Edit an Inactive Team SmartPlan (Enhanced/Unlimited)

In the team Command account, if a team SmartPlan is inactive (inactive SmartPlan - you have not added contacts to the SmartPlan), Rainmakers and team members with an Enhanced or Unlimited permission level can fully edit the content. This includes adding or removing steps as well editing the name of the SmartPlan, the email and text content, and task descriptions. 

• Learn how to edit an active team SmartPlan.

To edit an inactive team SmartPlan:

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.

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.

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.

Add or Edit a Step

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.

 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, , when ready.

 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, , when ready.

 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, , 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.
  • The system will pull email designs from the team design library, not any one team member's personal account.

 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, , 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, , 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 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, , to the right of text box, and select from the drop-down list.

 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, , when ready. 

 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, , when ready. 

 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, , when ready. 
   
   

Remove a Step

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

2. Click Remove to confirm.

Save

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