Organize Your Database like the Best in the Business

A healthy database is key to your success. Following a few simple best practices to stay organized will ensure you get the most out of Follow Up Boss and improve your ability to convert leads, grow more referrals, and will save you valuable time.

Here’s a quick video to help you maintain a healthy and well-organized database:

Start by focusing on these three areas: 


Stage is how you identify where someone is in their journey. Keep it updated as they move through your pipeline.  

Stages are things like “Hot Prospect” for people moving in the next 3 months, or “Past Client” for someone you’ve worked with before. Our default stages and their definitions can be found here

Pro Tip

Keep it simple. You only need a few key stages to keep your follow ups streamlined and clear.


Think Stage first, Tags second. Use tags on top of your stage to help segment your contacts. Information such as Buyer, Seller, zip code, Waterfront, or VIP can be used to group your contacts and focus your outreach. Learn how to add and edit tags in this guide

Pro Tip

You can enable auto-tagging to automatically tag new internet leads with the zip code and city they inquired about. 


It’s important to know where the lead originated. This will automatically be filled in for online leads. You can also manually add sources like Open House, Referral, or Office Call.

Pro Tip

Use Lead Source Reporting to see which lead sources are paying off.

Advanced: Custom Fields

Want to record additional info in Follow Up Boss that you don’t already see? Use a custom field! We’ve added a few common ones to get you started, but you may have a few mission-critical data points you’d like to add yourself. To add your own custom fields, follow this guide


  • Close Date
  • Birthday 
  • Credit Score 

Custom dates will be automatically added to your FUB calendar so you can stay on top of birthdays, anniversaries and other important dates. 

Put It All together

Stage, Source, Tags, and even custom fields can be used to filter your database and make powerful smart lists so you spend your time on the right people. Learn more about working your smart lists.

Leveling Up

To view a glossary of terms, click here.