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Add Leads/Contacts to Team SmartPlans (Teams)

Paul Polansky
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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.

SmartPlans is the applet we use to automate your listing checklists, marketing touchpoints, and drip campaigns. With SmartPlans in the team Command account, all team members use standardized SmartPlans set up by the Rainmaker and associates with Unlimited permissions.

When adding leads/contacts to a team SmartPlan, keep in mind that your permission level determines who you can add to these team SmartPlans.

  • If you have Standard permissions, you are only able to add leads/contacts that you own (as long as they are in the team Command account) and/or are assigned to. You must be the owner or assignee to do this.
  • If you have Enhanced/Unlimited permissions, you can add leads/contacts that you own (and are in the team Command account) and you can add any team owned lead/contact, regardless of who it is assigned to.

To learn how to add leads/contacts to team SmartPlans, follow the steps below:

 

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.

team_choose_team1.png


3. Click the SmartPlans icon, icon_SmartPlans.png​, on the left sidebar.


4. Click the Add Contacts icon, smartplans_add_contacts_icon.png, to the right of the SmartPlan in question.

team_sp_add_contacts.png


5. A list of your contacts will appear in the pop-up. Check the box next to the name of the contacts you want to add to the SmartPlan.

  • The list of contacts in the pop-up box will only display 20 contacts at a time. At the bottom of the list, use the left and right arrows to navigate through the contacts, in the list. You can select contacts, move to another page of contacts and select more, to add to the SmartPlan.

    smartplans_add_contacts_pages.png

  • Filter by Tag - click the Tags button, then check or uncheck the box next to your tags, to filter the list by tag.

    smartplans_add_contacts_tags.png

  • Sort by Name - click the Sort drop-down to choose the order in which the contacts appear.

    smartplans_add_contacts_sort.png

6. Once you select the contacts you want to add, click Add to SmartPlan.

smartplans_add_contacts_select_and_add.png


7. If any of the contacts you are adding are missing key pieces of information, you will see a pop-up that shows who they are and what info they are missing. These issues include things like missing a phone number (if there is a text step or a step that needs to pull in the contact's phone number using a merge tag), missing an email address (if there is an email step), etc. 

  • At the top right of the pop-up, you can click Export to download a CSV file that will include this list of contacts and issues. You can use this export to go back into contacts and work to update these contacts to resolve the issue.
  • At the bottom right of the pop-up, you can click to Remove Contacts with Errors. This will add all of the original contacts except for the contacts on this list.
  • At the bottom right of the pop-up, you can click Add to Plan Anyway. This will add all of the contacts, regardless of the errors it will potentially create. Using this method, you could then fix those exported contacts after they have been added.

sp_review_contact_errors.png

If you chose to "Add to Plan Anyway," you will see a link, at the top of the next page, to Review Selected Contacts. This will pull up a list of all the contacts you are adding to the SmartPlan, with an option to remove them from the list individually. Contacts with errors will show the error reason to the right of their name. Click Save Changes when finished.

sp_review_selected_contacts.png

 

8. Select when you want the SmartPlan to start:

      • Start all now - If this option is selected, the first step of the SmartPlan will begin immediately, as soon as you confirm.
        • For example, if you add 20 contacts to the Quarterly Call Plan, you will get 20 phone call reminders immediately.
      • Start all on the following date - If this option is selected, use the calendar widget to choose a date to start the SmartPlan on.
        • For example, if you add 20 contacts to the Monthly Neighborhood Nurture SmartPlan, all of the initial emails will be sent on the date you choose.
      • Stagger over the next few days - If this option is selected, choose the maximum number of contacts, to distribute into the SmartPlan, per day.
        • For example, if you add 20 contacts to the Quarterly Call Plan and choose a maximum of 5 contacts per day, you will get 5 call reminders today, 5 call reminders tomorrow, 5 call reminders on the third day, and 5 call reminders on the fourth day.

The Birthday and Home Anniversary SmartPlans will Only include the Start All Now option. These SmartPlans are initiated in the lead up to the birth date and home anniversary date you add to the contact's record.
sp_add_to_sp_schedule.gif


9. Click Confirm when you are ready to start the SmartPlan.

sp_add_to_sp_confirm.png

 

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