1. Contacts & Relationships

1. Contacts & Relationships

A strong contact database is the backbone to any successful career. With Contacts and Relationships you can seamlessly track all of your Contacts without the normal headaches. Let's jump in!


Module outline: 7 sections (Includes 3 Videos)

Estimated time to complete:  10 - 20 minutes


1-1. Contacts Overview

The Contacts Section of RealOffice360 is the one place to track all of your Contacts. Whether they are friends, family, past clients, current clients, online leads, business connections, or old contacts you have in your phone, this is the best place for them.

This isn’t your Grandma’s CRM Contact List…

We took a different spin on Contacts and give you two versions, the Contacts View and The Relationships View. Watch the video below.

Love what you see on Relationships, jump down and learn more. Want to see how it all works, keep scrolling down! We can’t wait to show you more.

 

1-2. Add A Client

Add A Single Contact

To add a single contact in RealOffice360™ from the Contacts Section, you can do so as follows:

1. Click on the "Add Contact" Button in the top right corner (on mobile bottom)

Add Contact
 

2. Enter the client details in the Add Contact Panel *NOTE* A First Name and Last Name are required entries

3. Push "Add Contact"

The client will be created on your RealOffice360™ account and will be waiting for you in the Client List!

 Step #1 - Type First Name

Step #1 - Type First Name

 Step #2 - Type Last Name

Step #2 - Type Last Name

 Step #3 - Click “Create Contact” and Enter the rest!

Step #3 - Click “Create Contact” and Enter the rest!

To see details on the Contact Profile, visit the Contact Profile Section of our Learning Center by clicking here.

 

1-3. Last Activity, Contact Sort, Filter & Search

RealOffice360™ is the hub of your client information and therefore it is imperative that we let you sort, search and filter your client information quickly and easily. All of this can be done in your Database at the top of your client list, see the image below and the red box for where to begin.

Contacts List View

Last Activity

It is always important to know the last time you did anything for one of your clients. This is why we built the Last Activity section on your Contacts. You will quickly be able to know when you last added information, sent a message, added a task, progressed an opportunity or closed a deal! You can sort these dates as well which quickly allows you to dig through your database and ensure you never let a client slip through the cracks!

Last Contact Activity

Sort Clients

To Sort clients in RealOffice360™ you can do so by clicking on the column headers of the Database: Name, Phone, Group, Properties, Activities Due, and Deals. By clicking on these headers your client list will automatically be sorted ascending or descending for quick view. 

Note you can sort names by both First and Last Name, ascending or descending.

Filter Clients

To Filter clients by various traits you can do so by clicking on the little Filter Icon (see image below) which opens up a Filter panel. In the panel you can toggle on and off various parameters for clients that you would like to display. Number of Properties, Client Type, Client Group, and by Letter of last name.

Screen Shot 2018-07-11 at 11.28.54 AM.png
Contacts Apply Filters

Search Clients

We have made it incredibly simple to search in RealOffice360™. To search your entire database by your client name (first or last), simply start typing into the search box at the top of the page and your list will be reduced to only showing those resulting clients! To see your entire database again, don't forget to click on the "x" in the search box to clear the search.

Search on Contacts
 

1-4. Import Clients

Import Your Client List

To import your clients from a existing CRM or database, you simply need to follow the steps below. If at any time you would like help importing your clients, send us an email to support@realoffice360.com and we would be happy to assist.

See full instructions here.


1-5. Opportunities - Buyers and Sellers

Once you have imported your Contacts, one of the first thing you want to do is set who is a buyer or seller! We make it easy to do this with a couple clicks of a button. Watch the video.

To learn more about the Opportunity Tracker click here to review that section of the Learning Center.


1-6. Merge Clients

When you import sometimes duplicate contacts happen. We have built a simple merge tool to help you combine those pesky duplicates. To do this, on your Database page, click on the contact you want to keep and have information merged combined into one. Once you are on this client, you will see three dots beside their name, click there and you will see the option to merge. NOTE: IF YOU DONT SEE THIS OPTION, YOU WILL NEED TO ADD AN EMAIL ADDRESS TO THIS CLIENT. WE ONLY MERGE ONTO CLIENTS WITH EMAIL ADDRESSES.

 

Merge Contact Profile on RealOffice

Upon clicking on "Merge with another client", you will get the following prompt below. From here, you type in the name of the contact which you would like to combine into this contact.

Screen Shot 2018-08-07 at 11.44.08 AM.png

Once you type in the contact name you wish to merge, click on there name and they will be displayed as a chip.

Screen Shot 2018-08-07 at 11.52.06 AM.png

If you are ready to merge, click the "Merge Contacts" button. You will get one final warning prompt.

Screen Shot 2018-08-07 at 11.52.51 AM.png

Upon pushing "Merge" you will see us working behind the scenes! Then presto, we are done!

Screen Shot 2018-08-07 at 11.55.26 AM.png

 

 

Not quite what you are looking for? Send us an email at support@realoffice360.com!

 

1-7. Bulk Client Delete

When you import from a bunch of sources you can get junk contacts from time to time. If you ever need to quickly clean up your database you can do so with our bulk delete function. To bulk delete, you simply select the contacts you wish to delete by clicking on the circle which appears when you over on that client name.

Select Contact on Contacts

Once the circle appears and you click, a delete option will appear at the top.

Multiple Select Bulk Contact Delete

Upon pressing "Delete" we give you one last chance to back out! Push "Yes" and you will delete the selected options. Push "cancel" if you get cold feet!

Screen Shot 2018-08-07 at 11.38.46 AM.png

 

 

Not quite what you are looking for? Send us an email at support@realoffice360.com!


1-8 Relationship View Overview

The Relationship view of the Contacts section in RealOffice360 is the more important view in the platform. Here, we take your Contact Information and pull it out at relevant times to make sure you never miss an important event.

We have three key sections:

  1. Custom Follow-up Reminders

  2. Upcoming Purchase Anniversaries

  3. Upcoming Birthdays

Screen Shot 2018-11-19 at 1.41.34 PM.png

We will go through each in subsequent sections. It should be noted that all Contact Events can also be viewed on paid plans on the Calendar.


1-9 Relationship View Birthdays

When adding a birthday to your contact, as the date approaches, you will see this event in your Relationship view. You can set how far out you want these events to appear. Click here to see how to add a Birthday to your contact.

The best part? We have a series of ideas of things you can do for your clients as their birthday approaches. Watch the video!


1-10 Relationship View Client Anniversaries

When adding any property to your contact, and you set a purchase date, as this date approaches yearly you will see this event in your Relationship view. You can set how far out you want these events to appear. Click here to see how to add a Property to your contact.

Watch the video to learn more!


1-11 Relationship View Follow-Up

When adding any contact one option that you have is to set a reminder to follow-up with them on a consistent basis. Click here to see how to add a Follow up reminder. Turning this on for your contacts will ensure that on a regular basis they will be pulled to the top of your Relationship view and so you can remember to reach out. Not too sure what to say? No problem, we have built a list of ideas that you can schedule to do as well!

Watch the video to learn more!


Free PlanMike McAra