AgentRoof CRM

Check your email inbox for a message with the subject "Password Reset" from donotreply@crm.agentroof.com.
If you do not see the email in your inbox, check your spam or junk folder.
Open the email and click the password reset link.
You will be redirected to the password reset page.
Enter your new password.

Password Requirements

Your password must:

Be at least 8 characters long
Include at least one uppercase letter
Include at least one number
Include at least one special character

Click the Submit button.
Once your password has been successfully updated, you will be redirected to the login page.
Log in using your new password.

You have successfully reset your password and can now continue using AgentRoof CRM.

Integration

Integrating Zapier

AgentRoof Provides WebHook to connect your Zaps
Using AgentRoof WebHook you can send data of leads from any application connected to Zapier to AgentRoof CRM
The WebHook Accept the following information
- Name
- Email
- Phone
- Campaign Name
- Adset Name

Find below the instructions to connect your Zaps to AgentRoof CRM

Create new Zap trigger Refer: Set up your Zap trigger
1. Or you can use your existing Zap trigger
Create Action
1. Choose Action type as Webhook By Zapier
2. On the App & Event section
  1. Choose Event as POST
  2. Click Continue
3. In the action section enter the following details
  1. URL
    1. https://crm.agentroof.com/api/facebook-lead-via-zapier
  2. Payload type
    1. Form
  3. Data
    1. In this section add the following data using the '+' button
    2. name
      1. Choose name filed from your trigger
      2. This is a required field
    3. email
      1. Choose email field from your trigger
      2. Either email or phone is required
    4. phone
      1. Choose phone field from your trigger
      2. Either email or phone is required
    5. campaign
      1. You can input any value or choose from your trigger
      2. This is used to identify the source of the lead in CRM
      3. This field is required
    6. adname
      1. This field is optional
      2. It Can be used when you are running facebook add
  4. Wrap Request In Array
    1. Choose ‘No’
  5. Unflatten
    1. Choose ‘Yes’
  6. Headers
    1. Set header name as ‘APPKEY’
    2. Value as
      1. Your CRM KEY
        
        Get the key from our support team
  7. Click Continue
4. Test your step and verify you have received a lead in CRM
5. Publish the Zap

Integration

Integrating Third-party Landing Pages Via API

Overview

AgentRoof CRM provides an API to integrate lead submissions from external websites or landing pages not developed by AgentRoof. This API allows users to send lead details directly to AgentRoof CRM.

Base URL

https://crm.v2.1.agentroof.com/api/add-lead

Request Method

POST: The API accepts POST requests to submit lead information.

Request Headers

The request headers must include the APPKEY, which serves as your CRM authentication key. Contact the AgentRoof support team to obtain your unique APPKEY (CRM Key).

Example Header:

APPKEY: your-crm-appkey-here

Request Body

The request body should be sent as form-data and include the following fields:

Field Name	Type	Required	Description
`name`	string	Yes	The full name of the lead.
`email`	string	Yes	The lead's email address (must be a valid email).
`phone`	string	Yes	The lead's phone number (must be a 10-digit number).
`url`	string	Yes	The URL of the website or landing page from which the form is submitted.
`source`	string	No	The lead source (default: `website`). Can be customized.
`stage`	string	No	The lead's stage (default: `Lead`).
`tag`	string	No	Tags associated with the lead (default: `Buyer lead, Seller lead`).

Example Request Body:

name: John Doe
email: john.doe@example.com
phone: 1234567890
url: <https://example-landingpage.com>
source: Facebook
stage: New Lead
tag: Seller lead

Response

The API will return a JSON response indicating the success or failure of the lead submission.

Successful Response:

{
    "status": "success",
    "message": "Lead added successfully",
    "data": []
}

Error Response:

If the request fails due to missing required fields or validation errors, the API will return a JSON response with details:

{
    "status": "error",
    "message": "The email must be a valid email address.,The phone field is required."
}

Whitelisting IP Address

To ensure the API requests are not blocked by AgentRoof's firewall, you are required to share the IP address from which the requests will be made. Contact AgentRoof support to have your IP address whitelisted.

Important Notes

APPKEY: Always ensure the correct APPKEY is used in the request header.
IP Address Whitelisting: Failure to whitelist your IP address may result in the API request being blocked by AgentRoof's firewall.
Form-Data Submission: Ensure that all required fields are provided in the correct format to avoid validation errors.

