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:

1. Create a new contact for the individual.
2. Move their information over.
3. 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

1. Filter your contacts (e.g., tag = “Mueller”).
2. Select all contacts (hit “Select All” – important!).
3. Click the envelope icon to compose.
4. Toggle Include All Email Addresses to send to multiple emails per contact.
5. 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

1. Apply filters you want (e.g., Tag = Mueller).
2. Click New List.
3. Name the list and assign it to a collection (optional).
4. 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