2025 FUB Workshops

🧠 Follow Up Boss – Support Guide

Welcome to your go-to guide for navigating and using Follow Up Boss efficiently. This documentation covers the foundational features, customization options, and best practices based on our internal training session.

🧭 Overview

Follow Up Boss (FUB) is a real estate CRM that helps you manage your client relationships, streamline communication, track lead activity, and organize follow-up efforts. It integrates with the Super Portal, but this guide focuses solely on FUB functionality.

📋 Navigation & Dashboard

✅ Accessing Your Database

• Click People to view your full contact list.
• Total contact count appears under All People in the top left.

👓 Customizing Your View

• Use the Columns button (top right) to select visible fields.
• Drag and drop columns to reorder. Popular columns: Name, Last Communication, Email Sent, Source, Tags, Last Activity.

🔍 Filtering Contacts

• Click Filters (left sidebar) to segment by tag, stage, email status, last communication, etc.
• If your database appears small, check for active filters—an indicator will appear next to the filter icon.
• Always clear filters before batch actions to ensure you’re viewing the full database.

🏷️ Contact Classification

🔘 Stages

Stages reflect where a client is in their real estate journey. Limited options are available, and common stages include:

• Sphere
• Lead
• Active (Hot) – Ready to transact in 1–3 months
• Warm – Next 3–6 months
• Long-Term Nurture
• Under Contract / Pending
• Closed
• Archive

Important: Always click the ✅ green checkmark to save any stage or field changes.

🏷️ Tags

Tags are unlimited and customizable labels you can apply to clients to help with filtering and Smart Lists.

Examples:

• Neighborhoods: “Mueller”, “Allandale”
• Behaviors: “Investor”, “Holiday Card List”, “Open House”
• Events: “Pies”, “Past Client”, “Birthday Club”

Tips:

• Be consistent with naming to avoid duplicates (e.g., use “Open House”, not “open house”).
• Tags do not affect other agents’ databases, even though you can see all tag options in the brokerage system.
• Clicking a tag will filter all clients in your database with that tag.

👥 Relationships

You can link contacts (e.g., spouses, family members) in the Relationship section of a profile:

• Add Relationship: Add a new person.
• Merge Existing Person: Use when both people already exist in your database.

⚠️ You cannot unmerge relationships.

To “unmerge,” manually:

• Create a new contact
• Move relevant data
• Remove the relationship from the original contact

📫 Batch Emailing

✉️ Sending Batch Emails

1. Filter your contacts (e.g., Tag = "Mueller")
2. Select all (click Select All, not just visible rows)
3. Click the envelope icon ✉️
4. Toggle "Include All Email Addresses" to email every address tied to a contact
5. Use the clock icon to schedule delivery

📧 Email Best Practices

• Use the filter: Email is Good to exclude bad addresses
• Avoid bounced emails—they hurt brokerage-wide deliverability
• Use templates and merge fields for personalization (e.g., %contact_rels_first_name% )

📝 Notes & Communication Logging

• Background Section: For static info (e.g., children’s names, job title)
• Notes Section: For time-stamped logs of conversations

📞 Logging Calls

If you text or call from outside FUB (e.g., your personal phone):

• Use the Log Call button on the contact page
• Add details for context—this updates the contact's communication history and removes them from overdue Smart Lists

🧠 Smart Lists

Smart Lists are saved filtered views of your database that update in real time.

🔎 What Can Smart Lists Filter?

• Stage
• Last Communication
• Tag
• Task Due
• Source
• Market Update Requests
• Ratings (A / A+ from Super Portal)

🏠 Default Smart Lists (BP Recommended)

Under “BP Recommended”, you'll find brokerage-wide lists such as:

• A / A+ Clients – Based on Super Portal ratings
• Hot Leads – Stage = “Active - Hot” and last contact > 7 days
• Market Update Requests (MU Requests) – Clients who requested updates via your agent landing page

🧰 Create Your Own Smart Lists

1. Go to People > Clear Filters
2. Apply your custom filters (e.g., Tag = "Pies", Stage = "Active")
3. Click New List
4. Name it and assign it to a Collection (optional)
5. Use an emoji in the name (e.g., 🔥 Active Buyers) to distinguish from brokerage defaults

You can organize lists in the Manage Smart Lists menu and group them in folders (collections). Useful for:

• Neighborhood farming
• Pie delivery
• Birthday reminders
• Active client follow-up

🧬 Super Portal Connections (Quick Overview)

Although not the main focus here, some Super Portal features affect FUB:

• Tags like “A+”, “Market Update Request”, or “Seller Update” are auto-applied when you take actions in the Super Portal
• Creating searches in Super Portal (e.g., seller or buyer updates) also triggers these tags
• You can toggle “Seller Update” or “Buyer Search” when creating a new search to ensure proper tagging and Smart List tracking
• Seller searches include Active, Pending, and Sold properties; buyer searches show only Active

🔄 Bulk Management & Tools

From the People tab, use the icons at the top for:

• Batch Emailing
• Mass Actions (👤 icon): Update stage, add/remove tags, assign collaborators
• Mailing Labels: Export for delivery or event planning

Smart List Ideas

Here is a document with various Smart List Ideas: Smart List Ideas