For any additional assistance, please contact the AgentRoof support team.

Integration

Integrate Facebook Lead Ads

What is Facebook Lead Ads Integration?

Facebook Lead Ads Integration allows you to connect your Facebook Lead Center directly to AgentRoof CRM.

Once connected, leads submitted through your Facebook Lead Ads are automatically captured and added to AgentRoof CRM, helping you respond to new inquiries more quickly and efficiently.

Access the Integration Page

Navigate to the left-hand menu.
Click Integration.

The Integration page will be displayed.

Connect Facebook Lead Ads

Locate the Facebook Lead Ads integration.
Click Connect Now.

You will be redirected to the Facebook Lead Ads configuration page.

Configure the Integration

Click Connect Facebook.

Import Existing Facebook Leads

If you would like to import leads that already exist in your Facebook Lead Center:

Select Yes.

If you only want to receive new leads going forward:

Select No.
Click Continue.

You will be redirected to the Facebook login page.

Log in to Facebook

Enter your Facebook credentials.
Complete the login process.

After successfully logging in, a list of Facebook Pages associated with your account will be displayed.

Select Facebook Pages

Select the Facebook Page or Pages you want to connect to AgentRoof CRM.
Click Next.

The permissions page will be displayed.

Grant Required Permissions

To allow AgentRoof CRM to automatically receive leads submitted through Facebook Lead Ads:

Review the requested permissions.
Select Yes for all permissions.
Click Done.

Note

The requested permissions are required for AgentRoof CRM to retrieve leads from your Facebook Lead Center automatically.

Complete the Integration

Click OK on the confirmation screen.

Your Facebook Lead Center is now successfully connected to AgentRoof CRM.

Activate Connected Pages

After the connection is completed:

Return to the Facebook Lead Ads configuration page.
Locate the connected Facebook Pages.
Click Activate next to each page you want to receive leads from.

Once activated, leads submitted through those Facebook Lead Ads will automatically be added to AgentRoof CRM.

Manage Connected Pages

At any time, you can:

Add additional Facebook Pages
Remove connected Facebook Pages
Activate or deactivate lead synchronization
Disconnect the Facebook integration entirely

All management options are available from the Facebook Lead Ads configuration page.

Conclusion

You have successfully learned how to connect Facebook Lead Ads to AgentRoof CRM, import existing Facebook leads, activate connected pages, and manage your Facebook Lead Ads integration.

Integration

Integrate Twilio SMS

Email Marketing Guide

Email Warmup & Deliverability Guide

When you create a new email address and start sending bulk emails right away, Gmail, Outlook, and other email providers get suspicious. They have never seen your email address before and don't know if you are a real business or a spammer. This guide helps you build a good sending reputation so your emails land in the inbox.

Note: Building a good email reputation takes 4 to 6 weeks. Don't rush it. The patience you invest in the beginning will pay off with much better results once you scale up.

Part 1 — Warm Up Your Email First

Think of it like a new phone number. If you call 500 strangers on Day 1, everyone blocks you. But if you start with a few trusted contacts and slowly expand, people recognise you as legitimate.

Never send hundreds of emails on your very first day.

Recommended Warmup Schedule

Period	Daily Volume	Who to Send To
Week 1	20 – 50 emails	People who know you — existing clients, colleagues, contacts expecting your email
Week 2	100 – 200 emails	Contacts who are likely to open your emails
Week 3	Up to 500 emails	Only if Week 2 performed well — see healthy metrics below
Week 4	1,000 – 2,000 emails	Broader audience as reputation grows
Week 5+	Scale gradually	Based on performance and list size

What Does a Healthy Warmup Look Like?

Check your AgentRoof CRM dashboard after every send. You want to see:

More than 20% of people opening your emails
Spam complaint rate below 0.1% — less than 1 complaint per 1,000 emails sent
Bounce rate below 2% — very few emails being rejected

If people are marking your emails as spam, slow down and fix your content before sending more.

Part 2 — Start With Plain Text Emails

When your email address is brand new, plain text emails are your best friend. No images, no fancy colours, no big banners — just simple text like you would write to a friend or colleague.

