Using Top Producer for Lead Management Part 2

In this series, I've been talking about utilizing Top Producer.  In the first part of the series, I talked about the frustrations agents have using Top Producer in Making Top Producer Work For You.  In part two of the series, I bean talking about How to Use Top Producer for Lead Management, which discussed capturing lead information from your website and assigning multiple categories to your contacts.

In this post, I'll discuss a few more ways to use Top Producer to manage your leads.  We'll focus on these two features:

• setting up drip e-mail campaigns and assign leads to those campaigns
• setting up drip e-mails to send automatically

You can set up e-mail campaigns to send to your contacts based on the categories you choose.  These e-mail can be set to send at intervals you decide upon - which is called dripping on your contacts.  You can also set these e-mails to either automatically send on the date you choose or to be manually sent by you (or your VA) on the day you choose.

Setting Up Drip Campaigns & Sending E-mails Automatically

1. Click "Setup" then "Plans Setup."  On this screen, you can choose from templates already set up in TP (which I only recommend if you don't want to customize your campaigns) or enter your own campaigns. 
2. For this explanation, let's say you are setting up a new Buyer Prospect Action Plan.  While under the "Action Plans" tab (the default tab when you get to this screen), underneath "Closing Report Plans," select "Create New."  You will be prompted to give your campaign a name.
• I suggest that you put a "*" and a number in front of your campaign name because this will make it show up at the the top of the list so that you can easily find it.  For example, you could name your campaign "*1 - Buyer Prospect Action Plan." 
3. On the left menu, select "Create New Activity."  On this screen, select the type of activity you would like to set up - a telephone call, email, send a letter or postcard, or a To-Do.  (A To-Do would be any activity that does NOT include one of the previously-mentioned activities. This could be a visit or sending something to the contact through another program - like Sharper Agent or the RE/MAX Design Center, etc.)
4. Select "E-mail." Enter the following information:
• Description - what type of e-mail it is
• Assign To - should be Current User unless you have multiple seats set up, for example an assistant's seat.  In that case, choose to whom you want the task assigned.
• Select email template - This is where you will select which e-mail message you want to send to your contacts.  If you have already written the e-mail, simply select it.  If not, do the following:
• Click "Add" at the top of the screen.  You will be prompted to name these e-mails. Do so  (*1 - Buyer Prospect E-mails) and click "OK" at the bottom of the box.
• On the left menu, select "Create New."
• Once you've written your e-mail message, including the subject line, click "OK" at the bottom of the box.
• You will be prompted to name this e-mail.  Do so and click "OK."
• You will be returned to the "Select Email Template" box.  Highlight the e-mail that you want to send to this group of contacts and click "OK" at the bottom of the box.
• You will be returned  to the setup screen.
• Attachments - You only need to select this option if you have an attachment that you want each recipient to get along with the e-mail (such as a Market Snapshot or a Listing Flyer).
• Activty Dates - This is where you set the intervals of when you want your e-mails to go out. 
• If you leave the "Perform Event" day amount at 0, the e-mail will go out immediately upon setting a contact up on this campaign.
• You can use the Perform Event day amount in conjunction with other activities.  For example, you can tell the system to send this e-mail out 3 days from plan start date OR you can tell it to send the e-mail out 3 days after a preceeding activity is completed.  If you select this option, you can then choose which activity you would like the e-mail to be sent after.
• Apply drop-off to Today's Business - I do not recommend that you do this if you do not set the e-mail to send automatically.
• Move event to - Depending upon the type of contact you are sending the e-mail to, you may or may not want to change the date that the message goes out on, based on whether it matters if it is sent on a weekend.  Make these changes here.
5. At the bottom of the screen, select either "Finish" if you are done or "Enter Next" if you want to set up another activity for this campaign.
6. Repeat these steps for each e-mail message you want to set up for this campaign.  Follow the box prompts for any other activity.

If you have questions about either of these features, feel free to ask away.  I'll do my best to answer them for you!

Stay tuned for the next installment in this series, which will cover sending completed tasks to the marketing service report, which can be sent to the seller, and setting up websites for sellers to see all marketing activities conducted on their behalf.

~Renae - Market 4 Real!

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