Creating An Action Plan

Creating An Action Plan

In your ClientBAY platform, you can create Action Plans that you can attach to your contacts/leads and listings. Action Plans are a series of events, automated emails, follow-up requests, etc., that will help you keep track of everything you need to do for a contact/lead or listing!





To start creating Action Plans, go to Action Plans on your left hand side menu. 
This will open your Action Plan Dashboard. Here you can add, edit, duplicate or delete any of your Action Plans
If you haven’t created an action plan, you will see a green Create Action Plan button. Click that or the + NEW button in the right-hand corner

Type in the name of your Action Plan and then choose the action plan type: 

  1. Contacts/Leads is an action plan for your Contacts and Leads - examples of these could be a New Lead Action Plan to attach to your New Leads, Past Client Action Plans, etc. 
  2. Listings is an action plan for your Listings - examples of this could be a New Listing Action Plan, Reduced Price Action Plan, etc.
Then click Save in the upper right hand corner to start creating your Action Plan!
Once the action plan is created, you can start adding action items to it. To do so, click the +Icon located in the Items box.
When you click the +Icon, you will be able to start adding those individual to do items to your action plan.



Adding Automatic Emails

Automatic Emails are emails that can be sent to your Contacts or Leads who are attached to this action plan automatically on your behalf.
  1. Name your item
  2. Add the email subject line
  3. Choose the number of days until the action is due. Selecting 0 is considered immediately. If you have immediately selected, you will see a Send After box appear to where you can delay the email to make it look less automated.
  4. You can also choose if you want this action to repeat and if you want to CC or BCC anyone on this email
  5. Choose who you want to send the email from: System/You (Owner or Agent) **If you are on a team and you send out from the agent, it will not come from the owner of the contact**
  6. Who do you want to send the email to?
    1. Assigned agent as a reminder
    2. YOU as a reminder
    3. The contact
  7. Choose the content you would like to send  by selecting the magnifying glass. You can choose between any content you have created or company created content
  8. Click Save


Adding a Follow-Up Request

A Follow Up Request is anything that you need to remind yourself to do. From reminding yourself to call or text a lead, reminding you to create a contact a portal account, all the way to reminding yourself to order yard signs for a listing, this can be a very broad action plan item for you to utilize to keep you on top of your people and listings.
  1. Name your item
  2. Add a description- this will be your reminder for what you are following up on, having to do, etc.
  3. Choose when you want this action to be due once you add a contact, lead or listing to the action plan Remember 0 indicates immediately. 
  4. Choose if you would like this to be a repeat follow up request or not. If you would like it to be repeated, set up the frequency of the event
  5. If you select Required,  you will not be able to snooze or dismiss the item without completing it
  6. Click on Save



Adding to a Campaign

You can have your contacts and leads automatically added to any drip email campaigns that you have built, that your company has built out, or that Back at You has built out for you. 
  1. Add a description- this will be your reminder for why you are adding them to this campaign
  2. Choose the number of days until the action is due
  3. Choose the campaign that you would like to add them to by selecting the drop down menu. Here you will see a list of all of the campaigns that you have created, company created campaigns as well as Back at You created campaigns for you to choose from.
  4. Click Save


Sending a Survey

If you have any surveys built out in the system that you would like to automatically send to your leads or contacts, you can absolutely have an action plan do that for you.
  1. Name your item
  2. Add a description- this will be your reminder for what the survey is about
  3. Choose the number of days until the action is due
  4. Choose who you want the survey to be sent to
  5. Select the survey that you would like to send by utilizing the drop down menu. Any active surveys that you have created will be shown here. 
  6. Click Save



Order Marketing Materials, Social Share, Add Seller, Seller Reports, Showing Preferences, Website URL, Video Tour, Virtual Tour

These Action Plan items can only be added when creating a Listing Action Plan. 
  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. 
  5. Click on Save

Visible To Seller Option in Listing Action Plan Items

When adding any of the above items to a Listing Action Plan, you will see an additional option when creating that action plan item asking if you would like to make this action plan item Visible to Seller. 
If you select YES - when the seller logs on to their seller portal on your agent website, they will be able to see this action plan item and whether it is pending, completed or past due. This is very beneficial in helping you communicate to the seller all of the items that you are doing to get their property from listed to sold.
If you select NO - this item will not appear in the seller portal. 
To learn more about the Seller Portal and to make sure it is set up correctly click here


Defaulting New Lead and New Listing Action Plans

Whenever a New Lead or a New Listing comes into your ClientBAY platform, you can have an Action Plan auto attach to that Lead or Listing. 
To do this go to your Account button in the upper right hand corner and then select View Profile
From the tabs along the top, select Preferences and scroll down to the Default Action Plans section.
Here you can add those Action Plans. 
Be sure to press the Save button once done.
PLEASE NOTE: If you attach an Action Plan in the New Lead Action Plan section, this means that the chosen action plan will auto attach to EVERY New Lead that comes into your ClientBAY CRM.


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