CRM Help Resources

Smart Lists

What are Smart Lists?

Smart Lists help you organize and prioritize your daily work by providing dynamic, filtered views of your contacts that automatically update based on criteria (filters) you set. Think of them as saved searches that continuously refresh to show you exactly the right contacts at the right time. Unlike static lists, Smart Lists automatically add or remove contacts as their information changes, ensuring you're always working with current, relevant data. Once you understand how to create and use them effectively, they become an essential tool for managing your lead database systematically.

Benefits of Using Smart Lists

Automatic Updates

• Contacts automatically appear or disappear as they meet or stop meeting your criteria

• Once set up, Smart Lists maintain themselves without manual updates

• Changes appear immediately as lead information updates

Focused Work Sessions

• Show only contacts who need your attention right now

• Eliminate time spent searching through your entire database

• Prioritize contacts based on specific criteria you set

Consistent Lead Management

• Manage large numbers of contacts systematically

• Ensure leads don't fall through the cracks

• Create standardized processes that scale with your business

Key Smart List Features

Dynamic Filtering Options

Contact Information Filters:

• Name, email, phone number

• Address, city, state, zip code

• Lead source and assignment

Behavioral Filters:

• Last contact date and method

• Website activity and engagement

• Email open and click rates

• Property search behavior

Status and Stage Filters:

• Current stage in sales process

• Tags assigned to contacts

• Deal status and value

• Agent assignment

Time-Based Filters:

• Created date ranges

• Last activity timeframes

• Upcoming task due dates

• Anniversary and important dates

Advanced Filtering Capabilities

Multiple Criteria Combinations:

• Use "AND" logic to narrow results (must meet all criteria)

• Use "OR" logic to broaden results (meet any criteria)

• Exclude specific criteria with "NOT" filters

• Combine dozens of filters for precise targeting

Saved Filter Sets:

• Save complex filter combinations for reuse

• Share filter sets with team members

• Clone and modify existing Smart Lists

• Export Smart List results for external use

How to Create and Use Smart Lists

Creating Your First Smart List

1. Navigate to People page in Follow Up Boss

2. Hover over the left sidebar

3. Click on “Manage” at the bottom of the tool bar

4. Scroll to the bottom of the Collections page

5. Select " + New Smart List"

6. Name your Smart List (use descriptive names like "Hot Buyers - Last 7 Days")

7. Add your first filter by clicking "Add Filter"

8. Choose filter type (Stage, Tag, Last Contact, etc.)

9. Set filter criteria (equals, contains, greater than, etc.)

10. Add additional filters as needed

11. Click "Save" to create your Smart List

Working with Smart Lists

Daily Workflow Integration:

1. Start your day by reviewing your priority Smart Lists

2. Open the first contact in your list

3. Review their profile and recent activity

4. Take appropriate action (call, email, text, add task)

5. Add notes from your interaction

6. Move to next contact using the arrow buttons

7. Work through entire list before moving to next Smart List

Smart List Navigation:

• Use arrow buttons to move between contacts quickly

• Open contacts in new tabs to compare multiple profiles

• Sort by different criteria (name, last contact, creation date)

• Adjust list size to show more or fewer contacts per page

Essential Smart Lists Every Agent Should Use

Client Management Lists

🩷 Signed Clients ✍🏻

• Stage is: Active Client

• Purpose: Static list of all signed/searching clients you have in Active Client stage

🩷 Pending Clients 🏡

• Stage is: Pending Client

• Purpose: Static list of all clients under contract and in Pending Client stage

Priority Action Lists (Daily Check)

1️⃣ NEW - CALL NOW ☎️

• Phone: is good

• Created less than 30 days ago

• Stage is Lead

• Last communication: is empty

• Action: All new leads that have come in and haven't been called. Call them! If you reach them, change their stage to the appropriate timeline. If you can't reach them after 30 days, they'll automatically be placed on a long-term buyer nurture email campaign.

2️⃣ KEEP CALLING ☎️

• Phone: is good

• Created less than 30 days ago

• Stage is Lead

• Last Communication: more than 1 day ago

• Action: Leads you have called but haven't connected with. Keep calling for 30 days, and change their stage once you connect.

3️⃣ Text Engaged 🔥

• Phone: is good

• Tags Include: AI_Engaged, AI_Needs_Follow_Up

• Tags Exclude: Do Not Contact, Has agent

• Action: These are leads that are actively communicating with your AI texting "assistant" and need to be contacted by you ASAP!

