Creating An Action Plan
Action Plans are your secret weapon for staying organized. They allow you to attach a curated series of events, automated emails, and follow-up requests to your Contacts, Leads, and Listings.
Think of it as your personal assistant—ensuring nothing falls through the cracks!
🛠️ Getting Started: The Action Plan Dashboard
Navigate: On the left-hand menu, go to Automated Follow Up ➔ Action Plans.
The Dashboard: This is your command center. Here you can add, edit, duplicate, or delete any plan. 🖥️
Create: * If it’s your first time, click the green Create Action Plan button.
Otherwise, click the + NEW button in the top-right corner.
Define Your Plan:
Name: Give it a clear title (e.g., "New Lead Warm-up").
Type: Select Contacts/Leads (for people) or Listings (for properties).
Save: Hit Save in the upper right to begin adding items. 💾
➕ Adding Action Items
Once your plan is created, click the + Icon in the Items box to start adding individual tasks.
📧 1. Adding Automatic Emails
These are sent on your behalf automatically. Perfect for "set it and forget it" marketing!
Setup: Name your item and add a compelling Subject Line.
Timing: Choose the number of days until the email sends.
Tip: Setting this to
0sends it immediately. Use the "Send After" box to add a short delay so it feels more personal! ⏳
Sender: Choose "System/You." ⚠️ Note: If you are on a team and send as the "Agent," the email will come from the assigned agent, not the team owner.
Content: Click the Magnifying Glass 🔍 to pick from your custom templates or company-provided content.
📞 2. Adding a Follow-Up Request
Use this for manual tasks like phone calls, texts, or ordering yard signs.
Description: Add details on exactly what needs to be done.
Required: If checked, you cannot dismiss the item until it is marked complete. ✅
Repeat: Set a frequency if this is a recurring task (like a monthly check-in).
✉️ 3. Adding to a Campaign
Automatically enroll contacts into a larger "Drip Campaign."
Selection: Use the dropdown menu to choose from your personal, company, or "Back at You" pre-built campaigns. 🌊
📊 4. Sending a Survey
Gather feedback automatically by selecting from your active surveys in the dropdown menu.
🏠 Listing-Specific Actions
When creating a Listing Action Plan, you have access to exclusive items like:
Order Marketing Materials, Social Share, Add Seller, Seller Reports, Showing Preferences, and Video/Virtual Tours.
👁️ The "Visible to Seller" Feature
In Listing Plans, you can choose if an item is visible in the Seller Portal.
Select YES: The seller can see the task and its status (Pending/Completed). This is a fantastic way to show your value and keep them updated on your hard work! 🤝
Select NO: The item stays private to you and your team.
To learn more about the Seller Portal click here.
⚙️ Automating Your Workflow (Default Plans)
You can set Back At You to automatically attach an Action Plan the moment a new lead or listing enters the system.
Click your Account (top right) ➔ View Profile.
Select the Preferences tab.
Scroll to Default Action Plans and select your desired plans.
Click Save. 🖱️
⚠️ IMPORTANT NOTE: If you set a "New Lead Action Plan," it will automatically attach to EVERY new lead that enters your CRM. Ensure the content is broad enough to apply to everyone