Real Geeks Lead Manager Templates

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What is a Template? 

Templates are a preset format for a document or file, used so that the format does not have to be recreated each time it is used. 

Type of Templates that Can be Made in the CRM/Lead Manager: 

All of our templates come with the ability to create your own custom templates, or select a pre-written message template from our Template Library

Template Emails

Can be used in response to email messages from leads, or to initiate an email conversation with a client to follow up with them. 

These templates do NOT go out automatically. These are messages that you can create to save yourself time and energy when responding to common requests or questions from your leads

email_template.gif

example of template being edited

Creating a Custom template

  1. Click the "CREATE NEW" button create_new.png found on your email template page in the CRM
  2. Fill in the Template Email Name.This is reserved for the name of your message and will not be seen by your leads
    • It's recommended to name this message based on the content of the message you are wanting to write, or the situation where this message would be applicable (e.g. "Buyer is Silent", "Seller Meeting Schedule", "Lead Favorited a Property")
  3. Fill in the Subject Line. This automatically populates the email with a subject line
  4. Write the message in your Message field. Text can be formatted in this space. You can include attachments and photos to these messages using the attach.png button, or use the MERGE FIELDS button pull in important information automatically like the lead's first name in the salutation, or automatically pull in the lead's unique mobile app download link

Template Email library

To browse through our library of template messages:

  1. Click the "LIBRARY" button library.png found on your email template page in the CRM
  2. After finding a message, you can do a final review or make changes to the message by selecting the "ADD" button Screen_Shot_2020-07-23_at_2.24.52_PM.png in the bottom right corner of the library page 
  3. Click "SAVE" button save.png when done

Using Email Templates in Real Geeks

To send an email template to a lead: 

  1. Go to the CRM's lead page
  2. Use the CRM's Search feature to find your lead, press the grey "email" button email.png
  3. Click the "Template" dropdown menu to see the list of Template Names compose_email.png

Text Templates

Text Template messages are designed to save you time when texting with leads in the CRM. The messages allow you to save a response, or start a dialogue, based on your current conversation or lead situation. 

These templates do NOT go out automatically. These are messages that you can create to save yourself time and energy when responding to common requests or questions from your leads

Creating a Custom template

To develop your own message template,

  1. Click the grey "CREATE NEW" button create_new.png found on your text template page in the CRM
  2. Fill in the Template Text Name.This is reserved for the name of your message and will not be seen by your leads
    • It's recommended to name this message based on the content of the message you are wanting to write, or the situation where this message would be applicable (e.g. "Buyer is Silent", "Seller Meeting Schedule", "Lead Favorited a Property")
  3. The Message field refers to the content of your text message 

Text Template library

To browse through our library of template messages:

  1. Click the grey "LIBRARY" button library.png found on your text template page in the CRM
  2. After finding a message, you can do a final review or make changes to the message by selecting the add.png button in the bottom right corner of the library page
  3. Make any additional changes 

Using Text Templates 

  1. Go to the CRM's lead page
  2. Click the SMS sms.png Button next to the lead you want to message
  3. Select the attach.png button under the message field to select from your list of templates
  4. Click "SEND"

sending_template.gif

example of text template being sent

Sign Up Responder Texts

These sign up responder messages are text messages that are automatically delivered to leads when they sign up through your website. These messages are delivered to leads based on SOURCE. The source is an indicator of where the lead's contact information was collected, which can indicate the lead's intent (e.g. they may be a buyer if they signed up to look at a coming soon property). This means that you will want to choose a more "buyer-oriented" message for the buyer leads, or a "seller-oriented" for seller leads

This can be set up to deliver your messages right away, or you can delay the response to give the text a more "natural" feeling when texting a lead. 

To delay the time when your messages are sent, go to your CRM Text Messaging tool  and change the "after a lead signs up" dropdown (we don't recommend going past a 5 minute wait time to reach out to the lead)

sending_auto_responder.gif

You can also set OFFICE HOURS for the messages, to dictate what days of the week, and between what times, these messages should be delivered. For example, if you do NOT want your messages going out after 9pm Monday through Friday only, select Monday through Friday in the "Days Available" field, and select 9pm as your "End Time"

office_hours.gif

To manually create an auto responder message, go to the “sign up responder” section of the Real Geeks “template” tab. 

