when the market collapsed, I ended up playing online poker professionally.

Online poker is actually a very similar skillset to data science and analytics. It’s just automation and data. So I transitioned into data science and analytics after that.

Got hired as, the database manager for the top selling real estate team in San Diego at the time. I got promoted to Chief Data Officer and started building out all this cool stuff and then ended up starting a company out of it. So what interface does first we started as an automation workflow platform, kind of similar to Zapier, but built specifically for follow up us.

We recently launched our drag and drop web form builder, which is kinda like Google Forms, but we embed the forms directly into. Each follow Boss lead record, and we’re very close to launching our analytics platform. Ideally, we’re gonna have that ready by the end of the quarter, which is gonna have conversion ratios and leaderboards and lead source ROI reports.

Essentially, you’ll be able to feed in all of your raw follow boss data into our platform and build out whatever reports you want from it. So that’s gonna be pretty awesome. And now we have the young team. I’m gonna hand it over to Ryan. You know, it’s funny, I was, talking to Daniel and I’m super excited that, I’m actually get to do this with my brother Josh on the call, which is cool because, a lot of you guys know me through the Fello lens.

Something I’m super proud of is our, real estate team in northeast Ohio. We service, pretty much all of greater Cleveland, Akron, and Canton. We’ve got an amazing team. We have, about 15 agents. We sell about 500 homes a year. We’re a little bit, I would say different from most, we’re very listing based.

We’re about 65% listings. You know, we’re not a portal team. We don’t really do the, the buyer leads the flex thing. We’ve just built a really great database, which ultimately has, been kind of the brainchild of spinning up a Fello. And one of the things that we realized was me and Josh were on a call maybe six months ago, and you know, in Fello we expose all this data, people listing their homes without you and transacting.

Lost opportunities and we just didn’t have like a really clean sense of like inputs, which was throwing off all of our outputs. And you know, Daniel mentioned dashboards and being able to look at reporting, well, it’s kind of garbage in, garbage out. And I was getting really frustrated because we have this big database.

And we wanted to, you know, get more out of it and we wanted to learn from it. But when ultimately you don’t have hygiene, it’s really hard to do so. So, we had some limitations with the past CRM that we were with. We thought follow up boss was the best opportunity to plug in other platforms like Fello, which is a big part of our team strategy.

It started to expose some of the limitations, that we were running into in order to be able to actually extract all this data that we were looking for to run the smart list and automations. And I posted something in the F group and someone connected me with Daniel, who I’ve known for a while because he also works with a lot of other Fello, clients.

And, really excited and really encouraged about the direction we’re going. It’s starting to create a lot of clarity in our business, and as you can imagine, when you know you’re selling $180 million a year, $175 million a year, and you have a massive database of about 80,000, a couple percentage points, swing in the right direction, really helps the profit.

This is really kind of our opportunity to talk about some of the things that we’re doing together collectively on how we’re, you know, starting to build for the future within our database and with some of the things that we’re building with interface.

 

You wanna dive in a little bit more on what, what Fello does. Yeah, sure. Super simple, kind of high level Fello basically takes your database, it sinks it into our platform. It enriches it with a bunch of bunch of data. So first thing we do is we kind of find all the homeowners in your database and we identify how long they’ve been in their homes, or if they’re on the market or the type of equity they have in their homes, or the interest rates, et cetera.

And then what we do is we start automate messaging to them, predominantly email based. And so we start creating all this engagement, within your database. And then once we create the engagement, we surface that information to you, to, for you to have conversations with homeowners every day in your database.

And then we start to show you in real time the data, which has really exposed a lot of, holes in our business. So we actually, surface to you every day, anyone in your database that’s listing or selling their home and now even buying their home, with or without you. So it’s been a, fun journey and we’ve got a lot of really cool stuff coming over the next six months that I’m excited to share about. You’ll start hearing over the next few. Yeah. And I think you have something starting early March. Yes. I think there’s some Fello users I saw on this call, and if you are, I hope that you are getting in on the, 30 day, challenge that we do.

