How Do I Setup Auto Responders?

Auto responder: a program that automatically generates a set response to all messages sent to a particular e-mail address.  Its is a good business practice for real estate agents to set up auto responder emails for those whom have recently signed up on their site for buying or selling information.

The auto responder email will go out right away and you even have the ability to create a follow up task for this new contact as well; from the auto responder screen.

NOTE: Before you start to setup an auto responder, please make sure you have the email template created. To learn how to create an email template click here.

NOTE 2: Be very careful when you are creating auto responders, as once it is created it cannot be deleted, only paused.

Step 1. Log in to your crm system

Step 1. Log in to your crm system

Step 2: Click on Emails and then Auto Responders from the CRM menu

Step 2: Click on Emails and then Auto Responders from the CRM menu

Step 3. Create New Auto Responder

To create the new auto responder, click on the New Auto Responder button on the right hand side of the page.

Step 3. Create New Auto Responder

Step 4. Setup The New Auto Responder

In this example, an auto responder is going to be setup for leads who have registered by viewing listings on the site.

Step 4. Setup The New Auto Responder

Select Lead Type

First thing you need to do when setting up an auto responder, is selecting which lead type should be receiving this email.  Please select the appropriate lead type.  In this example the lead type of OTHER will be selected.

NOTE: If you are unsure of which lead type the default system has for the website registrations, please click here.

Select Lead Type

Select the Source

After selecting the lead type you will have to select the appropriate source (website page) the lead came from.  In this example, the source of the domain will be used.

NOTE: If you are unsure of which source the default system has for the website registrations, please click here.

Select the Source

Select Which Email Template to Send

Now you must select which email template is going to be sent out.  If you have recently created a new email template, the name of the template will be near the bottom of the list.  In this example we will use the Buying Lead - First Email Got Your Request template.

Select Which Email Template to Send

Step 5. Create an Automatic Task (optional step)

After you have selected the lead type, source and email template; you now have the ability to setup / create an automatic task.  To create an automatic task, check off the Create Automatic Task box.

Step 5. Create an Automatic Task (optional step)

Setup the Automatic Task

If you choose to have a follow up task created, you will have the ability to add in a Task Name / Subject.  The default subject is Check, but this can be changed to anything.  In this example, the subject will be switched to Initial Other Lead Call

Setup the Automatic Task

Next you need to set when the automatic task gets created, the default setting is 1 minute after the auto responder email is sent out.  You can change the numeric value and the time format to suit your needs.  In this example the creation of the task will be 5 minutes.

Step 6. Save

When you are finished setting up the follow up task, click on either Save button.

Step 6. Save

Step 7. Activate the Auto Responder

Once the auto responder has been saved, the status of the auto responder will be set to PAUSED.  Click on the Activate button to make the auto responder active.

Step 7. Activate the Auto Responder

You are all done.  Your auto responder is now setup and active!

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