Creating a Custom Sign Up Responder template

 “CREATE NEW” allows you to customize your own message from scratch. To do this: 

  1. Click the “Create New” button create_new.png
  2. Select a Source in the “Source” dropdown list 
  3. Write your Auto Responder message in the “MESSAGE” space provided
  4. Click the "SAVE" button save.png when done

autoresponder.gif

Creating an Auto Responder from scratch

Auto Responder Text library

Use the “LIBRARY” button to browse our library of Auto Responder Messages

  1.  Click the “LIBRARY” library.png
  2. Select a message, then click the “ADD” button add.png at the bottom of the page. These have been grouped based on whether the message contains information for buyers or sellers
  3. Select a Source in the “Source” dropdown list
  4. Make any additional changes you want made to the template
  5. Check the “ENABLED” box to enable the message to be used. This can always be turned off or on at your discretion
  6. Click the “UPDATE” button update.png at the bottom of the screen

signupresponder_library.gif

Sign up Responder messages using the library

Live Chat Templates

Just like with emails and texts, we allow you and each of your agents to save some preformatted templates of chat messages you can send to leads. You can manage these in the Chat Templates tab of the “Templates” settings section.

 

chat-templates-updated.png

There are three types of chat templates:

  1. Standard
  2. Automated Welcome
  3. Unavailable Responder

Standard Chat Template

This is the standard template that you can create to save yourself time and energy when responding to common requests or questions from your leads.

Creating a custom Live Chat template :

  1. Go to your chat templates section of the templates tab
  2. Click the "CREATE NEW" button create_new.png
  3. Fill in the template Name.This is reserved for the name of your message and will not be seen by your leads
    • It's recommended to name this message based on the content of the message you are wanting to write, or the situation where this message would be applicable (e.g. "Buyer is Silent", "Seller Meeting Schedule", "Lead Favorited a Property")
  4. Leave the "Standard Message" in the TYPE field
  5. Enter your message content in the provided space
  6. Click "SAVE"  save.png at the bottom of the page 

Live Chat Template Library

  1. Go to your chat templates section of the templates tab
  2. Click the "LIBRARY" button library.png
  3. Select the appropriate message and click the "ADD" button add.png
  4. Apply any changes you'd like then click the "SAVE" button save.png

Automated Welcome Chat Template

Similar to the texting system, we added a feature that automatically messages a lead once they sign up on the website. Which chat template is sent to them depends if they sign up within or outside of your defined office hours (You can establish these office hours within the chat templates settings page)

chat_officehours.gif

Custom Automated Welcome template:

  1. Go to your chat template section of the templates tab
  2. Click the "CREATE NEW" button create_new.png
  3. Fill in the template Name.This is reserved for the name of your message and will not be seen by your leads
    • It's recommended to name this message based on the content of the message you are wanting to write, or the situation where this message would be applicable (e.g. "Buyer is Silent", "Seller Meeting Schedule", "Lead Favorited a Property")
  4. Change the "TYPE" to "AUTOMATED WELCOME"
  5. Specify if this message will be delivered within your normal office hours or outside of them
  6. Enter your message content in the provided space
  7. Click "SAVE"  save.png at the bottom of the page

Automated Welcome Library:

  1. Go to your chat templates section of the templates tab
  2. Click the "LIBRARY" button library.png
  3. Select the appropriate message and click "Add" button add.png
  4. Specify if this message will be delivered within your normal office hours or outside of them
  5. Apply any changes you'd like then click "SAVE" button save.png

Unavailable Responder

A unique feature with the Live Chat is the ability to set yourself as “Available” or “Unavailable”. When you set yourself as “Unavailable”, an “Unavailable Responder” responder will immediately go out when a lead sends you a chat message to inform them you are not currently available. This responder message will include a link to the Contact Us form so the lead can submit their questions while you are away.

offline-responder.png

 

Custom Unavailable Responder message 

  1. Go to your chat templates section of the templates tab
  2. Click the "CREATE NEW" button create_new.png
  3. Fill in the template Name.This is reserved for the name of your message and will not be seen by your leads
    • It's recommended to name this message based on the content of the message you are wanting to write, or the situation where this message would be applicable (e.g. "Buyer is Silent", "Seller Meeting Schedule", "Lead Favorited a Property")
  4. Change the "TYPE" to "AUTOMATED WELCOME"
  5. Specify if this message will be delivered within your normal office hours or outside of them
  6. Enter your message content in the provided space
  7. Click the "SAVE" button  save.png at the bottom of the page

Unavailable Responder library

  1. Go to your chat templates section of the templates tab
  2. Click the "LIBRARY" button library.png
  3. Select the appropriate message and click the "ADD" button add.png
  4. Apply any changes you'd like then click the "SAVE" button save.png 
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