So we’ve done this now, this is our third year. We’ll give away a hundred thousand dollars in cash. It’s basically 30 days to kind of get in, you know, with your team. And we have this whole. Competition about setting appointments, converting those opportunities. What’s really cool is we have an additional challenge, which is a $25,000 team leader challenge. For the team leader that participates and sets the most amount of listing appointments. They’re actually gonna get $25,000, but they have to spend it on their team. So whether it’s on a vacation or a night out, or a shopping spree.

It’s a lot of fun and I’ve participated with the young team over the last couple years, Josh participates. And it’s really nice to get back in the trenches with our agents for 30 days. And the crazy thing about it is like when you look at the profitability that we, it produces in like June, July and August, we absolutely crank out, profit during those months because it is.

You, you just put so much, you sprint for 30 days and it’s crazy the trailing, revenue and profit that it creates. So I go to Fello 30 DC Fello 30 day challenge.com, Fello 30 DC every day there will be webinars with, thought leaders in our industry. Last year we had like every big CEO of every brokerage, and it’s all.

Tactical and call nights and all kinds of fun stuff. 30 day sprint, helping us, get more out of our database, helping us set more appointments and ultimately become more profitable. Awesome. All right, so now we’re gonna dive into how we’re getting Fello and, follow boss to work as well as possible together.

So the, one of the first things we did was, the timeline. So can you go into, you guys decided to use a custom field for timeline instead of the regular timeline in Follow up Boss? I think it’s because the regular timeline in Follow up Boss isn’t customizable. Josh, why don’t you jump in on this?

Daniel, that’s exactly right. It wasn’t customizable and one of the things that Ryan and I looked at after having been on so many different CRMs, was. It is really tough to dictate what we want for our business if it doesn’t make sense for the way we run our business. It’s also really tough from the agent perspective to get them on board.

And so having something that we were able to customize was really important because it meant that we can internalize it. And with that it’s like. Understanding, talking about like top of funnel, how far out are these people from actually transacting was super important and so timeline was one of the, natural starting spots for us.

Awesome. And so, one of the things that we can do with interface is we have triggers based off of when individual fields on the lead record are updated. And so to get it, the custom field working, kind of similar to how the regular Follow up boss timeline field works is we’re populating the original date that that field is populated.

And then every time that field is updated, we timestamp a custom field and so they can track when the original. Timeline was set, and then as the agent adjusts that timeline, we can track the most recent update. So, the young team, team members and agents are very optimistic, right? They talk to a client and they wanna lean into essentially, what they want the client’s motivation to be versus actually asking great questions and really understanding what their real motivation is, right?

And so what we’ve observed is that we have a lot of people in this timeframe is hot, that have been in there for way too long. Okay. And one of the things that I’ve seen as we’ve scaled Fello on the other side is, is we do this thing called forecasting. And what forecasting really helps us do is understand what does our future pipeline really look like, over the next quarter or two.

So in Fello, when an AE does a, an account executive does a demo, they ultimately are identifying the probability that that demo is actually gonna move into some sort of one revenue. And we base our forecasting off of our AE abilities to identify. Ultimately what the future and the probability of a demo held to close one or to one revenue is the challenge is that if we just relied on our optimistic team members, we would have a false positive on what the future really looks like, what forecasting really looks like.

So the reason why we created this timeline stamp is we wanna start measuring. How good our team members are at actually forecasting, right? And actually understanding what true motivation is. So every time a timeline is added, it immediately adds a stamp. So just today I have essentially a timeline that was added of 30 days from now are under 30 days.

This is a hot lead that they’re gonna essentially tra transact before March 26th. What we do is we will observe our team members’ abilities to actually be accurate with that. So what’s happening is if I have hot leads that a timeline is more than 30 days. Let’s say it’s now 60 days or 45 days or 90 days, we need to start coaching our team members to actually identifying what the real motivation is.