4️⃣ Seller Engaged 🔥

• Phone: is good

• Tags Include: Y_SELLER_REPORT_VIEWED, Y_SELLER_REPORT_ENGAGED

• Tags Exclude: Do Not Contact, Has agent

• Stages Exclude: Active Client, Pending Client, Vendor or Agent, Renter

• Action: These are leads that have viewed their Seller Report or engaged with their Seller Report - contact them ASAP!

5️⃣ Listings Activity 🔥

• Phone: is good

• Last Activity: Less than 14 days ago

• Tags Include: YPRIORITY, HANDRAISER

• Tags Exclude: Do Not Contact, Has agent

• Stages exclude: Active Client, Pending Client, Vendor or Agent, Retarget, Trash, Contact

• Action: These are leads that are actively engaging with the listing alerts and need to be contacted ASAP. YPRIORITY could be a saved or viewed listing, HANDRAISER is asking for you to contact them.

6️⃣ Hot - 2x/wk 🔥

• Stage: A-Hot

• Last Communication: More than 3 days ago

• Tags Excluded: Do Not Contact, Has Agent

• Action: People you have connected with and are HOT - buying or selling in under 3 months. Contact them AT LEAST twice a week.

7️⃣ Warm - 2x/mo ☀️

• Stage: B-Warm

• Last Communication: More than 14 days ago

• Tags Excluded: Do Not Contact, Has Agent

• Action: People you have connected with and are WARM - buying or selling in 3-6 months. Contact them AT LEAST twice a month.

Regular Follow-up Lists

🧊 COOL - 1x/mo

• Stage: Cool (6+, 1x/mo)

• Last Communication: More than 28 days ago

• Tags Excluded: Do Not Contact, Has Agent

• Phone: is good

• Action: People you have connected with and are COOL - buying or selling in 6+ months. Call them AT LEAST once a month.

🧊 COLD - Quarterly

• Stage: D-Cold

• Last Communication: More than 90 days ago

• Tags Excluded: Do Not Contact, Has Agent

• Phone: is good

• Action: People you have connected with and are COLD - buying or selling in 12+ months. Call them AT LEAST once a quarter.

Relationship Maintenance

8️⃣ PC/SOI - Quarterly 💕

• Stage is: Sphere, Closed

• Last Communication: More than 90 days ago

• Action: These are your sphere and past clients. Check in with them quarterly to stay top of mind for future transactions and/or referrals. When you call them, they will drop off this list until the following quarter.

Lead Recovery Lists

⏳ Stale Nurtures

• Stage: A-Hot, B-Warm, C-Cool, D-Cold

• Created: More than 90 days ago

• Last Visit: More than 90 days ago

• Last Inbound Email, Text, Call: More than 90 days ago

• Last outbound communication: more than 90 days ago

• Action: Leads that were never connected with and are not active. Good prospecting list.

⏳ Old Leads, not yet reached

• Stage: Lead

• Last Communication: Is Not Empty

• Tags Excluded: Do Not Contact, Has Agent

• Action: Old leads that you tried to call, but failed to connect with

⏳ Old Leads, Zero Attempts

• Stage: Lead

• Last Communication: Empty

• Tags Excluded: Do Not Contact

• Action: Old leads that you haven't had a conversation with and were never called (OR call attempt was not logged)

Filter Options for Smart Lists

Contact Information Filters

First Name
The first name listed in the lead profile. Use to sort leads alphabetically by first name or check if the field is empty

Last Name
The last name listed in the lead profile. Use to sort leads alphabetically by last name or check if the field is empty

Phone
The first phone number listed in the lead profile. Filter for good/bad numbers, review if you have phone numbers listed for your leads, or search for the first few digits of the number

Email
The first email address listed in the lead profile. Filter for good/bad emails, whether or not you have an email listed for that lead, or partial contents of the email address

Address
The first physical address listed in the lead profile

Status and Classification Filters

Stage
The stage a lead is currently listed in (E.g. Buyer, Seller, etc.). Use to sort stages alphabetically, or filter for leads within a certain stage

Source
The original way a lead came into Follow Up Boss (E.g. Zillow, Realtor, Website, etc.). Note that the source can be manually edited after a lead enters the system

Tags
Filter by any tags applied to contacts (Include or Exclude specific tags)
Use multiple tag filters to create complex criteria

Agent/Assignment
Filter by assigned agent, pond, or team member
View leads assigned to specific people or groups

Date and Time Filters

Created
The date a lead came into Follow Up Boss for the first time. Use to arrange your leads from Old to New or New to Old. You can also search for leads that came in within a certain time frame

Updated
The last time a lead was updated as a whole, including lead assignment changes, profile information changes like phone number or price, information added to custom fields, etc.

