Default Smart List Collections

Smart list collections are crucial to maximizing the effectiveness of Follow Up Boss and ensuring no opportunities are missed. With smart list collections, you'll have an efficient workflow that keeps you focused on your most important leads. Every new Follow Up Boss account comes with default lists to make your onboarding process easier. Organize your leads by stage, and these lists will start working for you!

Note: If you customize your stages, you'll need to update these lists; otherwise, we will look for a stage you are not using.

Stage vs. Smart List

Stage = main category of your lead, like hot prospect or nurture.
Smart Lists = lists created by saving filtered criteria, like stage. Not every smart list includes a stage filter. You can create smart lists based on last communication, timeframe, or activity.
Collection = a grouping of smart lists.

Where to find your default smart list collections

You can find these lists on the People tab in your account within the three Smart List Collections: Earn Client's Businesses, Find and Win the Home, and Prospect.

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