Why plain text works better initially:

Spam filters trust plain text more than heavily designed emails
It looks personal rather than like a mass blast
Less chance of rendering issues on different email apps

Once you have been sending for 3 to 4 weeks and your open rates are healthy, you can gradually start using designed templates with images and branding.

Part 3 — Your Contact List Is Everything

This is the most important factor in whether your emails reach the inbox. A small clean list outperforms a large dirty one every single time.

Only email people who gave you their contact details. If someone didn't share their email with you directly, don't email them. Purchased lists or scraped lists will get your domain blacklisted very quickly.

Remove wrong or old email addresses. If an email bounces (gets rejected), remove that contact immediately. Too many bounces signal to providers that you are not maintaining your list.

Remove people who never open your emails. If someone hasn't opened any of your last several emails over a couple of months, stop emailing them. Sending to people who ignore you signals to Gmail that your emails are unwanted.

Respect unsubscribes immediately. If someone asks to be removed, remove them before your next send. AgentRoof CRM handles unsubscribe links automatically — make sure you are using them.

Part 4 — Writing Emails That Don't Land in Spam

Subject Line Tips

Be honest and clear — the subject should describe what's inside
Don't write in ALL CAPS
Avoid trigger words: Free, Winner, Guaranteed, Act Now, Limited Time, Earn Money, No Risk, Click Here
Don't use excessive exclamation marks like !!!

❌ Avoid This	✅ Use This Instead
AMAZING OFFER JUST FOR YOU!!!	Following up on your property inquiry
FREE leads — ACT NOW, Limited Time!!!	3 new listings in your area this week
GUARANTEED results — Click here NOW	Hi Rahul, your market report is ready

Email Body Tips

Write like a normal human being — short, clear, and to the point
Don't use link shorteners like bit.ly — use your actual website link
Make sure every link you include actually works
Don't use very small or invisible text anywhere in the email
Include your company name and contact details at the bottom of every email

What to Avoid

Don't attach files to bulk emails — attachments get flagged as spam
Don't send an email that is just one big image with barely any text — write actual sentences
Don't copy-paste content directly from Word documents — it brings hidden formatting that triggers spam filters

Part 5 — How You Send Matters Too

Send on a regular schedule. Sending 2,000 emails one day, then nothing for two weeks, then 2,000 again looks suspicious. Try to send consistently — for example, every Tuesday morning rather than randomly.

Send relevant content. If you have a list of people interested in rentals and another interested in buying, send them different emails. People engage more with relevant content, and high engagement helps your reputation.

Check your results after every campaign. In AgentRoof CRM, look at who opened your email, who clicked, who bounced, and who unsubscribed. These numbers tell you whether you are on the right track.

Part 6 — My Emails Are Going to Spam — What Do I Do?

Go through this checklist one by one:

Are you sending too many emails too fast? Slow down and follow the warmup schedule.
Is your contact list clean? Remove bounced and unengaged contacts.
Does your subject line sound spammy? Rewrite it using the tips in Part 4.
Are you emailing people who never asked to hear from you? Stop and clean your list.
Are you getting a lot of spam complaints? Your content or your list is the problem.

If the problem continues, contact AgentRoof support and we will help you investigate.

Quick Reference Summary

What to Do	Why It Matters
Start with 20–50 emails per day	Builds trust with email providers gradually
Begin with plain text emails	More trusted by spam filters initially
Only email people who know you	Keeps spam complaints low
Clean your list regularly	Keeps bounce rate low
Write honest, simple subject lines	Gets emails opened, not flagged
Send on a consistent schedule	Looks like a legitimate sender
Check your stats after every send	Catch problems before they get serious

Lead Management

How to Create a Lead in AgentRoof CRM

Follow these steps to add a new lead to AgentRoof CRM.

Steps

Log in to AgentRoof CRM using your assigned credentials.
From the left-hand navigation menu, click CRM.
On the CRM page, click the + button located in the Leads row to create a new lead.
In the pop-up window, enter the lead's Full Name.
Provide atleast one contact method for the lead by entering a Phone Number, an Email Address, or both.
Select the appropriate Lead Source from the available options.
If the required source is not available, click the + button next to the Source field and create a new source.
Click Save to create the lead.

Result

The newly created lead will be displayed on the CRM page and is ready for follow-up and management.

You have successfully created a lead in AgentRoof CRM.