Last Activity
Filter by when the contact last had any activity (website visits, property views, etc.)

Last Visit
Filter by when the contact last visited your website

Communication Filters

Last Communication
Filter by the last time any communication occurred (call, text, or email)
Options: specific date ranges, "more than X days ago," "less than X days ago," or "is empty"

Last Call
The last call made to, or received from, any number in a contact's profile. This can be manually logged or automatically tracked via the Calling feature

Last Call Made
The last outgoing call to any number on a contact's profile. This can be manually logged or automatically tracked via the Calling feature

Last Call Received
Filter by when you last received a call from the contact

Calls Made
Number of outgoing calls from any member of your team. Sort by total number of outgoing calls, or track the number of calls your team has made to a certain lead (less than, more than, or a range)

Calls Received
Filter by the number of incoming calls from the contact

Talk Time
The total amount of time spent on the phone with a contact. Sort in chronological order, or filter by time range

Text Message Filters

Last Text
Last text message sent to, or received from, any phone number on a contact's profile. Filter by when the text occurred, track if no communication happened, or sort Old to New or New to Old

Last Text Sent
The last text message sent to a contact by any member of your team

Last Text Received
The last text message received from any number on a contact's profile

Texts Sent
Number of outgoing texts from any member of your team. Sort by total number of outgoing texts, or track the number of texts your team has made to a certain lead (less than, more than, or a range)

Texts Received
Number of incoming texts from a contact to any member of your team

Email Communication Filters

Last Email
Filter by when the last email was sent or received

Last Email Sent
Filter by when you last sent an email to the contact

Last Email Received
Filter by when you last received an email from the contact

Emails Sent
Total number of emails your team sent to a contact. Sort contacts by the number of emails sent or filter by the total number of sent emails (less than, more than, or a range)

Emails Received
Total number of emails your team received from a contact. Sort contacts by the number of emails received or filter by the total number of received emails (less than, more than, or a range)

Last Email Activity
Tracks opens and clicks. Sort activity in chronological order, time frame, or if any activity occurred at all

Website Activity Filters
(IDX Integration Required)

Properties Viewed
Number of properties viewed on the website by a lead. Sort based on number of properties viewed or filter for the exact number or range

Properties Saved
Number of properties saved on the website by a lead

Property Searches
Filter by contacts who have performed property searches on your website

Saved Searches
Filter by contacts who have saved property searches

Average Price Point
Filter by the average price range of properties the contact has viewed

Task and Deal Filters

Tasks
Filter by contacts who have tasks (due today, overdue, completed, etc.)

Deals
Filter by contacts with active deals, closed deals, or deal values

Deal Stage
Filter by where contacts are in the transaction process

Custom Field Filters

Custom Fields
Custom fields can be used to filter to specific contacts with ease. On the People page, click Filters in the upper right-hand corner and select the Custom Field
Filter by any custom fields you've created (dates, text, numbers, dropdown selections)

Filter Operators and Logic

Comparison Operators:

Equals: Exact match

Contains: Partial match within the field

Greater than: For numbers and dates

Less than: For numbers and dates

Between: For date ranges and number ranges

Is empty: Field has no data

Is not empty: Field contains data

Logic Combinations:

AND: All conditions must be met (narrows results)
OR: Any condition can be met (broadens results)
Exclude: Remove contacts that meet specific criteria

Filter Best Practices

Start Broad, Then Narrow:

•Begin with basic criteria like Stage or Source
•Add additional filters to refine your results
•Test filters with small datasets first

Use Consistent Logic:

•Remember that multiple filters use "AND" logic by default
•Each additional filter narrows your results further
•Use the exclude function to remove unwanted contacts

Regular Filter Maintenance:

•Review filter effectiveness monthly
•Update criteria as your business needs change
•Remove or modify filters that no longer serve their purpose

Advanced Filtering Capabilities

Multiple Criteria Combinations:

•Use "AND" logic to narrow results (must meet all criteria)
•Use "OR" logic to broaden results (meet any criteria)
•Exclude specific criteria with "NOT" filters
•Combine dozens of filters for precise targeting

Saved Filter Sets:

•Save complex filter combinations for reuse

•Share filter sets with team members

•Clone and modify existing Smart Lists

•Export Smart List results for external use