Client contact software for Real Estate

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if you're in real estate you know that you need a CRM but there's a challenge there's so many different crms out there and a lot of them can be quite costly so we have built a CRM for you all within notion now if you're not familiar with notion you can just go to notion.so and download notion now this is a fantastic tool with a ton of different things that you can do in order to organize your business but today what we're looking at is specifically the real estate CRM so let's dive into it and have a look at how we can use it so first off when we get into the CRM the first thing you're going to need to do is come up to the top right and press duplicate this is going to move it over into your own notion workspace and then you can use it adapt it change it however you see fit coming down here there's some information on how to actually duplicate it it's pretty straightforward all you have to do is come up here and press duplicate then coming down here this is going to be very important so these are the stages that we'll all be using now these are tied to the Rev Real Estate School stages that being said you can change these for your own business but these tend to work quite well so we have lead stages we have active stages we have SOI stages and we have additional stages so coming down here let's break these down a little bit more detail first off we have the lead so the lead is somebody who we haven't had a two-way conversation with so at this point in time we actually haven't had a conversation or a back and forth over email and so we're not actually going to have any automated follow-ups here instead we just have to stay on top of these people this is going to make more sense when we get actually into the CRM then we have warm so these are people that may be thinking of moving probably within the next year or so or people that we think may be moving within the next year or so and we're going to be automated to follow up with them every 30 days then we have hot these people are looking to buy or sell within the next probably six months and they were going to be reminded to follow up with them every seven days then from there we have the active stages so we have active pending and firm active means you have a signed agreement with them you're out helping them buy a home or their home is listed then we have pending which means it's subject to contingencies and then we have firm and firm just means that we're awaiting possession after they've gone through the transaction we move them into one of these three stages or we could also move them here so these three stages are what we call the SOI stages now we focus a lot on SOI because of the value of this particular category so we've segmented these people into three different groups we have our super connectors and Friends these are people we want to stay in touch with regularly so we're going to be reminded to follow up with them every 60 days we have so I a so these are people that aren't necessarily looking to transact but we want to have a good relationship with them we're going to be reminded every 90 days and then we have those who we still really like and we want to stay in touch with but we're just realistically not going to stay in touch with them every 90 days then we have the soib which is 180 days now we have on our additional stages we have support So this could be your lenders this could be your home inspectors this could be your attorneys anything that helps support your business they're all going to go here and we are going to be reminded to follow up with them every 180 days because of course they can be a great source of referrals too then we have archive so these are people that we would work with again if they reached out but realistically we're just not going to stay in touch in a one-to-one capacity we move them into the archive and then we have dead these are people that we do not want to work with again so we just kind of want to drop them here and then forget about them that's the dead stage so we're going to have to know this as we move into the CRM so those are our main stages we are going to have to keep those in mind but of course we also have this resource for us to double check to see where we want to put somebody moving along coming down here we have notes so notes come in two different formats number one is you just had a meeting with somebody and there's no real action or there's a meeting with somebody where there is action required so let's say that there's no action required I can just press new note here open the page up by pressing right here and then from within here I can go new note and we can associate this to a given contact and we'll show you where the contacts are and we can add a date to it now let's say that you added this note added a note and you assigned it to a certain contact that you're working with there you go and we have the date is going to be there we go now from here we're going to see it show up in our no action list but if that was to change and we needed to move it we can just move it over to action needed and this is just segmented so that we can easily go and see where we need action to be done coming down here we have our active and pending clients so specifically these are the people that we're going to have to stay in touch with on a regular basis they either have signed agreements or it is subject to contingency so we're going to have to stay in touch with them so we want a very very easy view just to see who we have in our active file and who we have in our pending file that's here for us now as we're coming down here we have all of our contacts okay so here are all of our contacts and what you're going to notice here is there's a number of different fields we're going to go through a few of them but we're not going to go through all of them so first off we have our contact name so if we wanted to add a new person we're going to add the new person let's say Joe buyer there we go and then we're going to open Joe up right here now an opening Joe up here are all the different fields that we have so first off we have the stage so remember we have to select our stage so let's say Joe's hot and then he's looking to buy within the next six months there we go we could have phone number email job and then partner name email phone number job and then we have address so let's say Joe's address right now is one two three four main street there we go investment property address family members names kids are there we go then we have pets names this one is an interesting one triggers so triggers are things that are of interest to them so that when we're following up we can follow up in a way that's interesting to them so we can say you know they like hiking and cooking there we go last activity date so let's say we reached out to Joe the last time we reached out to him was actually the 23rd there we go so that was our last activity date then we have these so we have referred by so let's say that Joe was referred by Michael there we go so now this is going to track for us who referred who and then you're also going to see here that there's a referred so if he referred somebody so let's say he referred over here Ryan Reynolds there we go and now within Ryan Reynolds we're also going to see that it has been connected between the two and then we have notes so let's say that we have a note here and this note that we had related to him there we go now it's related back to that and then we can also add potential GCI so if there's a GCI of 10 000 we can put that there now we have this follow-up we do not have to do anything for this okay so let's go back to our main sheet right here we have Joe buyer and coming along here it says follow-up now why does it say that it says that because if we look here he's in the hot stage so if we come back up here and we look under the hot stage our automation is every seven days so coming down here the last time we spoke to him was over seven days ago therefore it's going to say follow-up If instead we wanted we reached out to him yesterday we're going to do this and then it's going to be blank so there's no action so depending on the stage and depending on our last activity date it's going to tell us to either follow up or not very very handy very handy for us and then you can also of course click into Joe and come down here and add new contact and then writing in here we can write down any notes that we'd like about him as he's going through the process maybe showings that we've done likes that he has with homes likes it or dislikes that he has with homes whatever we'd like we can just put in right here okay coming down here we have all of our contacts but now it's viewed in a pipeline form so for example we have Joe buyer here Joe could have started as a lead and then he moved into warm and then he moved into hot whoops make sure he's in there moved into hot and then he signs a buyer agreement and then he buys a house and then he's waiting possession and then after possession has occurred we decided you know what we want to stay in close contact with Joe so we're going to move him into soia there we go and then coming along here we have support archive and dead of course as well so if you ever don't see anything you can just press more on the side just like I did there and you're going to extend it and then coming down here we have a calendar view for you as well so all of this is a way that you can stay in touch with your clients and do so in a way that just keeps everything visual as well as very very cost effective so if you don't have a CRM this is a fantastic tool for you there's a lot of different crms within notion and there's different templates out there but this one is specifically for real estate agents hope you enjoy it