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
- Filter your contacts (e.g., Tag = "Mueller")
- Select all (click Select All, not just visible rows)
- Click the envelope icon ✉️
- Toggle "Include All Email Addresses" to email every address tied to a contact
- 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
- Go to People > Clear Filters
- Apply your custom filters (e.g., Tag = "Pies", Stage = "Active")
- Click New List
- Name it and assign it to a Collection (optional)
- 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