Follow Up Boss
Smart Lists & Best Practices

We created and organized a set of Smart Lists to make Follow Up Boss easier to navigate and more useful for your business.

These tools are designed to help you:

This guide is not intended to prescribe one exact daily routine for every agent. Some agents may check certain lists frequently, while others may use them during scheduled prospecting blocks, pipeline reviews or accountability meetings.

Smart Lists are dynamic views of the contacts in Follow Up Boss. They are not permanent folders. A person may appear on a list because they currently meet certain criteria, and then disappear once:

Smart Lists can help answer questions such as

• Which newer leads may need attention?
• Which active opportunities do not have a clear next step?
• Which relationships may be due for follow-up?
• Which pond leads may not have received complete outreach?
• Who is currently in each stage of my pipeline?

Collection	What it covers	Lists inside it
1. Daily Priority	Current clients, newer opportunities and active leads that may need additional structure or attention.	Active & Pending · My New Leads – Needs Contact · New Pond Leads – Still Claimable · Next Task?
2. Fishing Hole	Proactive prospecting, re-engagement and additional outreach opportunities.	Go Fish – No Communications Ever · Go Fish 2 – Only One Call Attempt · Go Fish 3 – Try Texting? · Active Leads – Website Interactions
3. Follow-Up by Timeline	Contacts who have passed the recommended communication window for their current stage.	Hot · Warm · Room Temp · Nurture · Past Client / Sphere of Influence (PC/SOI)
4. Full Pipeline Reference	Every contact currently assigned to a stage, regardless of when they were last contacted.	Hot – No Filter · Warm – No Filter · Room Temp – No Filter · Nurture – No Filter · PC/SOI – No Filter

Simple habits that make every Smart List more useful.

Keep Stages Accurate

A contact's stage should reflect their actual timeline and relationship to your business. Do not leave someone in Hot simply because you hope they will transact soon. Accurate stages make the Smart Lists more useful and give you a clearer picture of your pipeline. As circumstances change, move contacts between Hot, Warm, Room Temp and Nurture accordingly.

Use Meaningful Notes

After an important conversation, record useful details such as:

Someone reviewing the contact record should be able to understand the relationship without starting over.

Create Intentional Tasks

Tasks should represent a real next action. Avoid creating a task simply to remove someone from a Smart List. The task should reflect when and why the next follow-up should happen.

Review the Tasks Tab Regularly

The Tasks tab shows the follow-up commitments you have already created. Use it to review overdue tasks, tasks due today, and upcoming tasks. When completing a task, consider whether the contact's notes, stage or next follow-up also need to be updated. A helpful goal is to keep overdue and current tasks manageable so the list continues to reflect real commitments rather than outdated reminders.

Use More Than One Communication Channel

A single unanswered phone call is rarely a complete follow-up strategy. When appropriate, use a combination of:

Use the Collections in a Way That Supports Your Business

• Reviewing Daily Priority before beginning a follow-up block
• Working the Fishing Hole during prospecting time
• Looking at Hot and Warm leads while planning the week
• Reviewing Nurture and PC/SOI before sending resources or event invitations
• Using the No Filter lists to quickly see where your pipeline stands
• Reviewing the Tasks tab to make sure existing commitments are completed

Actual communication includes

• A live phone conversation
• A text-message reply
• An email reply
• Another documented two-way interaction

Agents may contact leads while they remain in the pond. Making a contact attempt does not create ownership of the lead. Once actual communication has been established:

1. Claim the lead.
2. Add useful notes.
3. Update the stage.
4. Create the next appropriate task.

Current business, newer opportunities and active leads without a clear next step.

A complete view of your active buyers, active sellers and pending clients.

How to use it

Quickly review current business and look for:

Newer leads assigned directly to you that may still need continued outreach and qualification.

How to use it

• Review the original inquiry and lead source.
• Call promptly.
• Send a text when appropriate.
• Use email as an additional contact method.
• Add notes after meaningful communication.
• Update the stage based on the person's timeline.
• Create the next task.

