Getting Started Best Practices: Part 2

Build Guide

June 6, 2026

This is a follow-along build guide for the Getting Started Best Practices Part 2 video. Every name, description, filter, and column config is ready to copy and paste. Nothing to type from scratch.

Use this guide in two ways:

  • Watch the video and follow along step by step

  • Use the guide on your own and build at your own pace

Everything below matches the Sure Send DEMO account shown in the video. Adjust names, filters, and columns to fit your team.

Before You Start

Make sure the following are set up in your account before you begin (covered in Part 1):

  • Stages configured

  • Ponds created

  • Custom fields created (Contact Type, Prospect Motivation, Disposition, Birthday, Home Anniversary)

  • CSV spreadsheet ready and formatted

1. Mission Control: The Two Halves

Your database has two halves:

  • Active Pipeline. The people you are working right now. Leads, qualified prospects, active clients, deals. This is where your daily attention goes.

  • Storage. The people who are accounted for but not in active play. Past clients and sphere, archive, DNC, trash. Set aside, never lost.

The goal: every lead has a known location and a clear next action.

2. The Ways Data Comes In

There are many ways to get data and contacts into Sure Send. For the scope of this build, we are going to cover three of them.

Way 1: CSV Import (Spreadsheet Upload)

The most universal method. Export your database to a spreadsheet, match it to the Sure Send template, and upload.

CSV Import Template: Open the template

⚠️ Before uploading, read through the Instructions tab and the Important Things to Know section inside the template. Formatting matters for dates, phone numbers, tags, and the Assigned To column.

Steps:

  1. Navigate to Settings > Bring In Your Data

  2. Upload your prepared CSV file

  3. Map columns to Sure Send fields

  4. Confirm the stage names match your account exactly

  5. Start the import and let it run in the background

Tip: Start your CSV upload first. Larger files take a few minutes to process. Kick it off, then move on to the next section while it runs.

Two rules for a clean import:

  • Every contact needs at least an email OR a phone number. No email and no phone means that contact gets skipped.

  • The Stage column must match a stage name in your account exactly. If it does not match, the stage will not apply.

Way 2: Native Integrations

Sure Send connects directly to other platforms and pulls your data in automatically.

Steps:

  1. Navigate to Settings > Integrations

  2. Browse available platforms

  3. Connect and choose a sync mode: one-time import or one-way ongoing sync

In the demo, ez Home Search leads are already flowing in through a native integration. This is what a connected lead source looks like when it is working: leads appear automatically, tagged with their source, assigned to the right person.

Way 3: Connected Lead Sources (Forms)

Forms, websites, portals, and other sources that feed new leads in automatically.

Steps:

  1. Navigate to Tools > Forms (or the forms section in your account)

  2. Open an existing form or create a new one

  3. Submit the form with a test name to watch a lead get created in real time

Tip: A form is the simplest lead source you can build. One form, one link, and every submission flows straight into Sure Send. No developer needed.

3. Lead Source Rules

Once leads are flowing in, rules make sure they get handled immediately.

Two things rules control:

  • Assignment. Who gets this lead? Route to a specific person or distribute across a team.

  • Triggers. What happens automatically the moment a lead arrives? This is where automations kick in. We will come back to automations later in this guide.

Steps:

  1. Navigate to your lead source settings

  2. Set the assignment rule (specific user or round robin)

  3. Attach an automation trigger (we will build one later in this session)

Key message: Speed to lead wins deals. Rules mean you do not have to be at your desk for a new lead to get assigned and start hearing from you.

4. Smart Lists: Organizing Your Database

Smart lists are saved, filtered views of your contacts. Set the filters once, and the list keeps itself current. We organize them into collections.

How to Create a Smart List

  1. Click Smart Lists in the left navigation

  2. Click New Smart List

  3. Enter the name (copy from the blocks below)

  4. Enter the description (copy from the blocks below)

  5. Select the icon (search for the icon described below)

  6. Set the filter(s) as specified

  7. Configure the columns in the order listed

  8. Save the smart list into the correct collection

Collection 1: Active Pipeline

Create a collection called Active Pipeline. Icon: lightning bolt (⚡)

1. New Leads

Name:

New Leads

Description:

INTAKE LIST: Brand new leads that have not been contacted yet. This is your starting point. Every lead enters the pipeline here. Your job is to make first contact and move them forward.

