Path: Tasks > Action Plans

 

Agents, Brokers and Admins have the ability to create an Action Plan. 

 

An Action Plan is essentially a template for a course of action an agent should follow after interacting with leads and properties, or creating and closing deals. This template can include tasks and messages based on previously sent email campaigns.

 

Admins and Brokers have the ability to create company wide action plans that can be applied to all agents.  They will also have the ability to create a personal action plan for a specific agent. 

 

When a plan is applied, it looks at all the tasks and messages within that plan and creates a new task and message for the lead/property/deal combination. The tasks will be created according to the timeline of the action plan, and the message will be sent to the lead from the assigned agent.

***Leads must have a valid email in order to be assigned an action plan 

 

Action plans can be applied to:

• A lead, by going to the lead's detail page and choosing an action plan from the "Assign Action Plan" drop down 

• A lead-property combo through an Admin's "Property Details page" 

• A Deal through the deals page. (This automatically generates the lead from that deal)

• A Marketing List, by going to Email Marketing>Lists and creating a new list or editing an existing one

 

Because tasks are in action plans, you will need to assign an action plan to a broker, admin, or an agent. Brokers and admins can assign any agent an action plan.

 

Creating a new Action Plan

 

1.) Go to Tasks > Action Plan

 

 

2.) Click the "New Action Plan"

 

 

 

3.) Name the Action Plan and select if you are making it for yourself or your whole company.

 

 

Add Tasks to an Action Plan

 

1) Select the name of the action plan.

 

2) Click "Add Task".

3) Name the task and fill in the details.

- Task name

- Task duration - How long do you have to complete this task?

- Assignee - If this task will always be assigned to the same agent/admin, search for the agent/admin's name.

- Description

 

 

4) When do you want this task to be assigned?

Assign Task Immediately- This is the default option. When the action plan is assigned, this task will be assigned to the lead's agent or task assignee.

Assign Task Later- Select this option if you want to start and end this task on specific dates. 

Create Dependancy- If this option is selected, this task will not be assigned until its parent is completed. 

 

 

5) Click "Done" to save the task.

 

 

Add Messages to Action Plans

 

1) Select the name of the action plan.

 

2) Click "Add Task".

 

3) Select a template to send in a message to your lead during this step.

Note: You will be able to select from completed email templates.

 

4) When do you want this task to be assigned?

Send Immediately- This is the default option. When the action plan is assigned, this message will be assigned to the lead.

Send Later- Select this option if you want to send this email on a specific date each time the action plan is used.

Create Dependancy- If this option is selected, this task will not be assigned until its parent is completed. 

 

***Note: Messages will always be sent to the lead from the lead's assigned agent.

 

Dependent Actions

 

Dependent tasks and emails let you build parent/child relationships between your actions. This way, you'll only see tasks in your queue that you should take action on, instead of getting assigned all 20 items in an action plan at once!

 

A child task or message will not be created until its parent task or message is completed. You'll know an action is a dependent one if there is a line connecting it to another task.

 

 

For example, in the above Agent Referral action plan, the first task is "Call: Introduction". If an agent marks it as complete, 3 days later, they will be assigned the child task, "Call: Introduction Follow-up". If the agent does not mark it as complete, they will not be assigned the next task.

 

Using Action Plans

 

1) In order to apply a created Action plan to a lead go to My Leads > Lead’s Name > Action Plan Subscriptions

 

        a) Choose the action plan from the Apply Action Plan and then select an agent name from the Choose an Assignee menu

            ***If a task for an action plan has a designated assignee already, the task will be assigned to that user, NOT the agent that is selected from the

"apply action plan" tool.

        b) Click Apply and the tasks in the action plan will now appear in the open tasks for the lead.

 

2) You can add action plans to properties, by doing a back end property search by going to Property > Sales Search and searching for a listing. Select the property, and on the top of the listing info page you will be able to apply an action plans to the property.

 

 

3) You can also apply an action plan to a marketing list, by creating a new list and associating an action plan to it, or creating a new list with the action plan associated to it. This will automatically create the follow-up tasks for a lead when they are added to the list.

*** Note: If you apply an action plan to a marketing list, only new leads will be assigned the action plan. Any leads already on the list will not be assigned the action plan.

 

 

In case you're not much of a reader, here is our marketing video on this functionality.