RealtyBackOffice allows you to create customized Action Plans to follow up and keep in touch with past clients, customers and leads. Please remember that Admins or Agents can create Action Plans.
To create your customized People Action Plans go to Menu > Settings > General Settings > Action Plans > Add Action Plan in the top right corner. Once here, you can start creating your customized Action Plan.
First, you need to give a name to your Action Plan, this name will help you identify the Action Plan and what is its purpose. You also need to select the Office where you want the Action Plan to be visible. After you completed the information click Save to Save your Action Plan.
Locate the Action Plan you just created, hover over it, and click on the three dots on the right side to open the action plan. Now that you are inside your Action Plan you can start adding as many tasks as you would like to customize the Action Plan to fit your company’s workflow.
To start adding Tasks to your Action Plan, click on Add Action Plan Task in the top right corner.
You first need to define the name of the task, to do so, just add the name under Action Plan Description, this is the name that will be displayed whenever the Action Plan task is due. If the task will require a document, checkmark the box “Check if the task requires document”.
You can also make the task Mandatory, Recommended, Non-Mandatory, or If Applicable by selecting it from the drop-down menu under Task Type. Keep in mind that if the task is Mandatory it means that agents will not be able to make any changes to the due dates of the task, nor they will be able to delete the task.
On the other hand, if the task type is Recommended, Non-Mandatory or Applicable the agents will be able to change the due dates or delete the task if they want to.
Also, you need to determine who will be responsible for completing the task. We do recommend allowing Anyone to complete the tasks. When you select Anyone, you are permitting the owner of the contact reference or the collaborators that were added to the contact reference to complete the tasks.
The last thing you need to do is to set up the due dates for the task. Once you added all the information, click Save. Now that the Action Plans are created, the agents will be able to use them under People or Leads.
To take advantage of the Action Plans you created you can go to Menu > CRM > People> Select a Contact. Once you are inside the contact you will need to go to the middle panel Action Plan > Add Action Plan, there the agents can Add a Description for the Action Plan they want to use, and they can select an Action Plan created by the Admin, or created by them. Also, they will need to select the date they want the Action Plan to start. Once all the information is uploaded click Save.
Now you will see all the tasks on the right-hand side under Tasks. With all the tasks populated the agent can now have a checklist of all the steps, they need to complete to follow up with a client or a Lead. All of these Tasks will also be displayed in the Tasks module of RealtyBackOffice.
If the user integrated their RealtyBackOffice account with their Google Calendar, the Action Plan Tasks will be transferred to the Google Calendar as well.
If you have any questions, please feel free to email us at firstname.lastname@example.org or call us at (305) 517-3836.