Okay. Maybe there’s a gap between what they think the motivation is, and maybe there really is that motivation there, but they’re just not doing a good job actually helping close the opportunity into one revenue. Right. So I think it’s really important to not only have the ability to classify or categorize the motivation of a prospect, but also leverage the, the timestamp to actually identify how good are we at actually, forecasting or identifying what that actual motivation is. So for us, that’s, as we’re becoming better operators, that’s really important for us. And something that, interface has helped with.

It dictates the cadence that we’re following up with the client. Yeah. And what we were noticing in, previously is that people go in, they enter somebody into the database, they pick whatever timeline is relevant today, and that timeline stays with them forever. And so it’s like if someone’s nine months out in six months, they better not be nine months out.

And our cadence of follow up needs to start quickening to match with their actual timeline. So it allows us to measure and make sure that the agents are staying on top of updating that timeline along with the client’s current needs. That’s spot on. All right. I’m gonna share my screen again.

All right, so the next piece that we’ve added is auto updates for the stage. So the, the more you can automate for these agents, like relying on agents to keep your database clean, you want to do that as, as little as possible. And when that first call happens. You know, the lead shouldn’t be in lead anymore, and so we can automatically move it to attempted contact if that call is less than 95 seconds.

If it’s more than 95 seconds, then the agent should be selecting the stage based off of how that conversation went, but we’re automating that initial stage update to attempted contact on any call. On any new lead where the first call happens, and it’s less than 95 seconds. So this one’s pretty straightforward.

I think one thing to add to it is, our philosophy is the more we can automate the better. Right? It’s like, do I wanna rely on, like, if you just think about it, think of the inefficiencies at scale, where. This is what it looks like if I can’t automate it is first I need to create some sort of smart list or something that suggests the agent should update it.

Then I need to have some sort of accountability lever that basically overrides or manages essentially when the agent do isn’t doing it. So now I’ve got like something that’s basically suggesting that the agent should be doing it. Then I gotta pay someone to manage the agent doing it. And then if they don’t do it, there’s a, there has to be accountability.

So who’s gonna hold ’em accountable? Versus if we could just automate this stuff. It’s like the, the, the less friction we can have for our agents, the better we want them to focus on selling and helping people buy and sell real estate. Let’s remove as much of the administrative functions within the CRM as possible so that once again, we kind of keep this hygiene concept going.

Yeah. And, to clarify also, this is version one of what we’ve set up for the young team. The next things that we can do, we have automation where an if an appointment is set, you can update the stage. We also can send a text out after the appointment that has a link where the agent can fill out a form saying what happened on the appointment, and then that can update everything in Follow up Boss.

That’s awesome. And then we have forms for each stage of. The sales pipeline. So as it gets like listed or pending or closed, we have a simple form system where agents can fill out the form and then everything in Follow up boss gets updated. So, those are some of the things that we’re gonna be building in the future.

And we’ll probably be doing another webinar at some point going over that stuff. Okay. So here’s another thing that’s, unique to. Fello users. So in Follow up bus there’s a, the relationship, which is, I mean, people, if you go in the Follow up bus Facebook group, people are, this is one of the hot topics of, you know, do you use relationships?

Do you create a contact? And the way Fello, you want to explain how Fello works and why relationships aren’t ideal for Fello users. Yeah. So, what relationships do is they. They bury the contact, you know, they, the, the child call it the, the chi child, parent relationship, right? So you have a parent contact with a child underneath it.

And what happens is. It doesn’t, other systems don’t recognize the child contact as a contact. And so, the way we leverage Fello is everything is sinking back and forth. All engagement on every contact that happens in Fello pushes back into my Fub account. And that’s ultimately what surfaces the signal or the engagement for us to take action, moves ’em to smart list, stuff like that.

