2025 FUB Workshop
🧠 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 CRM platform that helps you organize, communicate with, and manage your real estate database. It also integrates with the Super Portal, though this document will focus solely on FUB functions.
📋 Dashboard & Navigation
✅ Accessing Your Database
- When logged in, click People to view your full contact list.
- Your total number of contacts appears in the top-left under All People.
📐 Customizing Your View
👓 Columns
- Click Columns (top right) to choose which fields are visible.
- Drag and drop columns to rearrange them.
- Popular columns: First/Last Name, Last Communication, Last Call, Email Sent, Last Activity, Source.
🔍 Filtering Contacts
🎯 Filters
- Click Filters on the left to segment contacts.
- Example: Filter by tag (e.g., "Open House"), stage (e.g., “Hot”), or email status (“Email is Good”).
- If your database seems small, check for active filters—you’ll see a number indicator next to the filter icon.
🏷️ Client Classification
🔘 Stages
Stages reflect where a client is in the buying/selling process. There are a limited number of stages in FUB. Common stages:
- Sphere
- Lead
- Active (Hot!) 1-3 Months
- Under Contract / Pending
- Closed
- Archive
Note: You must click the green ✅ checkmark to save changes after updating a stage.
🏷️ Tags
Tags are customizable labels to further classify your contacts. There is an unlimited number of tags in FUB.
- Examples: “Open House”, “Investor”, “Mueller Neighborhood”, “Holiday Card List”
- Be consistent with tag naming to avoid duplicates (e.g., "Open House" vs "open house").
👥 Client Relationships
🔗 Merging & Creating Relationships
- Use the Relationship section in a contact’s profile to link family members or partners.
- If both people exist: click Merge Existing Person.
- If one person doesn’t exist yet: click + Add Relationship and enter their info.
⚠️ You Cannot Unmerge
To "unmerge" clients (e.g., after a divorce), manually:
- Create a new contact for the individual.
- Move their information over.
- Delete the relationship from the original contact.
📫 Batch Emails
📧 Email Best Practices
- Apply the filter: Email is Good to avoid bounces.
- Bounced emails hurt deliverability across the brokerage.
- Use templates and merge fields to personalize batch emails (e.g., “%contact_rels_first_name%”).
✉️ Sending a Batch Email
- Filter your contacts (e.g., tag = “Mueller”).
- Select all contacts (hit “Select All” – important!).
- Click the envelope icon to compose.
- Toggle Include All Email Addresses to send to multiple emails per contact.
- Click the clock icon to schedule for later.
📝 Notes & Communication Logging
📒 Background vs Notes
- Background: Static client info you want visible at all times.
- Notes: Time-stamped logs of conversations.
📞 Logging Calls
- If you don’t call/text from your FUB number, use the Log Call button to manually record the interaction.
- This helps your Smart Lists, that focus on communication, keep track of your communication with the client
🧠 Smart Lists
What Are Smart Lists?
Smart Lists are saved filters to help you stay on top of your database.
- You can view, edit, and prioritize clients based on filters like stage, last communication, tags or last visit.
Brokerage Default Smart Lists
Under “BP Recommended,” examples include:
- A & A+ (rating)
- Hot (stage = Active Hot & last contact > 7 days)
- MU Requests (Market Update Requests that come through your landing page)
Create Your Own Smart Lists
- Apply filters you want (e.g., Tag = Mueller).
- Click New List.
- Name the list and assign it to a collection (optional).
- Rearrange lists in the Manage Smart Lists menu.
Use Smart Lists for birthday reminders, lead follow-ups, farming neighborhoods, etc.
🎉 Super Portal Connections (Quick Notes)
- Default household mailing address syncs to Super Portal when entered in FUB.
- Market updates or rating clients in Super Portal automatically apply tags (e.g., “Seller Update”, “A+ Client”).
Smart List Ideas
Here is a document with various Smart List Ideas: Smart List Ideas