Streamline Your Workflow with Milestone Automation in CRM
Table of Contents
- Introduction
- Milestone Automation Tools in CRM
- Setting up Milestones
- Creating Actions
- Pre-built Milestones and Actions
- New Lead
- Contacted and Pre-qualified
- Contacted and Left Voicemail
- Contacted and Rescheduled
- Contacted and Not Interested
- Contacted and No Reply
- Sending Emails and Text Messages
- Email Templates
- Text Message Templates
- Adding Drip Campaigns
- Adding Custom Milestones
- Creating Templates for Actions
- Creating SMS Templates
- Creating MMS Templates
- Editing and Deleting Milestones and Actions
- Troubleshooting and FAQs
- Conclusion
Milestone Automation Tools in CRM
In this article, we will explore the milestone automation tools that are pre-built into the CRM system. These tools are designed to keep everyone involved in the transaction updated at all points and ensure that every major milestone is tracked. By utilizing these tools, You can streamline your workflow and improve communication with clients and other stakeholders.
Setting up Milestones
To begin using the milestone automation tools, navigate to the settings tab in the CRM interface. From there, access the milestones subtab within the settings page. In this section, you will find all the pre-built milestones that are already available for use. These milestones cover various stages of the transaction process, allowing you to track progress effectively.
Creating Actions
Each milestone is associated with specific actions that can be triggered when the milestone is reached. These actions can include sending emails, text messages, video messages, or even initiating a drip campaign. By setting up these actions, you can automate communication and ensure that the necessary steps are taken at the right time.
Pre-built Milestones and Actions
The CRM comes pre-loaded with a set of default milestones and actions. Let's explore some of the key milestones and the actions associated with them:
1. New Lead
When a new lead is added to the CRM, it is assigned the status of "new lead." This milestone marks the initial stage of the client's Journey. You can customize the actions triggered by this milestone, such as sending a welcome email or setting up an introductory call.
2. Contacted and Pre-qualified
This milestone is reached when you have successfully contacted a lead and determined their pre-qualification status. Upon reaching this milestone, an automated action can be triggered, such as sending an email to the borrower and co-borrower requesting necessary documents for the loan application.
3. Contacted and Left Voicemail
If you are unable to reach a lead directly and have to leave a voicemail, this milestone is recorded. The associated action may involve sending a follow-up email or scheduling a callback.
4. Contacted and Rescheduled
Sometimes, a lead may request to reschedule a meeting or call. When this milestone is reached, you can set up an action to send a rescheduling confirmation email or update the meeting details.
5. Contacted and Not Interested
If a lead expresses disinterest in pursuing the transaction further, this milestone is triggered. You can automate an action to update the lead's status accordingly and send a follow-up email to express gratitude for their time.
6. Contacted and No Reply
When a lead does not respond to your outreach attempts, the milestone of "contacted and no reply" is recorded. It is essential to follow up with these leads, and an action can be automated to send a reminder email or text message.
Sending Emails and Text Messages
The CRM provides built-in templates for both emails and text messages. These templates can be customized to match your branding and communication style.
Email Templates
When setting up actions for milestones, you can choose from a range of pre-built email templates. These templates typically include Relevant information for each milestone, such as document requirements, loan pre-approval details, or updates on the progress of the transaction.
Text Message Templates
In addition to email templates, the CRM also offers pre-built text message templates. These templates are useful for quick, concise communication with clients, realtors, or other stakeholders. You can personalize these templates by including merge fields for lead names, realtor names, or any other relevant information.
Adding Drip Campaigns
Drip campaigns are automated sequences of emails or text messages sent at predefined intervals. They are an effective way to nurture leads and maintain regular communication throughout the transaction process. The CRM allows you to add drip campaigns as actions for specific milestones.
Adding Custom Milestones
While the CRM comes with pre-built milestones, you also have the option to add custom milestones to suit your specific workflow. By adding custom milestones, you can track additional stages or events that are unique to your business processes.
To add a custom milestone, navigate to the milestone settings and click on the option to Create a new milestone. Give it an appropriate name, select the desired actions, and save the milestone.
Creating Templates for Actions
To ensure consistent and efficient communication, it is essential to create templates for actions. These templates serve as the foundation for the emails, text messages, or videos sent during various milestones.
Creating SMS Templates
To create an SMS template, go to the SMS template section and click on the option to add a new template. Give it a name and enter the content of the message, utilizing merge fields to personalize the template. Label the template accordingly to easily identify its purpose.
Creating MMS Templates
Creating MMS templates requires an additional step due to the inclusion of video messages. In the MMS template section, click on the option to add a new template and provide a name. Enter the text message content and upload the desired video file from the CRM's media files. Save the template for future use.
Editing and Deleting Milestones and Actions
If you need to make changes to existing milestones or actions, the CRM provides a simple editing process. Access the milestone settings, choose the milestone or action you wish to edit, and click on the edit button. Make the necessary modifications and save the changes. If you want to remove a milestone or action, use the delete option provided.
Troubleshooting and FAQs
To troubleshoot any issues or concerns related to the milestone automation tools, reach out to the CRM's customer support team. They are dedicated to assisting users and resolving any difficulties faced during implementation. For frequently asked questions, refer to the CRM's knowledge base or support documentation.
Conclusion
The milestone automation tools integrated into the CRM system offer significant benefits to streamline your workflow and improve communication with clients. By leveraging these tools effectively, you can automate actions, send Timely updates, and ensure a smooth transaction process. Take full AdVantage of the pre-built milestones, templates, and customization options to tailor the CRM to your specific needs and enhance your overall efficiency.