And so if I can’t recognize. The child contact in the relationship, then there’s nothing happening back and forth on the Fello side where we create all the engagement, the marketing right, and stuff like that. So, it was super, important for us to essentially like bifurcate the two, contacts to so that they each are recognized as their own contact.

But that being said, we didn’t wanna lose the relationship between the two. We still needed to be able to attach ’em so that, like ultimately, if I was in, call it spouse one, right? And I needed to all, identify, send something to both spouse one and spouse two, I needed the ability to actually have them still connected, but them both recognized as individual contacts.

Yeah, so essentially what we did is we created automation to go back through all the contacts that have relationships, and take the relationship and create a, an actual contact for it, and then put the link to the primary contact in a custom field on the relationship, and then vice versa, put a link to the, the secondary.

Client, we’ll call it, on the primary. And so if you’re in the primary contact, you can easily click over to the secondary and then if you’re on the secondary, you can easily click back to the primary and now you have a contact, you know, for every person in your database which can then sync to Fello and have Fello do its magic.

A hundred percent. And I’m just curious ’cause this is something we struggled with. Like me and Josh went back and forth with Daniel and Mihir. You know, I, I like the relationship concept, and I love the ability for, you know, people to be attached. But it’s just unfortunately without them both being recognized as their own contacts, it creates some, complexity.

The other challenge is. You know, I think most of us would make the assumption that relationships are like spouse and spouse, right? But really there’s a lot of times, like it gets pretty complex. You know, we have scenarios where we have like spouse and spouse, but one of those spouses is in business with business partner A and they’ve invested in real estate together.

And so it’s like all of a sudden it starts to become this tangled web of like, who’s in the relationship, who’s not in the relationship, well, who’s the parent, who’s the child? And so the only way for us to do that ultimately, like I said, was to kind of decouple and then like ultimately we have like, relationship one, relationship two.

Is a way for me to move back and forth amongst contact to contact and what their relationship is okay. So the next thing that we implemented was, activity tracking for calls, text, emails, and connections. So. The way the Fello Follow Boss integration works is it can pull data from custom fields, but the way Follow up Boss works is it doesn’t have that data in custom fields, and we can trigger automation based off of anytime a call, text, or email happens.

And so what we did was we went in and looked, ran a script that took all the activity and populated it to those custom fields. And then we have automation that’s running too. Increment those fields. Every time a call, text, or email happens. So Ryan, you wanna go over Yeah. Why you’re pulling that data into Fello.

For us, once again, my, my obsession is to help our industry become better operators, right? To become more profitable, make profitability predictable. And our business is predictable. And one of the things that you will see is. Is because we’re able to pull these custom fields over, right?

My team audits every lost opportunity, and Fello surfaces this information to you, right? So like what I’m basically saying is show me anyone in our database that is actively on the market without us, right? Without my team, which essentially is a lost opportunity, which is in our serviceable area.

Then the reason why pulling this over is really important for me is because this allows me to see, are we engaging with these people? So like, I’ll give you an example. These are all lost opportunities and I only of all the lost opportunities, and I’ll just back outta this, I have 700. Are you gonna share your screen?

Oh, am I not sharing? Yeah, I’m still sharing. Sorry. Disregard everything I just said over the past. Three minutes. Alright. So like I could, I could see the Fello on my end. Oh cool. Alright, so you guys can all see this, right? Yep. Can you see Fello cool? Yep. Alright, so I have 785 contacts right now in my database that are actively on the market without my team.

But what I really want to see is I wanna audit. Are we actually reaching out to these people? Are we having conversations with these people? Are we texting these people, et cetera? So what I’ve done is in FUB we have all this great data right here that says, yes, we’re calling them we’re reaching out to them, we’re texting ’em, we’re emailing them, et cetera.

What Daniel helped us do was he helped us bring these into Fello. So now that I can actually see. How many of these 785 have we had more than zero calls with only 49? Right. Talk about like a major gap. It’s like. 49 of 785 we had a conversation with, which means that 700 and whatever, we haven’t even had a single conversation.

