Creating and Managing Contact Groups

Creating and Managing Contact Groups

Contact groups help you organize your contacts for targeted outreach and easier management. Create groups based on any criteria.

Creating a Group

On Desktop:

1. Go to Contacts
2. Click Groups in the sidebar
3. Click + New Group
4. Enter group name and description
5. Save

On Mobile:

1. Open Contacts
2. Tap the groups icon
3. Tap + to create
4. Name your group
5. Save

Adding Contacts to Groups

Individual Addition:

1. Open contact profile
2. Click Add to Group
3. Select groups
4. Save

Bulk Addition:

1. Select multiple contacts (checkboxes)
2. Click Add to Group
3. Choose target group(s)
4. Confirm

While Creating Contact:

• Groups field available in create form
• Select one or more groups
• Contact added on save

Smart Groups

Create dynamic groups based on rules:

1. Click + New Smart Group
2. Define filter criteria:
   • Tags contain "buyer"
   • Last contact > 30 days
   • Location = "New York"
3. Save rules
4. Contacts auto-update based on criteria

Common Group Strategies

By Status:

• Active Clients
• Past Clients
• Prospects
• Cold Leads

By Type:

• Buyers
• Sellers
• Investors
• Renters

By Location:

• Downtown
• Suburbs
• Out of State

By Source:

• Website Leads
• Referrals
• Open House
• Social Media

Group Actions

Send to Group:

• Email all members
• Send chat message
• Export group list

Manage Members:

• Add/remove contacts
• View member list
• See group statistics

Removing from Groups

Single Contact:

1. Open contact
2. Click X next to group name
3. Confirm removal

Multiple Contacts:

1. View group members
2. Select contacts to remove
3. Click Remove from Group
4. Confirm

Best Practices

1. Clear naming: "2024 Buyers" not "Group 1"
2. Limit overlap: One contact shouldn't be in 10 groups
3. Use smart groups: For dynamic criteria
4. Review regularly: Clean up outdated groups
5. Document purpose: Add descriptions to groups