When you are a Ylopo customer, you'll find the Follow Up Boss + Ylopo Best Practice Stages and Smart Lists set up in your Follow Up Boss account. The Stages and Smart Lists were created with Barry Jenkins, Gabe Cordova, the Ylopo team, and the Follow Up Boss team to set you up for success. This proven workflow will help you find low-hanging fruit in your database and not lose track of your current clients so you can focus on closing more deals!
Below are the Stages, Smart Lists, and columns that are in your account.
Stages
A Stage identifies who the lead is to you regarding a transaction, with a timeline attached to it. When you know where people are in their transaction timeline, you know how often to follow up. Below are the Stages used with Ylopo + Follow Up Boss.
| Stage | Definition |
| Lead | New contacts you haven't talked to yet. Once you've talked to them, update their Stage to show who they are to you now. Note: Newly added contacts will automatically start in the Lead stage. |
| A - Hot 1-3 Months | Someone who will be ready to move in the next three months. |
|
B - Warm 3-6 Months |
Someone who says they will be moving within three months to six months from now. |
|
C - Cold 6m+ Months |
Someone who says they will be moving more than six months from now. |
| Active Client | Someone you are working with right now. |
| Closed | Someone you recently closed. Keep them in this Stage while you wrap up paperwork, send a thank you card, and ask for referrals/reviews. |
| Past Client | Someone who worked with you in the past and is not currently back in the market. |
| Sphere | Someone in your sphere of influence. This is a good Stage to use for people you want to stay in touch with but who aren't currently in the market. |
| Unresponsive | Someone who you were never able to qualify or has stopped responding to you but you want to continue working with. |
| Trash | It's not recommended to use Trash when using Ylopo, as it stops listing alerts. Note: Contacts in the Trash Stage will automatically be hidden from your smart lists, and action plans will be paused. |
*Pro Tip: If you add to or update your stages, be sure to update your smart lists to reflect the changes so the leads in each stage get a follow-up!
Smart Lists
Smart Lists tell you who to follow up with and when; without you having to think about it! With these high-powered smart lists working for you, you'll always know exactly where the valuable opportunities are in your database. Below are the preloaded Ylopo smart lists in your Follow Up Boss account when you are a Ylopo customer.
Note: When the smart lists are added to your account, you will need to create a Smart List Collection for them to appear, as shown above.
| ✍🏼 Clients | These are your current customers and clients that you're in communication with the most. This is a static list of Active Clients and Pending stages. Make sure each day your i's are dotted and your t's are crossed. |
|
1️⃣ New |
Leads that are created less than 10 days ago with communication over 12 hours. This is a dynamic list to keep zeroed out at all times. Keeping this list at zero means you've followed up with all your new leads today and the leads you're still trying to qualify. Remember, not only do new leads convert at a higher rate but it takes on average 7-8 contact attempts (depending on your market) to get in touch with a new lead so be sure you continue to call, text and email. |
| 2️⃣ Important | These are leads showing activity! They're engaging with Ylopo retargeting and re-marketing so when they're on this list, be sure to call ASAP and keep this list zeroed out. |
| 3️⃣ Raiya Replies | This list shows leads that have responded to Raiya! They need a response from you so be sure to reach out ASAP and keep this list zeroed out. |
| 4️⃣ Leads Active | This list shows people we don't have a relationship with yet, Lead and Unresponsive Stages, who are being active. Be sure to reach out ASAP and keep this list zeroed out. |
| 5️⃣ Nurture Active | This list shows people we have a relationship with, A, B, C, Past Clients, and Sphere Stages, who are being active. Be sure to reach out ASAP and keep this list zeroed out. |
Remember to zero out your smart list, log a call, text, or email your leads. These 1:1 types of communication are what make leads move off your smart list and reappear when you need to see them. This is because of the last communication filter on these dynamic lists.
When you use your Follow Up Boss number (your business line), those calls and texts are automatically logged and tracked for you (and can be recorded). This saves you time and eliminates manual entry.
These smart lists help you be more efficient and when you're more efficient, you have more time to close more deals!
Columns
Even the columns have been strategically thought through for your success. They're designed to show you the most pertinent information at a glance so you can work quickly.
The 1️⃣ New list is sorted by Created so you can see the newest leads first. You'll also see the latest activity, last visit, last communication, price point, and properties viewed and saved.
The other lists are sorted on Last Visit so you can see the most recently active leads first.
Now that you know how your stages, smart lists, and columns work together in your Follow Up Boss account, you're ready to follow up with your leads! We can't wait to see how far you exceed your goals with these winning strategies.
Want more follow up?
If you want to follow up with your A - Hot 1-3 Months, B - Warm 3-6 Months, C - Cold 6+ Months, and Past Client/ Sphere leads on a regular basis, you can easily Add Smart Lists by clicking on Manage > Best Practice Lists > then Copy in lists 6, 7, 8 and 9.
1. Click on Manage
2. Select Best Practice Lists
3. Copy the follow-up lists A - Hot, B - Warm, C - Cold, and PC/ Sphere