So when it comes to how do we start driving more revenue with, out spending more money, how about we have conversations with people in our database that are engaging and raising their hand? Something also that I can do is I can say, show me like of these people that are on the market. How many of them were like really actively, like really high intent?

Like, here’s a sphere of influence with one of our team members that’s actively on the market with another agent. It looks like actually they just, so, let’s see what we got here. Sold. Sold. It looks like they just sold with another agent, right? And it’s like, so these are lost opportunities in our database.

And then once again, I’m just gonna apply. How many texts have we had? How many conversations with, so what this allows me to do is it allows me to really audit my team members and kind of expose that we’re not following a process. And then when it comes to distribution of opportunities, it’s a lot easier for me to say’s.

You should be getting opportunities because when even though we’re losing opportunities, you’re still following our process, which then we start talking about skillset, right? You’re doing a good job following the process, but you’re not converting ’em, so let’s help you get better. Versus, hey, you’re not even following our process like you have people engaging within our database.

No one’s calling them, you’re not texting ’em. So you gotta start following our process before you get more opportunities, because clearly right now you’re not following the process with the highest engaged opportunities. Yeah, that makes sense.

Okay. And the next thing was essentially helping ’em dial in their, their process. So you guys have a pretty awesome. Lead flow map. You want to pull that up and kind of walk through how this works? Yeah. Let me share my screen and Josh, if you want like any context on just, you know, kind of conceptually where we were going with this.

Yeah, for sure. Okay. You know, I, I think like, just tying in what you guys were just talking about with the process right? Was like, are we following the process? Well, if we don’t have a clear process, who knows? And for us, I think, you know, as, as Ryan will walk through this, one of the big things that we were realizing was that there wasn’t a clear enough process.

And then oftentimes if the process was not followed, you’ll end up with people that are sitting and attempting contact six years later because they never picked up the phone and maybe they never picked up the phone for numerous reasons, because we called them once in the first 90 days. Or because we called ’em 12 times and then forgot about them, but it was much more along like, how do we conceptualize putting together something that is straightforward for our agents, for our inside sales team, where it’s like we can approach people aggressively upfront, and if they don’t respond.

We can accept that they don’t have intent to buy or sell in the meantime, and then put them in a place where we can then use Fello and other companies, real scout and interface and all this to create them, put ’em in a position to reengage and raise their hand. But it all is about documenting a process that everybody actually knows what they’re supposed to do and then being held accountable to it.

Yeah, and I think something super important is, so we have a, we run an ISA model. So like we basically broke it down for like all new leads that come in that are unassigned, has a journey. All reconverted leads that are unassigned, meaning we have about 60,000 contacts sitting in ponds. And what happens when a someone in a pond fills out a form in Fello or in RealScout?

What should that journey look like versus just a brand new lead that comes into our website, or comes in from through another channel. Then we have the other kind of, end of the spectrum is assigned agent. So we also have leads that come in on our website where they’re actually going onto an agent’s page on our team, and they’re saying, I want to actually have a conversation with an agent, with this agent, with a certain agent.

Or they go do an open house. Right? And so if we have like. An open house, lead that comes in. And so we basically have like five different journeys, which is. An unassigned, lead, which is either a new lead or in a pond, and that goes to the ISA team or an A lead that essentially is directed to a certain agent.

And I think it’s really important for us as we broke this down, these are the five different, and they’re very similar journeys, but these are like the five different buckets that have slight nuances. That it was really important for us to kinda like articulate to our team and walk ’em through the differences between, where, where they are different.

And one of the recommendations I would, make is what we did was we actually simulated with leads coming in, and with previous leads that recently came in. And we said, okay, if this lead was to come in today. What journey would they flow in through and what would that movement look like, and does this make sense?

