Setting Up Your Account
This article covers the recommended step-by-step account set up. You do not have to complete all of the steps to use Forefront. If you want to get the most out of how Forefront helps you turn more leads into deals, it’s recommended you complete all steps.
If you need assistance or have questions, please reach out to [email protected]
Steps For Setting Up Your Forefront CRM Account
- Invite Your Team
- Create Campaigns
- Set Up Forefront Phone Numbers
- Set Up Email Addresses
- Configure Your Pipeline
- Set Up Follow Up Sequences
- Integrate Lead Sources
- Configure Notifications
- Import Existing Qualified Leads
Invite Your Team
Invite users to your account.
It’s important to invite users early on so that you can create email addresses and set up automations to assign tasks and leads to users.
Not Everyone Needs To Be A User
There might be members of your team that do not need to have a user account. This includes answering services, VA’s that add leads but don’t work leads in your account, etc. It’s recommended to use Call Scripts (web forms) for these users.
Create campaigns for tracking costs and return on investment per campaign. Setting these up now will allow you to automate attribution of leads to the appropriate campaign when they come into your account. This way you always track where every lead came from.
Set Up Forefront Phone Numbers
Get phone numbers for your different marketing campaigns. When you use these numbers in your marketing and motivated sellers call you (or texts you), leads can automatically be created within your account. Also, those new leads will automatically be attributed to the right campaign so that you do not have to set which campaign they came from!
Need to port existing numbers from another phone service? Please email [email protected] with a subject of ‘please port my numbers into Forefront’
1. Set Up An Answering Sequence
First, you’ll want to set up an answering sequence so that all calls that come in to each Forefront phone number you create can be routed to the appropriate people on your team.
2. Get Phone Numbers
It’s time to get a phone number for each marketing campaign you are running. This way as new calls and texts come in, leads can be created and attributed to the appropriate campaign automatically.
Set Up Email Addresses
You’ll want to set up email addresses within Forefront for use in sending emails to sellers and setting up automated follow up sequences that can send emails.
You’ll want to have an email set up for each user in your account that will be sending emails.
There are 2 options for email in Forefront:
- Custom domain email – use your website domain email addresses within Forefront
- Integrating Gmail – integrate Gmail account so that you can send email through your gmail from within Forefront
Gmail integration is easier/faster. But, custom domain email allows you to include attachments to emails as well as getting email sending/open/click stats.
Configure Your Pipeline
Now it’s time to configure your pipeline to match your workflow.
This is where you create statuses for the different steps that you move leads through.
Each status allows the setting of an acceptable time. This allows Forefront’s pipeline algorithm to “bubble up” the leads that are next to be worked to the top of each status. This acceptable time is also what is used to show leads as past due (red), almost due (yellow), and not yet due (green). This color coding allows you to know which leads need attention at a glance.
Separate Pipeline Views
You can also create multiple “pipelines” for use in separating workflows. For example, if you have a different set of steps for working a wholesale deal than you do an agent listing referral, you can create separate pipelines for each. That way, when you are viewing the wholesale deal pipeline you don’t see the ‘Agent Referral Paid’ status, for example.
Many customers also set up separate Pipeline Views for each user role in the system. This way users just see the steps of the pipeline they work without all of the clutter of the leads in other statuses.
One of the biggest benefits of unlocking the power of the Forefront Pro package is the ability to create status automations. With status automations you can automate sending emails or texts to sellers, notifications to users, assign/unassign users, send webhooks to other software, create tasks, and more! These automations can be triggered in several ways. The most popular trigger is when a lead enters a status.
Set Up Follow Up Sequences
Most real estate investors have heard that fortune is in the follow up. But how many of us actually do it consistently. Very few. That’s a shame because consistently following up with sellers allows you to tap into the 37% percent or more of sellers that will eventually sell but were not ready when you made your offer to them.
Easily Personalize Each Automated Follow Up Message
Forefront allows you to quickly and easily add leads to drip follow up sequences that handle following up for you. These sequences can be made up of automated emails, texts and tasks that can be assigned to you or teammates to call the seller.
Automated messages should always be personalized. This is why Forefront gives you shortcodes that can be used. These shortcodes will be replaced automatically with the data from the lead when the messages go out. This way you can include the seller’s name, the property address, and tons of other personalized information in each message. This goes a long way in ensuring the messages don’t seem automated!
