Custom Fields Overview ⚙️ 🛠️

Creating and Managing Custom Fields in CRM

Objective

This SOP outlines the steps to create and manage custom fields in the CRM system, ensuring all necessary contact information is accurately recorded and maintained.

Key Steps

1. Accessing Custom Fields 0:33

• Navigate to Settings in the CRM.
• Click on Custom Values to view existing custom fields.

2. Understanding Field Types 0:41

• Familiarize yourself with the different types of fields:
  • Standard: Default fields that cannot be changed or removed.
  • Numerical: For numerical data.
  • Single Option: Dropdown selections.
  • Multiple Option: Allows multiple selections.
  • Text: Single line text input.
  • Large Text: Multi-line text input.

3. Essential Contact Fields 1:33

• Ensure the following fields are filled out for each contact:
  • First Name
  • Last Name
  • Phone (at least one of phone or email is required)
  • Email
  • Lead Source (should be filled automatically)
  • Call Count (tracks outbound calls)
  • Quality (set to pending by default, change to qualified or disqualified as needed)
  • Campaign (auto-filled)
  • Skip Tracing (select if needed for internal processing).

4. General Information Fields 3:06

• Fill in the following general information:
  • 3D Address
  • City
  • State
  • Postal Code
  • Apartment Number (if applicable)
  • County
  • Parcel ID
  • Zillow Link or Systemate (if needed).

5. Using the Calculator 3:31

• Input necessary data into the calculator section:
  • Enter the Proposed Dispo Price.
  • Click Calculate to determine potential profit.
  • Use Reset to clear inputs for new calculations.

6. Making an Offer 4:00

• In the Make an Offer section, provide:
  • Asking Price
  • ARV (After Repair Value)
  • Comps (comparative market analysis)
  • Estimated Cost of Repairs
  • Offer Type (select multiple options if necessary).

7. Tracking Offers 5:04

• Record details of each offer made:
  • Current Offer Amount with date.
  • Previous offer amounts and types for reference.

8. Managing Lead Information 6:13

• Ensure the following roles are populated:
  • Lead Agent
  • Acquisition Lead
  • Follow-Up Specialist
  • Dispo Manager
  • Transaction Coordinator (TC).

9. Additional Information 7:08

• Fill in any additional fields as necessary:
  • Creation Date
  • First Contact Date
  • Qualification Date
  • Current Stage
  • Mailing Address
  • Next Contact Date.

10. Handling Excess Fields 8:38

• If certain fields are not used, request their removal through the appropriate channels to avoid clutter.

Cautionary Notes

• Do not remove any fields yourself without prior approval, as this may disrupt system functionality.
• Always ensure that at least one contact method (phone or email) is provided for each contact.

Tips for Efficiency

• Regularly review and update contact information to maintain accuracy.
• Utilize the calculator feature to streamline profit calculations.
• Keep track of all offers made to avoid confusion and ensure proper follow-up.

Link to Loom

https://loom.com/share/8bd78720975e45f19388e6bc854160e1

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