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    CRM How To

    CRM Contacts: Manage Leads Like a Pro

    Stop Looking at One Giant Contact List. Build Smart Lists That Show You Who Needs Attention.

    Your Contacts area becomes much more powerful when you organize people using Smart Lists. Smart Lists automatically filter your database based on tags, contact fields, DND status, workflows, dates, and other CRM data so you can instantly see the people you want to work with.

    Smart Lists do not create duplicate contacts. They give you different views of the same CRM database.

    Training Video

    My Smart Lists

    These are the Smart Lists I use inside my CRM to organize my database and quickly find the contacts I want to work. Use these examples as a starting point for building your own Smart Lists.

    1

    No Automations

    Find lead contacts with a property address that are not currently active in a workflow.

    Filters (AND)

    • Workflow (active) → Is empty
    • Street address → Is not empty
    • Contact type → Is → Lead
    2

    Family & Friends

    Create a simple view of contacts tagged as family and friends.

    Filters (AND)

    • Tag → Is → family & friends
    3

    Marketing

    Find lead contacts with an email address who are eligible to receive email.

    Filters (AND)

    • Email → Is not empty
    • Email DND → Disabled
    • Contact type → Is → Lead
    4

    Buyers & Renters

    Group buyer and renter contacts who are marked as good for SMS.

    Filters (OR groups)

    Group 1

    • Tag → Is → buyer
    • Tag → Is → sms good

    OR

    OR Group 2

    • Tag → Is → renter
    • Tag → Is → sms good
    5

    Sellers Other

    Create a seller Smart List using the exact seller exclusion logic shown in the CRM.

    Filters (OR groups)

    Group 1

    • Tag → Is not → expired
    • Tag → Is → sms good
    • Tag → Is → seller

    OR

    OR Group 2

    • Tag → Is not → fsbo
    • Tag → Is → sms good
    • Tag → Is → seller
    • Contact type → Is → Lead
    6

    Auction

    Find courthouse contacts with an upcoming auction date.

    Filters (AND)

    • Tag → Is → courthouse
    • Date Of Auction (EDT) → Is → In the next → 90 → Days
    7

    Expired Aging

    Find older Expired leads that are not active and remain eligible for SMS follow-up.

    Filters (AND)

    • Tag → Is → expired
    • Tag → Is not → active
    • Created → Is → Before date → 2026-07-31
    • SMS DND → Disabled
    • Tag → Is → sms good
    8

    FSBO

    Find FSBO leads that are good for SMS and have not already been sent the primary seller outreach campaigns.

    Filters (AND)

    • Tag → Is → fsbo
    • Tag → Is → sms good
    • Tag → Is not → seller assist inquiry sent
    • Tag → Is not → 14 day sent
    • Tag → Is not → loi-sent
    • Contact type → Is → Lead
    9

    Expired

    Find Expired leads that are not active, are good for SMS, and have not already been sent the primary seller outreach campaigns.

    Filters (AND)

    • Tag → Is → expired
    • Tag → Is not → active
    • Tag → Is → sms good
    • Tag → Is not → seller assist inquiry sent
    • Tag → Is not → 14 day sent
    • Tag → Is not → loi-sent
    • Contact type → Is → Lead
    10

    Inquiry Sent

    Find contacts who have already been sent one of the primary seller outreach campaigns.

    Filters (OR groups)

    Group 1

    • Tag → Is → seller assist inquiry sent

    OR

    OR Group 2

    • Tag → Is → 14 day sent

    OR

    OR Group 3

    • Tag → Is → loi-sent
    11

    eMail Validation

    Find contacts whose email address still needs validation.

    Filters (AND)

    • Email status → Is → Need validation

    AND vs OR Matters

    Most of these Smart Lists use AND, meaning the contact must meet every filter in that group. A few lists use OR, meaning the contact can qualify through one filter group or another. Use the same grouping shown above when recreating these lists.

    AND Example

    expired

    AND

    sms good

    AND

    Contact type = Lead

    The contact must match all three.

    OR Example

    buyer + sms good

    OR

    renter + sms good

    Either group can qualify.

    Turn Smart Lists Into Your Work Queues

    Instead of scrolling through your entire database, open the Smart List that matches the work you want to do.

    Right contacts. Right action. Right now.

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