Icon: Person silhouette Filter:

Stage equals Lead

Columns: Full Name, Stage, Assigned To, Email, Phone, Created At, Last Communication, Calls Made, Last Call Made, Emails Sent, Last Email Sent, Texts Sent, Last Text Sent, Total Property Views, Total Events Count, Total Activities

2. Discovery

Name:

Discovery

Description:

ACTIVE OUTREACH LIST: Leads you have attempted to contact or have made initial contact with but have not yet qualified. Your goal is to connect, have a conversation, and determine their timeline and motivation.

Icon: Magnifying glass with person Filter:

Stage equals Attempted Contact + Stage equals Contacted

Columns: Full Name, Stage, Assigned To, Created At, Email, Phone, Last Communication, Calls Made, Last Call Made, Emails Sent, Last Email Sent, Texts Sent, Last Text Sent

3. My A's

Name:

My A's

Description:

DAILY PROSPECTING LIST: Your hottest prospects. Motivated and ready to transact within 0 to 3 months. These are your highest priority. Daily follow-up required. Do not let these go cold.

Icon: Star Filter:

Stage equals Qualified A

Columns: Full Name, Stage, Timeframe, Contact Type, Prospect Motivation, Last Communication, Assigned To

4. My B's

Name:

My B's

Description:

DAILY PROSPECTING LIST: Warm prospects with 3 to 6 month timeline. Qualified motivation confirmed. Less urgent than A's but still require consistent nurturing to stay top of mind.

Icon: Clock / timer Filter:

Stage equals Qualified B

Columns: Full Name, Stage, Timeframe, Contact Type, Prospect Motivation, Last Communication, Assigned To

5. My C's

Name:

My C's

Description:

WEEKLY PROSPECTING LIST: Longer timeline prospects, 6 to 12 months out. Motivation confirmed but not urgent. Check in weekly to maintain the relationship and catch any timeline shifts.

Icon: Flag or bookmark Filter:

Stage equals Qualified C

Columns: Full Name, Stage, Timeframe, Contact Type, Prospect Motivation, Last Communication, Assigned To

6. My D's

Name:

My D's

Description:

MONTHLY CHECK-IN LIST: 12 plus months out or timeline is uncertain. Keep the relationship warm with periodic touchpoints. These leads may accelerate at any time.

Icon: Bookmark or tag Filter:

Stage equals Qualified D

Columns: Full Name, Stage, Timeframe, Contact Type, Prospect Motivation, Last Communication, Assigned To

7. Nurture

Name:

Nurture

Description:

LONG-TERM DRIP LIST: Leads that are not ready to transact but have not gone cold. They need ongoing value and periodic check-ins to stay engaged. Automations do the heavy lifting here.

Icon: Plant or teacup Filter:

Stage equals Nurture

Columns: Full Name, Stage, Disposition, Contact Type, Last Communication, Assigned To

8. Active Clients

Name:

Active Clients

Description:

CLIENT MANAGEMENT LIST: People you are actively working with right now. They have committed and you are delivering service. Track tasks, communication, and next steps here.

Icon: Arrow or checkmark Filter:

Stage equals Active Client

Columns: Full Name, Stage, Status, Contact Type, Next Task Date, Last Communication, Assigned To

9. Deals

Name:

Deals

Description:

TRANSACTION TRACKER: Leads that are under contract. Monitor deal progress, upcoming tasks, and deadlines. This is your closing pipeline.

Icon: House or building Filter:

Stage equals Under Contract + Stage equals Closed

Columns: Full Name, Stage, Status, Next Task Date, Overdue Tasks, Last Communication, Assigned To

Collection 2: Cold Storage

Create a collection called Cold Storage. Icon: ice cube or snowflake (🧊)

10. Do Not Call

Name:

Do Not Call

Description:

COMPLIANCE LIST: Contacts who have requested not to be called. Respect the request. These records are retained for compliance and reference but should not receive outbound calls.

Icon: Phone with slash Filter:

Disposition equals Do Not Contact

Columns: Full Name, Stage, Disposition, Email, Phone, Created At, Last Activity Date, Days Since Last Activity, Assigned To

11. Archive

Name:

Archive

Description:

COLD STORAGE: Contacts who did not qualify or are no longer active in the pipeline. Not deleted, just set aside. Review periodically for reactivation opportunities.

Icon: Folder or box Filter:

Stage equals Not Qualified

Columns: Full Name, Stage, Disposition, Source, Created At, Last Communication, Email, Phone

Note for single agents: If you are a solo agent, consider creating an additional stage called "Archive" and using that as the filter instead. For solo operators, a dedicated Archive stage gives you a cleaner separation.