Lead Management

How to Import Multiple Leads into AgentRoof CRM

Follow these steps to import multiple leads into AgentRoof CRM using a CSV file.

Steps

Log in to AgentRoof CRM.
From the left-hand menu, click CRM.
Locate the yellow box icon in the Leads row and click Import.
Under Select From, choose the appropriate import option:
- Direct Import
- Facebook Import
Click the blue Given Format link to download the sample CSV file for the selected import type.
Open the downloaded CSV file.
Enter the lead information in the corresponding columns.

Direct Import Fields

For Direct Import, complete the following fields:

Name
Phone Number
Email ID
Tags
Source
Stage
Notes

Field Requirements

Each lead must have a valid name.
Provide at least one contact method: a phone number, an email address, or both.
Phone numbers must be valid 10-digit numbers without country codes or brackets.
To add multiple phone numbers, separate them using a comma and a space. The first phone number will be used as the primary phone number.
Email addresses must be entered in a valid format.
To add multiple email addresses, separate them using a comma and a space. The first email address will be used as the primary email address.
To assign multiple tags, enter them as comma-separated values.
If no tag is provided, no tag will be assigned during import.
If the Stage field is left blank, the lead will be assigned the default stage Lead.
If the Source field is left blank, the lead will be assigned the default source Import.

Facebook Import Fields

For Facebook Import, the CSV file must contain the following columns:

id
created_time
ad_id
ad_name
adset_id
adset_name
campaign_id
campaign_name
form_id
form_name
is_organic
platform
full_name
phone_number
email

Save the completed CSV file.
Return to AgentRoof CRM and upload the file.
Submit the import request.

Result

The import process will run in the background. A confirmation message will be displayed when the file is successfully added to the queue.

Once the import process is complete, an email notification will be sent to your registered email address indicating the import status.

Successful imports will display the number of leads imported.
Failed imports will include the corresponding error details.

You can view the imported leads from the Leads section in AgentRoof CRM.

You have successfully imported multiple leads into AgentRoof CRM.

Lead Management

How to Delete a lead in AgentRoof CRM?

What Happens When a Lead Is Deleted?

Deleting a lead removes the lead from the active CRM records and makes it no longer visible on the CRM page.

AgentRoof CRM uses a soft-delete process. If the same lead is recreated using the exact same primary contact information, such as the same email address or phone number, previously associated information—including notes, action plans, and email history—can be restored.

Method 1: Delete a Lead from the CRM Page

Steps

Navigate to CRM.
Select the checkbox next to the lead you want to delete.
Go to the more option
Click the Delete button.
Review the confirmation message.
Click Yes to confirm the deletion.

The selected lead will be deleted successfully.

Method 2: Delete a Lead from the Lead Profile Page

You can also delete a lead directly from its profile page.

Steps

Navigate to CRM.
Open the desired lead record.
Click the Profile tab.
Scroll down and click Delete Lead.
Review the confirmation message.
Click Yes to confirm the deletion.

The selected lead will be deleted successfully.

Note

Deleting a lead does not permanently erase all associated information from the system. AgentRoof CRM uses a soft-delete mechanism to preserve historical data for future restoration if the same lead is recreated.

Conclusion

You have successfully learned how to delete leads from the CRM page and the Lead Profile page in AgentRoof CRM.

Lead Management

How to Search A lead?

The lead search feature allows you to quickly locate leads in AgentRoof CRM using a lead's name, phone number, or email address.

The search function supports partial matching. For example, if a lead's name is Emma Taylor, searching for mma will still return the matching lead. Similarly, you can search using a portion of an email address, phone number, or name, and the CRM will display relevant results.

Steps

Navigate to the CRM page.
Locate the search box on the top-left side of the listing page, directly below the Leads title.
Enter the lead's name, phone number, email address, or a portion of any of these values.
The CRM will automatically filter and display matching leads.

Result

The CRM will display all leads that match the search criteria, making it easier to locate and manage specific lead records.

Lead Management

How to Export the Leads?

Exporting leads allows you to download lead information from AgentRoof CRM into a CSV file for reporting, backup, analysis, or migration purposes.

The exported file can contain lead details such as names, phone numbers, email addresses, sources, tags, stages, and notes.