Install Our Proven Follow Up Sequences with a Single Click
It can be daunting to come up with what these follow up messages should say. That’s why we provide 4 sequences available for free inside your account.
Simply login and visit https://app.forefrontcrm.com/store/followUps to see the available sequences. When you click the install button for each sequence, a copy will be made available in your Follow Up settings here https://app.forefrontcrm.com/settings/followUp
Add Your Personality
After installing the follow up sequences from the store (see above), it’s recommended to go in and add your personality. Tweak several messages to match you and/or your acquisitions manager’s “voice”.
Modify the time of day the messages are sent out to be random. I.e., 9:43 am. Do not leave them all as 8:00am. That will make it obvious they are automated. The key here is to have sellers believe you are truly personally following up with them, not spamming them.
NOTE: Forefront sends messages according to the seller’s timezone. This helps ensure you don’t inadvertently send messages at inconvenience times for people (like the middle of the night).
When you have a message go out in the morning, include a quick, “Good morning!”. Sending in the afternoon? How about, “Hope your day has gone well.” You get the idea.
Add Tasks To Call As Steps in Each Sequence
In order to get the most out of follow up, it’s important to add tasks as steps here and there. These tasks should be for you or someone on your team to call the seller. Look at the automated texts and emails as ways to warm the seller to you and keep you top of mind and calls as the opportunity to have them consider moving forward.
What Happens When A Seller Responds
When a seller responds to pick up the conversation again, these automated drip sequences will be automatically paused! This way the seller doesn’t continue receiving the next scheduled messages unless you resume the paused sequence.
The seller’s response will appear in your Inbox under the Responses tab.
Integrate Lead Sources
Now that you’re ready to work leads through Forefront and add them to automated follow up, let’s connect your lead sources so that all new leads automatically “push” to Forefront.
New Lead Inbox
All new leads that enter Forefront through webhooks, call scripts (webforms), phone calls/texts, appear in your inbox. They also will be found in whatever initial status you set for leads that come in through each of those sources. The purpose of the new lead inbox is to be aware of all new leads that have come in that haven’t been handled yet by you or your team. Once you respond to the seller, you can click the ‘Done’ button to remove the lead from the inbox. The lead will be found now in the Pipeline with whatever status it currently has.
Integrate Your Lead Gen Website
If you have a website for attracting motivated seller leads, you can connect it through a webhook so any new web submissions show up in your Forefront inbox.
Click here if integrating a Carrot website (requires Zapier Starter or above – Professional is recommended for speed of getting the info)
Integrate SMS or Cold Calling Tools
If you use tools to send texts or make calls to lists of prospects, you can integrate those tools with Forefront. These integrations allow you to “push” a qualified lead (someone who responds to your outreach and shows interest in getting an offer for their house) into Forefront.
Click here to integrate Launch Control (coming soon)
Call Tools – Forefront has native integration with Calltools, there is no need to use Zapier you just need to create a webhook in the system reach out to Calltools and let them know that you need The push to CRM button to work with Forefront
Integrate Lead Services That Email You New Leads
If you use lead services that send you new leads via email, you can set up an integration with Zapier (Professional package recommended) to parse the emails automatically and add them new leads into Forefront!
We know it’s not possible to be monitoring Forefront 24/7 so how do you know when things happen that you need to be aware of? With Forefront notifications.
It’s important to realize that many notifications are triggered only for leads you are assigned to. For this reason, it’s important to utilize the settings within webhooks, call scripts (webforms), and phone numbers that create leads to set the default user. This will ensure that each new lead that comes in automatically will have an assigned user.
You can also utilize Status Automations to automatically add and remove assigned users to leads as they change statuses.
End of Day Report
Each owner user can opt in to receiving a daily email report with different stats for the account. This allows you to keep a pulse on what is happening within your Forefront account without having to login to the system each day.
Import Existing Qualified Leads
If you have qualified leads (leads that you’ve had contact with, not just a downloaded prospect list), you can import those leads into Forefront easily.
If you have prospect lists downloaded that you want to text or cold call, it’s recommended you use what our best customers use, Launch Control and Call Tools.
If you need assistance or have questions, please reach out to [email protected]
You are now set up and ready to ensure no leads slip through the cracks ever again. This will help you to do vastly more deals with less effort. Thanks for being a part of Forefront.
We look forward to see you on the bi-weekly Q&A zoom calls! Click here to add these calls to your calendar so that you don’t miss them