And what we found was as we started simulating, there was a lot of, gaps, right? And there was like a lot of kind of like leaks. And so it was like, okay, now we got to a point where we sent simulated enough leads where it was like, oh, this is very logical. This makes sense. We can automate this, we can create accountability behind this.

And it was just like a really nice way for us to present to the team. This is what it looks like when you are a brand new lead. This is what our expectations are as they move through the map. A lot of our team members look at a lot of the stages in our pipeline is what we would consider a parking lot. Right? And we had to keep reminding them like, these stages are not a parking lot. A stage is something for you to pass through. As you ultimately identify more information until we get to a place which we call Evergreen, which is a parking lot.

And so the reason, one of the reasons why I think our industry accepts such low conversion is when you think of database hygiene and you think of a lot of these stages or so bloated with contacts that aren’t actually motivated or we don’t really have visibility into what their real motivation is.

They’re actually diluting our effort, that we should be investing in the context that are supposed to be in there. And so the young team, we found that there was just a lot of leads sitting in random stages and they weren’t moving through appropriately. And we’re already starting to see like very early signal, like leading indicators of like, here is the people you need to be having conversations with.

Let’s automate the people that shouldn’t be in here out of here. And like, I’ll just give you one other example. Because Fello identifies, active listings in our database. There’s sometimes where we have a hot seller that we went on an, it’s sitting in appointment met, we went on the appointment.

They’re moti, they’re classified as hot from a timeline standpoint, and they end up coming on the market with another agent. And while that really sucks, right, it sucks to lose that type of opportunity. We automate that, contact and move him to a stage called monitor because I don’t want my agent diluting his hot pipeline or his, appointment met pipeline.

With contacts that are no longer available. So we automate that person and move them into monitor, and if that person is unsuccessful selling their home, then they move back into a stage that flags it to say, Hey, this was an opportunity for you. We lost this opportunity, but they were unsuccessful.

Now’s the time to reach out. On the flip side, if that person sells their home, okay, then what Fello does is it actually archives their address and then enriches to. Find where they move to and we move that contact into what we call Evergreen, which is kind of like our parking lot. And we start focusing on getting messaging to that person at their new home.

And I’m looking at lifetime value of a customer and I’m looking at, even though we lost them on this opportunity, how can we win them in three years, five years, eight years, whenever they transact again?

So we’re moving these people through our pipeline and making sure that it’s all automated based on actions that they take, whether it’s listing without us. And then when they sell, now I’m focused on, Hey, we lost this one, but we’re gonna win it back in seven years from now. When you’re ready to list your next home.

The other piece of it that’s nice. Ryan is with the automations, is evergreen isn’t actually a parking lot, it’s a, it’s an active stage where it’s like we’re talking to people. For us it’s quarterly, but what’s really nice is through their activities on Fello and other platforms, if they start liking properties or start checking out their home value more frequently.

We can actually, uh, trigger them. They look like hand raisers and so it’s like they might not have said it to us yet that they’re ready to sell, but their actions are saying that something about them is starting to become more interested in real estate. And so it allows us to kick it into a more active, it doesn’t change the stage, but it changes the, the follow-up cadence or the smart list that we use so we can start engaging with them.

We really are trying to leverage the data to help us make better business decisions. And so like for example, I have a lot of out-of-state homeowners that got flagged in our database because a buyer lead comes in over the past however many years and we ultimately find their address and we identify that their address is out of our serviceable market or outta state.

And all of a sudden then we get notified that that out-of-state homeowner lists their property, right? Like we have a notification that ultimately sends to the agent, the assigned agent that says, Hey, this person just listed their out-of-state market. See if their plans are still to relocate to northeast Ohio.

We do generate a lot of organic inbound buyer leads and it’s like if you get an organic inbound buyer lead from an out-of-state homeowner and then all of a sudden they lift list their out-of-state home. What does that suggest of a mo intent on the buy side? Right? So the goal is how do we keep our databases dynamic and kind of fluid so that it’s like constantly moving and changing and updating.

