When editing a SmartPlan, whether it has contacts added to it (Active) or not (Inactive), you have the ability to set up rules to automatically add contacts to the SmartPlan through the use of Contact Tags or to automatically remove contacts from it based on whether the contact responds to an email or text from the plan. This gives you more control over how and when someone is added/removed, so you can run the plan your way.
- If you are creating a Custom SmartPlan, you must save at least one step before you will be able to add Trigger Tags.
To set up Auto Add/Remove Contact Rules for SmartPlans:
Access
1. Log in to https://agent.kw.com with your Keller Williams login credentials.
Teams (Enhanced/Unlimited Only) If you are on a team, have either Enhanced or Unlimited permissions, and ran the ad in your Team Command Account, click your name, at the top right of the page, and ensure that your team is selected, not your personal account. |
2. Click the SmartPlans icon, , on the left side of the home page.
3. From the SmartPlans list, find the plan you are going to edit and click the Edit icon, , in the Actions column.
Auto-Add Rules (Trigger Contact Tags)
Once you save a SmartPlan for the first time, you have the ability to add Trigger Contact Tags. Once saved, any lead/contact you add that tag to, going forward, will be automatically added to the SmartPlan.
- You must add at least one step and save, before you are able to add triggers.
- This is a "going forward" trigger, meaning that if a lead/contact already has the tag, they won't be automatically added to the SmartPlan.
- You can add up to 10 contact tag triggers to a SmartPlan.
- This is only to add people to a SmartPlan. There are removal rules you can select, but they are not tag based (see the section below).
- If you edit a tag in your Command Settings, that tag trigger will update automatically in SmartPlans
- Deleting a tag in Settings will also remove the trigger from the SmartPlan automatically.
- Publishing a SmartPlan to the Shared Library will remove all contact tag triggers from the published version of the SmartPlan (but not your copy).
1. In the Auto Add/Remove Rules section, at the bottom right of the edit screen (under where it says "Add contact when tagged"), click Add Trigger Tags, then select the tags you want to be a trigger and click Add Triggers.
2. Once you have added tags here, you can click Edit, to the right of where it says "Add contact when tagged," make changes to the selected tags, and click Apply Changes.
3. Ensure you save the plan, once you finalize the Trigger Contact Tags you want to add.
Auto-Removal Rules
In addition to Auto-Add Rules, you have the ability to set conditions for contacts to be automatically removed from the SmartPlan. These conditions are set around whether the contact responds back to communication (text or emails) that are being sent out automatically from the SmartPlan.
- These Remove Rules will only take effect if the Contact responds to the SmartPlan communication via email or text; receiving a text or email from the Contact, as a one-off, will not trigger the removal.
- You will not receive a notification about a contact being removed from a SmartPlan, in this way, but you will see the notification for the actual response. The best practice is to click to view the contact details/timeline for a contact, when they respond to you. You will see the timeline event for the response and the removal from the plan, where you can then take action from there.
- Publishing a SmartPlan to the Shared Library will remove all Removal Rules from the published version of the SmartPlan (but not your copy).
1. In the Auto Add/Remove Rules section, at the bottom right of the edit screen (under where it says "Remove contact when"), select the checkbox(es) for all of the conditions you want to apply to the Removal Rules section:
- Contact replies to an email from this SmartPlan
- Contact replies to an automated text (Twilio) from this SmartPlan
2. Ensure you save the plan, once you make your selection.
When someone responds to an email or text (and you have that selected as a Remove Rule), you won't get a notification about the removal, but you will get a notification about the response. Click in the notification to access the contact's timeline:
Once in the timeline, you will see the email received and the SmartPlan removal. From here you can click to create an Opportunity, add to another SmartPlan, or any other action you need to take now that they are not on that SmartPlan.