These smart lists are designed to help you work with the right people at the right time. Use this guide and your smart lists to know who to call daily, and never let another lead slip through the cracks.

How It Works

You will automatically know who you must follow up with because your smart lists are your “who to call” lists! These lists work when you track two simple things:

• Who each person is to you right now - using Stages in FUB
• The last time you talked - Using the Last Communication filter, meaning the last time you made a personal call, text, or email. 

Your smart lists are part of your daily workflow to build relationships that will lead to more deals. Even with automations and action plans, there is no substitute for the unique value you bring to the table. Smart lists help you prioritize your time so you can efficiently and confidently contact the right people at the right time. 

Boss Tip: The most successful agents block a few minutes daily to work their Leads and Hot lists and block time each month to work their Nurture and PC/SOI lists.

The Basics

The most functional smart lists start with good database organization. Smart Lists are saved filters designed to find the people who match those filters automatically. Think of them as saved searches of your database. You can find your smart lists on the People tab of your account and the People section of the app on your phone.

What Best Practice Smart Lists Do

The best practice smart lists are designed to help you convert more leads and generate more referrals. They work if you work them! Each smart list uses filters to find a specific type of contact in your database.

Important: Your highest priority leads — people actively engaging with listings. Check this list daily and follow up promptly to stay top of mind. Check notes for the behavior that triggered the priority. Use the Recent Activity pane to determine the best way to personalize outreach.

• Filter logic:
  • Last Communication was more than 24 hours ago
  • Tags include any of: Zillow Smart List, Important Smart List

Qualify: Needs Contact: Brand-new leads that need to be contacted and qualified. Aim for consistent outreach over 10 days. Use this list to initiate first conversations and gauge interest and readiness. Be sure to capture their Timeframe to move!

• Filter logic:
  • Created less than 11 days ago
  • Last Communication was more than 18 hours ago
• Stage includes: Spoke with Customer, Lead, Attempted Contact

Revived Prospects: What's better than speed to lead? Speed to activity! These leads are over 10 days old but have been active in the last 7 days. Reach out and reconnect or convert!

• Filter logic:
  • Last Activity less than 7 days ago
  • Created more than 10 days ago
  • Last Communication more than 7 days ago
• Stage includes: Attempted Contact, Spoke with Customer, Lead, Nurture

Met/Appt Set: Leads you've met or have appointments scheduled with but haven't contacted in 6+ days. Keep your pipeline warm with weekly check-ins. Review the recent activity to prioritize outreach. Update stage if there's no response.

• Filter logic: Last Communication more than 6 days ago
• Stage includes: Met with Customer, Appointment Set

Potential Prospects: Opportunities still in the lead or attempted contact stage and less than 30 days old. Call every 5 days to convert!

• Filter logic: Last Communication more than 5 days ago
• Stage includes: Lead, Attempted Contact, Spoke with Customer
• Created less than 31 days ago

Under Contract: Clients in the Under Contract stage. Set clear administrative tasks and track deal progress within FUB to prevent anything from slipping through the cracks.

• Stage includes: Under Contract

Current Clients: Your active clients — currently touring homes, submitting offers, or under a listing agreement. Ensure regular touchpoints (ideally weekly) to support and guide them through the process.

• Filter logic: Last Communication more than 5 days ago
• Stage includes: Showing Homes, Submitting Offers, Listing Agreement, Active Listing, Under Contract

Nurture — Timeframe Is Now: These clients plan to buy in the next 0–3 months. Weekly outreach to maintain momentum and stay top of mind. Update their Timeframe field if needed to keep follow-up aligned with their goals.

• Filter logic: Timeframe is now
• Stage includes: Nurture, Last Communication more than 7 days ago

Nurture — 3–12 Months: Clients whose buying timeline is 3–12 months. Monthly check-ins help maintain engagement and uncover readiness changes. Reassign stages or Timeframes as necessary.

• Filter logic: Timeframe coming up in less than 12 months
• Stage includes: Nurture, Last Communication more than

Nurture — 12+/No Plans: Clients whose buying and selling timeline is 12+ months or undetermined. Monthly check-ins, confirm their updated timeline, and update the Timeframe field accordingly.

• Filter logic: Timeframe excludes: 0–3 Months, 3–6 Months, 6–12 Months
• Stage includes: Nurture, Last Communication more than 28 days ago

Nurture — Timeframe Is In The Past: Timeframe to move is in the past — reach out to update!

• Filter logic: Timeframe is in the past
• Stage includes: Nurture

Past Clients: Contacts whose transactions closed. Stay in touch for referrals and repeat business.

• Stage includes: Closed