# 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](https://docs.google.com/spreadsheets/d/175xEOfPZiqU82r_fYtEYYdKIsCLmOGyw/copy?gid=109133476#gid=109133476) > ⚠️ 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 * **Help Center:** * **CSV Import Template:** [Open the template](https://docs.google.com/spreadsheets/d/175xEOfPZiqU82r_fYtEYYdKIsCLmOGyw/copy?gid=109133476#gid=109133476) * **Part 1 Handout:** Getting Started Best Practices Part 1 (Account Setup) * **Web Lead Smart Nurture Build Guide:** Full automation walkthrough with AI prompt