12. Trash

Name:

Trash

Description:

END OF THE LINE: Bad data, duplicate records, or contacts the team has decided to discard. These are not deleted from the system but are removed from all active views.

Icon: Trash can Filter:

Stage equals Trash

Columns: Full Name, Stage, Disposition, Created At, Last Communication, Email, Phone, Assigned To

Collection 3: Relationships

Create a collection called Relationships. Icon: handshake or sparkle (🤝)

13. SOI / Past Client

Name:

SOI / Past Client

Description:

YOUR GOLD MINE: People who have closed with you or are in your sphere of influence. These are the relationships that generate referrals and repeat business. Nurture them intentionally. Never let them forget you exist.

Icon: Person with heart or star Filter:

Stage equals SOI / Past Client

Columns: Full Name, Stage, Last Communication, Home Anniversary, Birthday, Address, Email, Phone, Assigned To

14. Birthday

Name:

Birthday

Description:

RELATIONSHIP TOUCHPOINT: Contacts with upcoming birthdays. A personal birthday message goes a long way. Use this list to stay intentional about the small gestures that keep relationships strong.

Icon: Gift or cake Filter:

Custom field Birthday is not empty

Advanced filter (optional): Add a second filter for Birthday coming up in less than 30 days to focus on upcoming birthdays only.

Columns: Full Name, Stage, Birthday, Email, Phone, Last Communication, Assigned To

15. Home Anniversary

Name:

Home Anniversary

Description:

RELATIONSHIP TOUCHPOINT: Contacts with upcoming home purchase anniversaries. Celebrate the milestone with a personal message. This is one of the highest-impact, lowest-effort touchpoints in real estate.

Icon: House Filter:

Custom field Home Anniversary is not empty

Advanced filter (optional): Add a second filter for Home Anniversary coming up in less than 30 days to focus on upcoming anniversaries only.

Columns: Full Name, Stage, Home Anniversary, Email, Phone, Last Communication, Assigned To

5. Build an Automation With a Prompt

This ties the whole series together. Our first workshop was about automations. The second was about AI email templates. Now we combine both.

How to Build It

  1. Open a conversation with an AI assistant that has the Sure Send CRM connector enabled

  2. Copy the entire prompt below

  3. Paste it into the chat and send

  4. The AI builds the automation as a draft in your account

  5. Open the automation, verify the condition rules, and activate

The Prompt

Build a Sure Send automation: New Lead Smart Nurture (AI Build)

I have the Sure Send CRM MCP connected. Build a draft automation in my account using these exact specifications.

PRE-WORK
========
Before calling create_automation, call get_automation_config_options to confirm available trigger types, action types, stages, and the rules block. Use the team's actual stage UUID for "Lead" if needed.

Also check if a tag named "Web Lead" exists on the account. If it does not, create it before proceeding.

AUTOMATION SETTINGS
===================
- Name: "New Lead Smart Nurture (AI Build)"
- Description: "When a new web lead comes in, run them through a smart nurture sequence with three checkpoints. If they progress beyond the Lead stage at any checkpoint, the automation stops automatically."
- Trigger type: tag_added
- Trigger conditions: tag name "Web Lead"
- Re-enrollment policy: after_completion
- Sharing level: private
- Target type: person

NODE LIST (in order)
====================
1. Trigger: tag_added (Web Lead)
2. Action: send_email (welcome message)
3. Action: send_sms (follow-up text)
4. Delay: 2 days
5. Condition: stage equals Lead (label: "Still in Lead stage")
6. Action: send_email (market insights)
7. Delay: 3 days
8. Condition: stage equals Lead (label: "Still in Lead stage")
9. Action: send_email (case study)
10. Delay: 5 days
11. Condition: stage equals Lead (label: "Still in Lead stage")
12. Action: create_task (cold call follow-up, medium priority)

CONDITION RULES (all three use this same config)
=================================================
- Label: "Still in Lead stage"
- Logic: AND
- Rules: field "stage", operator "equals", value "Lead"

AFTER THE BUILD
===============
1. Confirm the build succeeded and return the automation ID and edit URL
2. Note this is a draft. User will verify Condition rules and activate manually.

After the Build Completes

  1. Open the automation at the link your AI returns

  2. Verify each Condition node has the rule: Stage equals Lead

  3. Verify the trigger is set to Tag Added: Web Lead

  4. Activate the automation

  5. Smoke test with a blank contact

6. What's Next

Part 3: The team member experience. Coming into a system that is already built for your team and personalizing your own view, your win the day, your smart lists, your daily workflow.

Resources