Organizing Your Database

Organizing Your Database

Understanding Lists, Groups, Sublists, and Folders

This knowledge base article explains how to organize contacts in your real estate CRM system, distinguishing between unqualified leads and qualified contacts with clear organization methods.

Lists: For Unqualified Leads

Lists contain people you've never spoken with or qualified. There are two main types:

Properties Calling List

  • Contains unqualified leads posted from vendors (Mojo Expired, Vulcan 7, RedX, Landvoice, or My +Plus Leads)
  • Leads automatically filter into sublists they qualify for (Expired, Cancelled, FSBO, etc.)
  • Note: This feature may not appear if you're not in Real Estate or not using these specific vendors

Calling Lists

  • Lists you create by:
    • Importing a spreadsheet
    • Using Neighborhood Search
    • Syncing from Coles, Landvoice FSBO, or Telelisting
  • Should only contain unqualified leads

Groups: For Qualified Contacts

Groups help organize contacts after you've qualified them through phone conversations:

  • When you qualify someone on the phone, assign them to appropriate groups
  • This removes them from call lists, preventing mixing with unqualified leads
  • Use default groups (Hot Lead, Warm Lead, Not Yet Interested) or create custom ones
  • Some users prefer simple categories (Yes, No, Maybe), while others use more specific groupings
  • Allows you to reassess and update group assignments after each conversation
  • Helps maintain organized nurturing systems for your contacts

Sublists: For Filtered Views

Sublists extract specific data from lists or groups based on set criteria:

  • Data remains in the original list/group but appears filtered in the sublist
  • Contacts may appear in multiple sublists if they meet different criteria
  • Example: Create a sublist of Expired Property leads specifically in Boston
  • Can be created using any value shown in the main data grid
  • If needed fields aren't visible, you can add/remove columns in the data grid

Folders: For Organization

Folders help organize your calling lists or groups:

  • Useful for team accounts where each agent needs their own lists/groups
  • Helps categorize lists/groups into specific categories
  • Simplifies navigation when you have numerous lists/groups
  • Provides a cleaner, more organized workspace

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