Exporting Selected Leads

Navigate to the CRM page.
Select the checkbox next to the leads you want to export. Alternatively, you can use filters such as Tags, Sources, Stages, or other available criteria to narrow down the leads you want to export.
Click the More option.
Under the more option click the Export Leads button.
An OTP will be sent to your registered email address and the phone number.
Enter the OTP to verify the export request.
Once verification is complete, the export process will begin automatically.

Exporting All Leads

Navigate to the CRM page.
Select the Select All checkbox.
Click the More option.
Under the more option click the Export Leads button.
An OTP will be sent to your registered email address and the phone number.
Enter the OTP to verify the export request.
Once verification is complete, the export process will begin automatically.

Note: The OTP is valid for 10 minutes.

Export File Details

The exported file will be downloaded in CSV format.

The CSV file may contain the following lead information:

Name
Phone Numbers
Email Addresses
Source
Tags
Stage
Notes

Result

The selected leads will be exported successfully and downloaded as a CSV file, allowing you to view, store, or manage lead information outside of AgentRoof CRM.

Lead Management

How to select lead?

Selecting leads allows you to perform actions on one or more leads at the same time. Once selected, leads can be used for various CRM operations such as assigning tags, stages, alerts, action plans, exporting data, and other bulk actions.

Steps

Navigate to the CRM page.
To select all leads currently displayed on the page, click the Select All checkbox located in the left-most column of the Leads row.
To select specific leads, click the checkbox next to each lead you want to select.
To view all selected leads, click Selected Leads located in the Leads row.
A pop-up window will appear displaying the list of currently selected leads.
To remove an individual lead from the selection, click the X icon next to that lead.
To remove all selected leads at once, click Clear All.

Result

The selected leads will remain available for bulk actions until they are removed individually or cleared from the selection list.

Lead Management

How to Filter all Leads?

Lead filtering helps you quickly narrow down your lead list and focus on specific groups of leads. This makes it easier to find relevant records, monitor lead activity, and perform targeted follow-ups without manually searching through all leads.

Steps

Navigate to the CRM page.

Filter by Recent Activity

Locate the Recent Active filter on the CRM page.
Click the filter to view recently active leads.
You can also filter leads based on activity from the last seven days.

Filter by Email Status

In the Email column, click the filter icon.
Select one of the available options:
- Good
- Bad
- Empty
- All

The CRM will display leads matching the selected email status.

Filter by Phone Status

In the Phone column, click the filter icon.
Select one of the available options:
- Good
- Bad
- Empty
- All

The CRM will display leads matching the selected phone status.

Filter by Created Date

In the Created Date column, click the filter icon.
Select a predefined date range or specify a custom date range.
Apply the filter.

The CRM will display leads created within the selected date range.

Filter by Tags

In the Tags column, click the filter icon.
Select one or more tags.
Apply the filter.

The CRM will display leads assigned to the selected tags.

Filter by Stage

In the Stage column, click the filter icon.
Select one or more stages.
Apply the filter.

The CRM will display leads assigned to the selected stages.

Filter by Source

In the Source column, click the filter icon.
Select one or more sources.
Apply the filter.

The CRM will display leads associated with the selected sources.

Note: When filtering by source, the CRM includes leads that currently have the selected source as well as leads that have had the selected source at any point in their source history.

Result

The CRM will display only the leads that match the selected filter criteria, making it easier to locate, organize, and manage specific groups of leads.

Lead Management

How to Customize CRM Page Columns

The CRM page displays a set of default columns to help you view and manage lead information. You can customize these columns to display only the information that is most relevant to your workflow and rearrange their order to make the CRM page easier to navigate and manage.

There are two ways to customize CRM page columns in AgentRoof CRM.

Method 1: Show or Hide Columns

Steps

Navigate to the CRM page.
Click the Settings icon located on the CRM page.
A list of available columns will be displayed.
Select or deselect the columns you want to display on the CRM page.
The CRM page will update to reflect your selected column preferences.

Method 2: Reorder Columns

Steps

Navigate to the CRM page.
Locate the column you want to reposition.
Click and drag the selected column to your desired location.
Release the column to place it in its new position.
The CRM page will automatically update the column order.

Note

The first column is fixed and cannot be reordered.

Displaying too many columns may impact the loading speed of the CRM page.

Any changes made to the column arrangement will be reflected immediately on the CRM page.

