Recommended Ylopo Smart Lists

Smart Lists help you prioritize your daily activities by automatically filtering your leads based on engagement, timing, and behavior. The smart lists outlined below represent a research-backed framework that many successful teams use to organize their lead follow-up.

Important Note: These recommended smart lists are not prescriptive or required. They represent patterns we've observed among high-performing users, but you know yourself best and you are welcome to adapt them to fit your specific workflow, team structure and business needs.

Lead Stages

Before diving into smart lists, it's helpful to understand our lead stage framework. These simple definitions provide structure for organizing leads by timeline and help explain why the smart lists are the way they are.

• Lead - Unconverted opportunities
• Hot - Now opportunities (timeline typically 0-3 months)
• Warm - Soon opportunities (timeline typically 3-6 months)
• Cold - Later opportunities (timeline typically 6+ months)
• Active Client - Showing homes/Listings soon/Pendings
• Closed/Past Clients - Past clients
• Contact - Leads you'd otherwise trash, or contacts with no current real estate needs

Note: Like the smart lists below, these stage definitions are recommended based on what works well for many users. Adapt them to fit your workflow and terminology.

The Five Core Smart Lists

1️⃣ New → New leads that need immediate attention. This list catches leads while their interest is still hot, but excludes those you've already contacted and imported leads that may not actually be new.

Filters:

• Created: Less than 10 days ago
• Last Communication: More than 12 hours ago
• Stage includes: Lead
• Tags exclude: Import

2️⃣ Important → Leads who are showing strong intent or signals by engaging with your site, listing alerts or seller alerts. This also includes Direct Connect leads who agreed to be called within an hour of registration.

Filters:

• Tags include: YPRIORITY, HANDRAISER, CALL_NOW=YES, Y_SELLER_REPORT_VIEWED
• Last Communication: More than 1 day ago
• Stage includes: Lead

3️⃣ AI Priority → Leads actively engaging with AI Text and AI Voice (AI²), showing interest and readiness for agent contact.

Filters:

• Tags include: Y_AI_PRIORITY
• Last Communication: More than 1 day ago
• Stage includes: Lead

4️⃣ Recently Active → Site visitors who haven't received recent communication. They're showing ongoing interest so this smart list helps ensure they don't fall through the cracks.

Filters:

• Last Communication: More than 7 days ago
• Last Visit: Less than 7 days ago

5️⃣ Nurture Priority → Leads in other nurture stages who become active again.

Filters:

• Last Communication: More than 1 day ago
• Stage includes: Hot, Warm, Cold (and other nurture stages like "Past Client" or "Sphere")
• Tags include: YPRIORITY, HANDRAISER, Y_AI_PRIORITY, Y_SELLER_REPORT_VIEWED

Implementation Options

For Follow Up Boss users:

The easiest way to implement these smart lists is through FUB's Best Practices List.

1. In FUB, navigate to People > Manage Lists
2. Click Best Practice Lists
3. Look for the Ylopo recommended smart lists
4. Copy them to your account with one click
5. Modify the filters as needed for your specific workflow

For Other CRM users:

While these exact filters may not translate perfectly to other CRMs, the core concepts remain valuable:

• Prioritize recent leads (1️⃣ New)
• Focus on high-engagement signals (2️⃣ Important and 3️⃣ AI Priority)
• Monitor website activity (4️⃣ Recently Active)
• Watch for re-engagement in nurture leads (5️⃣ Nurture Priority)

Remember: These smart lists are tools to help organize your workflow, not rigid rules. The best system is the one you'll actually use consistently. Start simple, measure results and refine over time.