Articles in this section

Create a Custom Team SmartPlan (Enhanced/Unlimited)

Paul Polansky
  • Updated
Follow

WARNING! You must comply with the Telephone Consumer Protection Act (TCPA) and any other federal, state or local laws, including for B2B (business-to-business) calls and texts. Never call or text a number on any Do Not Call list, and do not use an autodialer or artificial voice or prerecorded messages without proper consent. For more information about the TCPA and DNC laws, visit https://www.kwconnect.com/page/industry-resource/dnc. Contact your attorney to ensure your compliance.

SmartPlan text messages are sent out within the window of 10am-7pm CST. If an agent attempts to start one at 8pm, although it appears that the text should send immediately, it may be held from being sent until the next day between 10am-2pm CST. Emails do not have a time restriction and are sent out when the email step is executed.

In Command, Rainmakers and team members with an Enhanced or Unlimited permission level can now create Team SmartPlans. When creating the Team SmartPlan, it can be as short as one day or it can go on for up to a year. The creation of a Team SmartPlan is just like the creation of single agent SmartPlan. However, during the creation of the Team SmartPlan the author will have the opportunity to designate or assign team member roles to certain SmartPlan steps (Phone calls, text messages, tasks, and emails). Rainmakers and team members with either an Enhanced or Unlimited permission level can also designate default agents for Team SmartPlans in the SmartPlans settings.

 To create a custom team SmartPlan:

 

Access

1. Log in to https://agent.kw.com with your Keller Williams login credentials.

2. Click your name, at the top right of the page, and ensure that your team is selected, not your personal account.

Teams_select_team.png


3. Click the SmartPlans icon, smartplans_icon.png, on the left side of the home page.


4. Click Create Team SmartPlan, at the top right of the page.

teams_sp_create_team_sp.png

 
5. Enter your SmartPlan name and click Apply.

team_smartplan_name.png

 

 

Add Triggers to the SmartPlan

Users have the ability to add contact tag triggers to a SmartPlan. This means, that they can add a tag as a SmartPlan trigger, then any lead/contact that they add that tag to will be automatically added to the SmartPlan.

  • 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. If you remove a tag from a lead/contact, it will not remove them from the SmartPlan.
  • 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 SmartPlan.
  • You must add at least one step and save, before you are able to add triggers.
Smartplan_add_smartplan_step_and_trigger.gif

 

Select an Action

Click on an action from the right side of the screen, to add it to the SmartPlan workflow. Once it is added, scroll to that added action step and edit the details.

sp_get_started_steps.png

red_number_1.png Create Task - creates a touch or non-touch task.

  1. Select whether or not the task will be assigned to the default designated agent.
  2. Set the priority level of the task (None, High, Medium, Low).
  3. Set a due date/time (# of days until the due date and due time).
  4. Name the task.
  5. Give the task a description.
  6. Add any hyperlinks that are applicable  to the reminder.
  7. Click the Save icon, smartplans_save_icon.png, when ready.

When a task step is included in a SmartPlan and you add a contact, the task is not immediately created. The contact will move through the SmartPlan workflow using the schedule you have set.

The task is generated on the day the contact reaches that task step, between 8am - 5pm CST, with a due date based on the number of days you have set in the SmartPlan.

red_number_2.png Make a Call - creates a phone call specific task. When you mark a call task as complete, the system will bring up a modal that allows you to enter notes about the call, and the system will automatically log the call as an activity on the associated contact's Contact Record.

  1. Select whether or not the task will be assigned to the default designated agent.
  2. Set the priority level of the task (None, High, Medium, Low).
  3. Set a due date/time (# of days until the due date and due time).
  4. Name the task.
  5. Give the task a description.
  6. Add any hyperlinks that are applicable  to the reminder.
  7. Click the Save icon, smartplans_save_icon.png, when ready.

red_number_3.png Send Email - send a Simple Email or an HTML email created in Designs.

  1. Select whether or not the email will be sent from the default designated agent.
  2. Select the mail type (Simple or Designs).
  3. Enter an Email Subject.
  4. Enter simple email content, or click to select an email design,
  5. Click the Save icon, smartplans_save_icon.png, when ready.

When creating an email step, you will see two email types:

  • Simple - with this option, you will just type out your email message and you have some basic formatting tools available.
  • Designs - with this option, you will be able to select a template from Designs and edit it from within the SmartPlan editor.

If you reach your Command Email limit and upgrade your Command Email Subscription in the middle of a SmartPlan email, any email that was supposed to trigger but failed will not be retried. The failure will be written to the Contact Timeline and the SmartPlan will move on to the next step.

red_number_4.png Send Text - send an automated text message from your SmartPlan, using Twilio, or create a text task:

Create a Text Task:

  1. Select whether or not the task will be assigned to the default designated agent.
  2. Set the priority level of the task (None, High, Medium, Low).
  3. Set a due date/time (# of days until the due date and due time).
  4. Name the task.
  5. Give the task a description.
  6. Add any hyperlinks that are applicable  to the reminder.
  7. Click the Save icon, smartplans_save_icon.png, when ready.

Send an Automated Text:

  1. Select whether or not the text will be sent from the default designated agent.
  2. Select the message type (Static or Dynamic).
  3. Type out your message(s).
  4. Click the Save icon, smartplans_save_icon.png, when ready.

When creating an automated text, you will see two message types:

  • Static - with this option, you can set one text message that will be sent in this step, which will repeat if the SmartPlan repeats.
  • Dynamic - with this option, you can add multiple text messages for the same step. Each time the SmartPlan repeats, it will send a different text message to your contact, when this step is triggered.

You will need to have a Twilio account set up to send automatic texts from Command. If you do not have Twilio setup in Settings, the step will be skipped.

You will see Merge Fields (e.g. {contact.first.name}, {contact.last.name}, {contact.email}, ect.) in task, call, email and text steps. These will auto-populate with information from the contact record, and make a more personalized message.
To add your own Merge Fields, click the Merge Fields icon, merge_tag_icon.png, to the right of text box, and select from the drop-down list.

sp_text_step_merge_tags.png

red_number_5.png Set Delay - set a delay when you want to space out your SmartPlan steps. Be purposeful about setting Delays in between steps. If a Delay isn't added in between the steps, they will all launch immediately right after each other.

  1. Add a delay after or before any step you add to the SmartPlan.
  2. Designate the length of the delay using the up and down arrows.
  3. Click the Save icon, smartplans_save_icon.png, when ready. 

red_number_6.png Add to SmartPlan - add the contacts of your SmartPlan to be added to another SmartPlan automatically. Simply select this step and choose which SmartPlan you want your contacts to be added to, when they reach this step.

  1. Select the SmartPlan.
  2. Click the Save icon, smartplans_save_icon.png, when ready. 

red_number_7.png Restart Flow - restart the SmartPlan from the beginning, once it reaches this step.

  1. Set a Delay before the plan restarts, using the Set Delay action.
  2. Use the arrows to set how many times you want the SmartPlan to repeat. A SmartPlan can be repeated up to 6 times. If you wish to restart the SmartPlan more than 6 times you will have to set it to Unlimited.
  3. If you set the SmartPlan to repeat itself an Unlimited amount of times, the SmartPlan will repeat until the contact is removed or you deactivate the plan.
  4. Click the Save icon, smartplans_save_icon.png, when ready. 

Remove a Step

1. If you want to remove a step, click the X, at the bottom right of the step.

smartplans_remove_step.png


2. Click Remove to confirm.

smartplans_confirm_remove_step.png

Save

Click Save, at the top right of the page, when you're finished.

smartplan_team_click_save.png

 

Related articles