Result

The CRM page will display only the selected columns and their updated order, allowing you to customize the lead view according to your business needs and preferences.

Lead Management

How to assign Tags to Leads?

Tags help organize leads based on shared characteristics and make it easier to perform bulk actions, automate communications, and manage lead groups within AgentRoof CRM.

Method 1: Assign Tags from the Leads Listing Page

Steps

Navigate to the CRM page.
Select the checkbox next to the lead you want to assign a tag to.
Click the Assign Tag icon located in the Leads row.
A pop-up window will appear displaying all available tags.
Select the tag(s) you want to assign to the lead.
Click Apply or confirm the selection.

Method 2: Assign Tags from the Lead Profile Page

Steps

Select the desired lead.
Click the Profile button to open the lead profile page.
Locate the Tags section and click the + button beside it.
Select the checkbox for the tag(s) you want to assign. You can select multiple tags if needed.
Click Apply to confirm your changes.

Note: When a lead is assigned to a tag, any active items associated with that tag—such as Action Plans, New Listing Alerts, Market Updates, Newsletters, or other tag-based automations—may also be applied to the lead, depending on the tag configuration.

Result

The selected lead will be assigned to the chosen tag and will become part of any workflows, communications, or automations associated with that tag.

Lead Management

How to assign Stages to a Lead?

Stages help organize leads based on their current position in the sales process, making it easier to track progress and manage lead pipelines within AgentRoof CRM.

Method 1: Assign Stages from the Leads Listing Page

Steps

Navigate to the CRM page.
Select the checkbox next to the lead you want to assign a stage to.
Click the Assign Stage icon located in the Leads row.
A pop-up window will appear displaying all available stages.
Select the stage you want to assign to the lead.
Click Apply or confirm the selection.

Method 2: Assign Stages from the Lead Profile Page

Steps

Select the desired lead.
Click the Profile button to open the lead profile page.
Locate the Stage section and click the current stage name.
Select the stage you want to assign to the lead.
The selected stage will be updated successfully.

Note:

A lead can only have one stage at a time. To change a lead's stage, click the current stage name and select a new stage.

When a lead is assigned to a stage, any active items associated with that stage—such as Action Plans, Listing Alerts, Price Drop Alerts, Market Updates, Newsletters, or other stage-based automations—may also be applied to the lead, depending on the stage configuration.

Result

The selected lead will be assigned to the chosen stage and may automatically inherit any workflows, alerts, communications, or automations associated with that stage.

Lead Management

How to merge two leads in AgentRoof CRM?

Lead merging allows you to consolidate duplicate or similar lead records into a single lead profile. This is useful when multiple lead records contain overlapping information and you want to maintain a cleaner and more organized CRM database.

Steps

Navigate to the CRM page.
Select the checkboxes next to the leads you want to merge.
- Minimum selection: 2 leads
- Maximum selection: 10 leads
Click the More option.
Click the Merge Leads button
A pop-up window will appear displaying the selected leads.
Select the Primary Lead that you want to retain after the merge.
Review the merge details and confirm the action.
Click Merge Leads.

The selected leads will be merged successfully.

Note: Transferred leads cannot be merged and will be excluded from the merge selection.

What Happens During a Merge?

When leads are merged:

The selected Primary Lead will be retained.
Contact information and associated activities from the other selected leads will be transferred to the Primary Lead.
The remaining lead records will be removed from the CRM.

The following items associated with the merged leads will be permanently discarded:

Action Plans
Alerts
Stages
Tags
Sources
Tasks
Appointments
Newsletters
Market Updates
Scheduled Items

Important: Lead merging is a permanent action and cannot be undone.

Result

The selected leads will be consolidated into the chosen Primary Lead, helping maintain a cleaner CRM database while preserving contact information and associated activities under a single lead record.

AgentRoof CRM Settings

Manage Tags

Tags help organize leads and make it easier to perform bulk actions on groups of leads.

What Are Tags?

A tag is used to group leads based on a common category or characteristic. Tags can be used to filter leads and perform bulk operations.

A lead can have multiple tags.
A tag can be assigned to multiple leads.

Note: System tags created by AgentRoof cannot be edited or deleted.

View Leads Assigned to a Tag

Navigate to Settings from the left-hand menu.
Click Tags.
Locate the tag you want to view.
Click the number displayed in the Leads column.

