ADMIN: Listing Action Plans

ADMIN: Listing Action Plans

As Admins, you can create Listing Action Plans for your Agents to utilize on their listings.
A great example of one of these would be a New Listing Action Plan so your agents have a path to follow whenever they get a new listing.
Listing Action Plans can include anything from sending an automated email out to the seller thanking them for utilizing your brokerage all the way to reminding the agent to order postcards, schedule open houses, and so much more. 

🏗️ How To Create a Listing Action Plan

To create Listings Action Plan for your agents to you, 
  1. Select the Settings icon in the upper right hand corner of ClientBAY.
  2. Select Company-wide Action Plans under the General section. This will open up your Action Plan Dashboard.
  3. Select +New in the upper right hand corner.
  4. Name the Action Plan (i.e. New Listing Action Plan) and then select Listings under the Action Plan Type drop down menu.
  5. Press Save in the upper right hand corner. This will create your Action Plan for you and take you to that individual Action Plan’s dashboard where you can easily start adding those Action Plan items that you want to take place.
You can add as many tasks to an Agent Plan as needed.

To add your first item, select the + button in the upper right of the Tasks box. This will bring up your Create Action Plan Task window. 
There are several different Task Types that you can add to an Action Plan.
Let's explore them below:

AUTOMATIC SYSTEM EMAIL
When this task is added, an email will be sent out automatically based on the settings below:
  1. Task Name - this is for you to name what this task is. This is internal and only you and the agents will see the Task Name.
  2. Subject - this is the email subject line that the recipient will see
  3. Due After - here is where you can tell the system WHEN you want this email to send to the recipient after the Action Plan has been attached to a listing. If you leave this on 0, that will be considered immediate and the time will be disregarded. This will also populate a Send After (Minutes) drop down menu below where you can indicate how many minutes after an agent adds this Action Plan to a listing that it will go out. Think of this as a grace period. (i.e. I want this to send out not quite immediately, but maybe 30 minutes after the Action Plan is added to make sure the agent has the seller attached to the listing so the email knows who to send to if it is an email that sends to the seller). 
  4. Repeat - select whether or not you want this email to send out in a repeated fashion. If you select "Yes" you will be able to notate how often you want this email to send to the recipient.
  5. Email CC and Email BCC - if you want anyone else besides the recipient to receive this email, indicate it here. 
  6. Content - Select the Magnifying Glass icon to select the email from your Content Library that you want the recipient to receive. 
  7. Send To - who do you want this email to send to? You can select the Listing Agent, the second Listing Agent or the Seller. Please note that the seller must be attached to the listing in order for the system to know who to send this email to if Seller is selected. To learn more about how an agent attaches a seller to a listing click here. 
  8. Visible to Seller - if you want this action plan task to be visible in the Seller Portal for the seller to see, select Yes. To learn more about the seller portal, click here.


FOLLOW UP REQUEST
When this task is added, the agent will receive reminders to manually complete this task based on the settings below:
  1. Task Name - this is for you to name what this task is. This is internal and only you and the agents will see the Task Name.
  2. Description- give the agent more information on the task if needed
  3. Due After - here is where you can tell the system WHEN you want the agent to complete this task. If you leave this on 0, that will be considered immediate and the time will be disregarded.
  4. Repeat - do you want this follow up task to be repeated. If you select "yes" you can notate how often you want this task to be repeated.
  5. Notify Prior (Days) - when do you want the agent to receive notification of this task being due. If this is a task that the agent needs to be notified of before the due date then you can indicate that here. Otherwise, you can leave it on Same Day and they will be reminded of this task when it is due. 
  6. Visible to Seller - if you want this action plan task to be visible in the Seller Portal for the seller to see, select Yes. To learn more about the seller portal, click here.
  7. Required - if you leave this on Yes, an agent will not be able to edit or delete this one off task when they add the Action Plan to their listing.
  8. Assign To - here you can indicate who needs to complete this task. 

ADD TO CAMPAIGN
When this task is added, campaigns can automatically attach to the seller based on the below settings:
  1. Task Name - this is for you to name what this task is. This is internal and only you and the agents will see the Task Name
  2. Description- give the agent more information on the task if needed
  3. Due After - here is where you can tell the system WHEN you want the campaign to attach to the seller. If you leave this on 0, that will be considered immediate and the time will be disregarded.
  4. Campaign - choose the campaign that you would like to add them to. Remember - the seller must be added to the listing in order for the system to know who to send the campaign emails to. 


SEND SURVEY
If you have surveys created in the system, you can have them send out automatically based on the settings below. Task Name - this is for you to name what this task is. This is internal and only you and the agents will see the Task Name
  1. Task Name - this is for you to name what this task is. This is internal and only you and the agents will see
  2. Description - give the agent more information on the task if needed
  3. Due After - here is where you can tell the system WHEN you want the survey to send. If you leave this on 0, that will be considered immediate and the time will be disregarded
  4. Send Survey To - who do you want this survey to send to?
  5. Survey - here you can select the survey that you would like to send
  6. Visible to Seller - if you want this action plan task to be visible in the Seller Portal for the seller to see, select Yes. To learn more about the seller portal, click here.

Order marketing Materials, Social Share, Add Seller, Seller Reports, Showing Preferences, Website URL, Video Tour, Virtual Tour:
  1. Name your item
  2. Choose the number of days until the action is due
  3. If you want the action to be visible to the seller choose yes, they will be able to see it in their seller portal
  4. If you select Required, you will not be able to snooze or dismiss the item without completing it. 
You can add as many items to an action plan as you would like. The items will list in the action plan edit screen in the order that they are due. 


✏️ How to Edit, Delete, or Duplicate an Action Plan Task

To edit a task, click on the three dot action button to the right of the task and select Edit. You will then see the Task box populate where you can make your changes.
You can delete a task as well by selecting the three dot action button and selecting delete. If you delete a task and want it back, you will have to readd it.
You can duplicate action tasks within an Action Plan by selecting the three dot action button next to the task and selecting Duplicate

WarningOnce you have added all the tasks you would like to the plan, click on Save in the upper right-hand corner.


💡 Listing Plan Example



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