Workflows

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Use Real Geeks Workflows to enhance communication with your leads. Leverage the power of automation by creating a message campaign that can deliver custom text messages or emails to your leads, over time. Whether you create a custom workflow, or utilize one from our free campaign library, this tool will help you build stronger relationships with your network.

What is a Workflow?

Workflows are essential for long-term engagement. Establish a campaign of text messages and emails to deliver highly customized messages to your leads automatically. This automation helps agents control the timing of these messages, giving users the freedom to create campaigns that meet their specific needs.

Common Workflow Examples

  • Nurture buyer contacts with regular “location spotlights” that highlight local markets, and your expertise in these markets
  • Connect with long-term sellers with market activity reports that educate potential sellers on the state of the market, and share your professional insight to educate readers
  • Target past clients with home maintenance and management to help manage their investment and keep your brand top of mind (hello, referrals!)
  • Follow up with leads that attended your open house, and provide additional information and value to answer any potential questions

Accessing Workflows

Visit the Workflow Dashboard to access your team’s workflows. From here, you can view campaign analytics and create or edit workflows.

Create a Workflow

Create a campaign of messages that are delivered on an automated frequency. Personalize every message, establish the proper timing for your team, and publish the campaign to be used in daily interactions with leads.

Create a Custom Campaign

  1. Visit the Workflow Dashboard
  2. Click Add a Workflow
  3. Type your Workflow name in the provided field (left)
  4. Click Save

Workflow Library

Access our recommended workflows library to start using workflows immediately! Use these workflows as they are, or take some time to customize the messages to align with your business message.

Accessing the Library

    1. Visit the Workflow Dashboard
    2. Click Add a Workflow
    3. Select Go To The Library

  1. Click the Preview button to get an overview of the campaign steps, their content, and when they will be sent
  2. Click Use to generate a custom copy of the campaign for your business

Workflow Filters

Use Workflow Filters to automatically start a campaign for new leads. When your leads meet the filter requirements of your workflow, they will be subscribed to the campaign. This allows you to create campaigns for very specific situations (like reaching out to buyers/sellers directly, showcasing available inventory, providing weekly real estate tips, etc.) in order to connect with more leads.

 

Workflow with Active filters

 

Workflow without Active filters

 

Automatically Stop Workflow on Communication

Enable the “Automatically stop Workflow on Communication” setting to temporarily pause your workflow’s progress when a lead responds to a message in your campaign.

Take over the conversation when a lead asks a question or needs a direct response from their agent. The campaign can always be re-enabled at any time to continue your workflow.

Enable the Workflow

After making all the necessary changes to your campaign, you'll need to publish the campaign to make it available for subscribers to join.

Click Publish to make the campaign Active.



Edit a Workflow

Personalize your campaigns at any time! Make edits to existing messages in the campaign, add or remove messages from the campaign, or change the order/timing when certain messages are delivered to your lead.

To Edit a Published campaign, click Edit

Please Note

Campaigns that are in Draft mode can be updated at any time. These campaigns are not available to be subscribed to a lead until the agent clicks Publish.

Leads will need to be resubscribed to a workflow to receive the updated steps. This will start them from the first step of the workflow.



Subscribe a Lead to a Workflow

Manually subscribe a lead to a workflow at any time in the CRM.

Subscribe a Lead to a Workflow

  1. Go to leads.realgeeks.com/leads
  2. Select a lead
  3. Open the Workflows menu
  4. Choose your Workflow (by name) in the provided dropdown menu
  5. Click + Add

Subscribe Multiple Leads to a Workflow

Use Advanced Filters or the checkboxes to the right of your leads to help agents target a group of leads and subscribe them to a workflow in bulk.

Tips from the Geeks

Use advanced CRM filters to organize like-minded leads together, differentiate leads from one another, and develop stronger consistency when engaging with them. Differentiate between buyer and seller leads, create call lists for hot leads, and establish long-term communication channels to stay top of mind with all contacts.

  1. Go to your Leads List page in the CRM
  2. Click Bulk Actions
  3. Select Workflow - Drip
  4. Select your audience

    Hand-select leads to subscribe to a campaign, or utilize the advanced filters in the CRM to subscribe even more contacts

  5. Open the Campaign dropdown menu to select a workflow
  6. Select Unsubscribe
  7. Click Next
  8. Click Change Subscription

Unsubscribe Lead from a Workflow

  1. Go to your Leads List page in the CRM
  2. Click Bulk Actions
  3. Select Workflow - Drip
  4. Select your audience

    Hand-select leads to subscribe to a campaign, or utilize the advanced filters in the CRM to unscubscribe even more contacts

  5. Open the Campaign dropdown menu to select a workflow
  6. Select Unsubscribe
  7. Click Next
  8. Click Change Subscription

Delete a Workflow

  1. Visit the Workflow Dashboard
  2. Select the campaign you want deleted
  3. click Delete
  4. Select Ok to confirm the deletion of the campaign

Please Note: This will remove all leads from this campaign.

Give Agents Permission to Create Workflows

By default, all agents have the ability to subscribe/unsubscribe leads from a workflow. But only users with the proper permissions can create new campaigns. 

Give Workflow Permissions

  1. Visit your Real Geeks Account
  2. Click Websites
  3. Next to your website's domain name, click Edit/Add Users

  4. Click Edit User
  5. Select the Drip Campaign Manager role

  6. Click Save Permissions

Please Note

There is not a way to give limited view of the workflows, or only allow agents to see their own workflows. When given access to the workflow system, users will be able to view and edit all campaigns made by any agent on the team.

Click here for our more information on updating user permissions within Accounts.

Set Office Hours for SMS and Emails

Configure Office Hours to avoid sending SMS messages or emails during certain hours:

    1. Go to drip.realgeeks.com and Click on the Settings button
    2. Check 'Restrict Delivery to Office Hours'
    3. Under 'Restrict delivery of these services to office hours', check the services you wish to restrict to office hours
    4. Select your time zone
    5. Check the box for the weekdays you are open.
    6. Select the start and end time
    7. Click 'Save Settings'

Important: By default, Office Hours are off. These Office Hours are exclusive to your Workflow-Drip campaigns and will not affect Office Hour settings in your CRM/Lead Manager.

If you have any further questions, contact support.

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