I posted in the f community, like Daniel’s a wizard at this stuff. Like I see it more on the Fello side. The F side is a little bit more foreign to me, naturally spending the last three, four years in Fello. But it’s like I got, I was getting really frustrated because I had all these ideas on ways that we could create automations and notify the team members and move people through.

And I was just running into some roadblocks. Daniel’s really kind of like lifted those. Yeah. Awesome. And that’s a good segue to, the next piece. So I think the main roadblock that you guys were running into that led to us working together was, the limitations around smartlist. . Josh, why don’t you take this one? Sure, sure. I mean, so basically like the whole idea of what we were trying to do is attack the opportunities as they were coming in aggressively and, you know, accept that if we did everything that we were supposed to upfront that.

They’re clearly not showing that they have intent. And so for us it was one of those things where it’s like, how do we understand having the dynamic smart list? We’ve used tasks previously in other CRMs, and it’s like if you go through them, there are tasks sitting there from months before that were never checked off.

It’s just not a smart way for us to stay on top of things and the ability to have these dynamic smart lists. Based on if you actually have a conversation or not. I was working with one of our agents earlier today and it’s like, you know, we talked about the Evergreen. It’s a quarterly follow up and if you call someone four times a year and they don’t pick up, it’s an entire year.

That you don’t actually speak to this person. And so what Daniel was able to build for us was smart list that says, you know, for example, on an Evergreen, if we call them today and we speak to them. It Follow ups off the list for 90 days and next quarter pops back up. And if you call ’em today and you don’t speak to them, I think it pops off for 21 days and then pops back up

and it’s really nice from a long-term nurture, but it’s also, even more important with new opportunities where our new leads are on a every four hour, three times a day cadence. And the ability to, it’s like if you speak to them, move them to a different list based on the stage. And if you don’t speak to them, know like they’re going to get followed up again very shortly.

And if it’s not by the ISA on call right now, maybe it’s on the next is SA or another agent. Having dynamic based on the actual results was super important for us. Yeah, exactly. So go ahead and type yes in the chat if you wanna see how you can optimize your follow Boss Smart lists.

All right, so, dynamic smartlist. So we’re gonna let you know when you need to be picking up that phone again. So here’s how normal Smartlist work in Follow up Boss. So this is a weekly list. Typically smart lists and Follow up boss are based off last communication.

So what that means is whether you call, you know, whether you have a five minute call or a 32nd call, or it goes to voicemail or the agent sends a text or the agent sends an email, is always gonna drop that lead off for se, for seven days. And that’s just not ideally how you wanna follow up with people.

You know, if you wanna be speaking to someone every seven days. And you call and get voicemail, it doesn’t make sense to wait seven more days to call them again. ’cause if you get three or four voicemails in a row, now, it’s been a month since you’ve spoken to somebody who you wanna be speaking to weekly.

And that’s when you finally get ahold of ’em. That’s when you get the dreaded, we list it with somebody else. And so we could use our automation to make these lists dynamic. And so this is how a weekly list can look using interface automation. So if you have a call that’s greater than two minutes. We’re gonna drop them off and typically we actually set it at 95 seconds.

We drop it off for seven days, but if a call happens that’s less than two minutes, we’re gonna drop it off for two days. And so now if you have, if your agent has three or four calls in a row that are voicemails, you’re still speaking to ’em in six to eight days, which is when you wanna speak to him, for sending texts like outbound text, outbound email.

Sometimes you have weekly meetings. A lot of teams have weekly meetings with their team. Sometimes your agents will just go in and fire off a bunch of emails right before that meeting to clear off all the people from their smart list. You know, it’s not really as valuable as actually calling and speaking to somebody.

So we would drop them off for four days or three days. But an inbound text, inbound email, you know, you have to reply to the text or email so we can make the lead show back up on the smart list immediately. And so it just makes Smartless work way better than they do normally in Follow-Up Bot. So this is one of our more popular use cases of our automation platform.