Because these leads are assigned to you, you are responsible for continuing the follow-up process until the opportunity has been properly qualified or moved into the correct stage.

Fresh leads that remain available in the pond and have not received recent call or text activity.

How to use it

1. Review the original inquiry, source and communication history.
2. Attempt contact by phone, text or email.
3. Leave the lead in the pond if the person does not respond.
4. Continue appropriate outreach while the lead remains available.
5. Claim the lead only after actual communication occurs.
6. Add detailed notes after connecting.
7. Update the stage and create the next task.

Active leads outside Nurture and PC/SOI who have not received communication within the last day and do not have a future follow-up task.

How to use it

This list is a safety net for active opportunities that may not have a clear next step. For each contact, make an intentional decision:

• Complete the appropriate outreach and create the next task.
• Create a task based on a clearly documented timeline.
• Move the contact into the correct stage.
• Update the record if continued follow-up is no longer appropriate.

The goal is not simply to remove people from the list. The goal is to make sure each meaningful opportunity has a clear plan.

Prospecting and re-engagement opportunities that may deserve another look.

Use these lists when you have time for proactive outreach and want to explore leads that may not have received complete follow-up.

Recommended Order

1. Go Fish – No Communications Ever
2. Go Fish 2 – Only One Call Attempt
3. Go Fish 3 – Try Texting?
4. Active Leads – Website Interactions

Before Working a Fishing Hole Lead

Review the original source, original inquiry, notes, current stage, and communication history — including previous calls, texts, and emails. If the person does not respond, the lead remains in the pond and available under Jade's normal lead rules.

Pond leads created within the last year with no recorded call, text or email activity.

How to use it

• Review the original inquiry.
• Call the lead.
• Send a clear text.
• Use email when appropriate.
• Leave the lead in the pond until direct communication occurs.
• Claim the lead only after the person responds or connects with you.
• Add notes, update the stage and create the next task after communication.

These contacts appear to have received no outreach and may still represent viable opportunities.

Pond leads created within the last year that appear to have received only one phone call.

How to use it

• Review the previous call attempt.
• Make another call at an appropriate time.
• Send a text.
• Consider sending an email.
• Give the person enough context to understand who you are.
• Leave the lead in the pond unless actual communication occurs.

One unanswered phone call is not a complete follow-up strategy. Only claim the lead after the person responds or you establish a live conversation.

Pond leads created within the last year that received calls but were never sent a text message.

How to use it

• Review the original inquiry and previous call attempts.
• Send a short, clear text.
• Try another communication channel or time when appropriate.
• Leave the lead in the pond if there is no response.
• Claim the lead only after the client replies or another direct conversation occurs.

Many people ignore unfamiliar phone numbers but will respond to a message that clearly explains who is contacting them and why.

Leads who have recently shown renewed activity or interest through the Jade website.

How to use it

1. Review the contact's notes and previous communication.
2. Review any available website activity.
3. Reach out naturally.
4. Confirm whether their plans or timeline have changed.
5. Update the stage when appropriate.
6. Create the next task.

If the contact is already assigned to you, continue working the lead normally. If the contact remains in the pond, the Jade Pond Rule still applies — attempt contact while leaving the lead in the pond, and claim it only after actual two-way communication occurs.

Good Fishing Hole Follow-Up Includes

• Reviewing the lead before making contact
• Using more than one communication channel when appropriate
• Leaving pond leads available until actual communication occurs
• Claiming a pond lead only after a documented response or conversation
• Adding notes immediately after connecting
• Updating the stage based on the person's real timeline
• Creating the next appropriate task

The closer the person's likely transaction timeline, the more frequent and specific the outreach should generally be.

Contacts who have passed the recommended communication window for their current stage.

Stage Accuracy Matters

Move contacts between Hot, Warm, Room Temp and Nurture as their plans change. The stages should help answer: How soon might this person transact? How frequently should I communicate? What type of follow-up is appropriate? What should happen next?

