Client Database Management

Overview

The Super Portal provides tools for agents to organize, tag, and manage their client database. This includes a database organization wizard, colleague tagging, duplicate merge, and trash management.

Client Database Organization Wizard

The Client Database Organization feature helps agents clean up and structure their client database. The wizard guides agents through:

  • Connecting to RESO feed: Connects automatically to the agent's default feed (no manual "Connect" button needed).
  • Reviewing and categorizing clients: Agents can classify clients and update their records.
  • Merge duplicates: A dedicated page with pagination and search for finding and merging duplicate client records.

Colleague Tagging

Agents can tag contacts as professional colleagues using a structured tagging system. The "Tag Colleague" button on a client profile opens a modal with:

Sub-tags (multi-select):

  • Agent/Broker
  • Lender
  • Escrow Officer
  • Inspector
  • Transaction Coordinator
  • Assistant
  • My Office
  • Office Staff
  • Colleague - Other

Geographic tags: Colleagues can be associated with geographic areas for easy filtering.

Colleague tags enable agents to organize their professional network within the same system they use for client management, supporting the SOI (Sphere of Influence) workflow.

Creating Clients

From FUB sync: Clients are automatically created when synced from Follow Up Boss.

Manual creation: Admins and agents can create clients directly in the Super Portal. When created manually, the client can log in via SSO. Manual clients are not dependent on a FUB record.

From public forms: Lead capture forms on the website and agent landing pages create new client records with proper source attribution.

Preventing duplicate agent assignment: When a client is added via the SP, the system correctly assigns them to the appropriate agent (a previous bug that assigned all new SP clients to Eric has been resolved).

Trash / Deletion

Clients can be moved to trash. The trash system:

  • Supports undo/restore functionality.
  • Properly handles the cascade: when a FUB contact is deleted, the SP record is also removed.
  • Does not continue sending automated emails to trashed contacts (a previous bug has been resolved).
  • Displays informative error messages when accessing a trashed user's page.

Suggested Properties

The system suggests properties to clients based on their search activity and preferences. Key behaviors:

  • Only agent-initiated suggestions are shown to clients (a previous bug showed unsolicited suggestions).
  • CMA property views do not trigger "Suggested Properties" (these are analytical, not shopping behavior).
  • Suggested property emails can be disabled.

Client Views & Tracking

The system tracks client interactions:

  • Property views (with relation_id for accurate attribution)
  • CMA views
  • Tour views
  • Search interactions

This data feeds into the leaderboard, event reports, and activity logging in FUB. -e

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