And the next thing that we’re probably gonna be implementing with the young team again for iteration number two is Automated Agent Accountability. So it doesn’t matter how great the Smart List work. If your agents aren’t doing the follow-up, it, it really doesn’t matter. And so the another really, popular use case for our automation platform is we can automate agent accountability.

And so on a weekly list, the way that could work is on day 10, if your agent still hasn’t done the, we can do an at mention nudge saying, Hey, you’re supposed to do the follow up. You know, please call, or this lead. Could get pulled. And then if they still haven’t done the follow up on day 10, or on day 11 or 12 or whatever you wanna set it, set it at, it’s completely customizable.

We can take that lead and move it into a pond automatically for other agents to have access to. And for an agent, you know, the worst thing that can happen is you get assigned a lead. Don’t do the follow up. That lead gets pulled into a pond. Now another agent calls it and closes the deal. And so in order to prevent that from happening, agents are much more likely to, to do the calls.

And then another scenario is sometimes you have an agent who gets like four listings in a couple days, and now they’re just swamped and they just don’t have time to follow up with more leads right now, instead of having the new leads that are assigned to them, sitting there gathering dust. Now we’ve moved those leads into a pond.

So other agents who haven’t just gotten four listings can, can follow up and pick up the slack. And so we could do any combination of warning notifications and auto reassignment. Some teams don’t wanna do auto reassignment, some teams don’t to add like an ISA back onto the lead, so the ISA can pick up the slot.

It’s very customizable on how we can set it up. So this is, taking things to the next level.

So Mihir. You wanna go through some of the questions? Were there any earlier questions we haven’t gotten to?

There’s one question from Cindy if Ryan would like to take that out. Sure. It’s related, relationships. Yeah, what’s, I can read it. Relationships. So you have husband and wife split into two files in f. I could see a divorce, kids, et cetera. Yeah, so that’s like a great example of like, why, what do you do when you have a relationship between husband and wife and there’s a divorce, right?

Now we have the flexibility essentially to, for them both to be their own contacts, but be able to link those two contacts together as we want. Now, full disclosure, there’s some, there’s some deficiencies to doing it that way. Like we don’t gain the benefit of being able to like mass email them simultaneously or like move them both through kind of like a pipeline.

But like for us, it’s just, I can’t rely on. The parent contact, in, in other platforms engaging with messaging. I need to be able to get that messaging to both contacts simultaneously. One of the things that I’ve always liked is, is like Fello we use HubSpot is a, CRM. It’s a much more robust build out, but essentially we have like a contact in a deal, right?

And you can kind of create custom objects like to make. Ultimately different types of, scenarios, but like, I would love the scenario where I can actually attach essentially a contact to multiple deals. And I can create and also attach different contacts to those deals simultaneously. The way FUB is structured, it just doesn’t have the flexibility to do that.

So this was kind of our solution on how to make sure that we’re not losing, all the value of each and every contact. And I think what was interesting was Daniel, what was it like 1300, 1600 or something like that, that we had to decouple? Mm-hmm. So it’s like, it’s a, it’s a sizable amount of contacts that weren’t, we weren’t getting value out of because they were sitting in the relationship status.

You probably want to take a look and see what’s relevant to your team. If you have a smaller team, you may not need, everything. So we probably would wanna start with, you know, the one, like Ryan said, the one or two things that are most important.

Our automation platform’s kind of similar to Zapier, but built specifically for follow up boss.

And so it has a lot of, you know, this just scratches the surface of what it can do. But these are specific use cases that the young Team utilized it for. It Follow Up, Boss could work as well as possible with Fello and they could get their process built out the way they wanted it built, which just wasn’t gonna be possible in Follow up Boss by itself.

And so you’d wanna identify what pieces are relevant to your team and then we could tackle those.