Stage	Typical Timeline	Appears After	Best Use
Hot	1–3 months	10 days	Concrete next steps
Warm	3–6 months	21 days	Useful updates and timing
Room Temp	6–12 months	45 days	Low-pressure relationship building
Nurture	No clear timeline	90 days	Long-term relevance
PC/SOI	Relationship-based	90 days	Personal connection

Reach out with a concrete next step, such as confirming lender progress, scheduling a buyer consultation, discussing listing preparation, reviewing upcoming showings, sharing relevant inventory, discussing timing or decision-making, or scheduling an appointment. Create the next task and adjust the stage if the timeline has changed. Avoid generic "just checking in" messages when a more specific reason to connect is available.

Reconnect with a useful reason, such as a relevant property, market information, a meaningful rate or inventory change, a preparation recommendation, a local update, or a direct question about timing. Update the notes, create the next task, and move the person to Hot if their timeline has accelerated.

Keep the outreach personal and low-pressure. Use the conversation to confirm whether the timeline has changed, learn more about motivation, provide something useful, update incomplete notes, and create the next follow-up task. Move the person to Warm or Hot when their plans become more immediate.

Reconnect through a relevant local update, market information, a homeowner resource, a Jade event invitation, a personal message, or a question about whether their plans have changed. Nurture should not become a storage area for contacts whose stage is unclear. Even long-term contacts should have useful notes and an intentional follow-up plan.

Past clients and people within your immediate personal or professional sphere who have passed the recommended communication window. Use personal, relationship-based outreach, such as home-anniversary messages, invitations to Jade events, seasonal homeowner resources, life-event check-ins, property-value conversations, and genuine personal outreach.

A quick way to see where things stand and find clients in the pipeline.

The No Filter lists show everyone currently assigned to each stage:

These lists give you a quick view of where your pipeline stands and make it easy to find clients or leads within a specific stage. Use them when you want to:

• See everyone currently in a stage
• Check the overall makeup of your pipeline
• Quickly locate a client or lead
• Review who is currently Hot, Warm, Room Temp, Nurture or PC/SOI

Filtered Timeline List	No Filter List
Shows contacts who have passed the recommended communication window for their stage. Use it to identify people who may be due for follow-up. Example: "Hot" shows Hot leads who have passed the communication window.	Shows every contact currently assigned to that stage, regardless of when they were last contacted. Use it to check where things stand and quickly find someone in your pipeline. Example: "Hot – No Filter" shows every Hot lead currently in your pipeline.

There is no single required routine. These are examples of how the collections may support your business.

Daily Priority

Use when you want to review current clients, assigned new leads, fresh pond opportunities, and active leads without a future task.

Fishing Hole

Use during prospecting time when you want to explore older pond opportunities, try an additional communication channel, reconnect with leads showing renewed website activity, and find business that may have been overlooked.

Follow-Up by Timeline

Use when you want to review a particular stage, plan your follow-up time, find relationships that may need renewed attention, and update timelines as client plans change.

Full Pipeline Reference

Use when you want to quickly see where your pipeline stands, find someone in a particular stage, and review the overall makeup of your database.

Tasks Tab

Use when you want to complete overdue commitments, review what is due today, prepare for upcoming follow-up, and make sure existing promises and next steps are not missed.

A simple process for turning the list into useful action.

1. Review the Record

Look at the source, original inquiry, notes, communication history, current stage, and existing tasks.

2. Take the Appropriate Action

This may include calling, texting, emailing, sending information, completing a promised client task, scheduling an appointment, or updating a transaction.

3. Add Meaningful Notes

Document what happened, what you learned, the person's timeline, any concerns or obstacles, and the agreed-upon next step.

4. Update the Stage

Move the contact when their situation or timeline changes.

5. Create the Next Task

Make sure the relationship continues intentionally.

Regardless of how often you use the lists, every meaningful opportunity should ideally have:

• The correct stage
• Useful and current notes
• A clear next step
• An appropriate future task

Every pond lead should remain available until an agent has established actual two-way communication.

Final Reminder

Follow Up Boss is most useful when the information inside it is accurate and intentional. The Smart Lists are there to help you organize your business, find opportunities and understand your pipeline. They work best when stages, notes and tasks are kept current.