The list of leads assigned to the selected tag will be displayed.

Remove a Tag from Assigned Leads

Select the checkbox next to the desired leads, or use Select All.
Click Remove Tag.

The selected tag will be removed from the chosen leads.

Create a New Tag

Navigate to Settings > Tags.
Click + Add New at the top of the page.
Enter the tag name.
Click Add Tag.

The new tag will be created successfully.

Edit a Tag

Note: System tags cannot be edited.

Navigate to Settings > Tags.
Locate the tag you want to edit.
Click Edit in the Actions column.
Update the tag name as needed.
Click Update Tag.

The tag will be updated successfully.

Delete a Tag

Notes:

System tags created by AgentRoof cannot be deleted.

When a tag is deleted, it will be removed from all assigned leads, action plans, listing alerts, newsletters, and market updates.

Action plans assigned through the tag will be paused.

Listing alerts, newsletters, and market updates assigned through the tag will be removed.

Steps

Navigate to Settings > Tags.
Locate the tag you want to delete.
Click Delete in the Actions column.
Review the warning message.
Click Confirm Delete.

The tag will be deleted successfully.

Merge Tags

Notes:

Certain system-managed tags cannot be merged. These include Bounced, Do Not Disturb, Spam Reported, Stop SMS, and Unsubscribed.

A minimum of 2 and a maximum of 10 tags can be merged at a time

When custom tags are merged, all non-main tags are deleted after the merge, and their associated leads are moved to the selected Main Tag.

System-managed tags behave differently. If a system tag is included in a merge and is not selected as the Main Tag, it will not be deleted after the merge. The tag will remain in the system to preserve communication preferences and compliance settings.

Steps

Navigate to Settings > Tags.
Select the checkboxes next to the tags you want to merge.
Click Merge from the top menu.
In the popup window, select the Main Tag.
Review the merge details.
Click Merge Tags to complete the process.

The selected tags will be merged successfully.

When tags are merged:

The selected tags will be removed from all associated leads.
The Main Tag will be assigned to all leads belonging to the merged tags if it is not already assigned.

Optional: Move Associated Items

You can choose to move the following items from the selected tags to the Main Tag:

Action Plans
Listing Alerts
Newsletters
Market Updates

When this option is selected, these items will be assigned to leads under the Main Tag if they are not already assigned.

AgentRoof CRM Settings

Managing Stages in AgentRoof CRM

What Are Stages?

Stages help organize leads based on their current position in the sales process. Examples of stages include Lead, Active Buyer, Active Seller, and other custom stages that match your workflow.

Note: A lead can be assigned to only one stage at a time, while a single stage can contain multiple leads.

Why Are Stages Important?

Stages provide a structured way to track lead progress and manage your sales pipeline. By using stages, you can:

Monitor where leads are in the sales process.
Organize leads based on their current status.
Filter and manage leads more efficiently.
Apply stage-specific automations and communications.
Gain better visibility into your pipeline.

Note: System default stages created by AgentRoof cannot be edited or deleted.

Viewing Leads by Stage

Navigate to Settings, and then select Stages.
All available stages will be displayed on the Stages page.
If needed, use the Search Stage field to quickly find a specific stage.
Click the number displayed in the Leads column.

The list of leads assigned to the selected stage will be displayed.

Creating a New Stage

Navigate to Settings > Stages.
Click the + icon or Add New button.
Enter the stage name.
Click Add Stage.

The new stage will be created successfully.

Merging Stages

Notes:

When a custom stage is merged, the custom stage is deleted after its leads are moved to the selected stage. AgentRoof default stages cannot be deleted and will remain available after the merge.

A minimum of 2 and a maximum of 10 stages can be merged at a time.

Steps

Select the checkboxes next to the stages you want to merge.
Click Merge Stages from the top menu.
In the pop-up window, select the Main Stage.
Review the merging details.
Click Merge Stages to complete the process.

The selected stages will be merged successfully, and all associated leads and optional stage-related assignments will be consolidated under the Main Stage.

What Happens During a Stage Merge?

When stages are merged:

The selected stages are removed from all associated leads.
The Main Stage is assigned to all leads belonging to the selected stages if it is not already assigned.
The selected stages are removed after the merge is completed.

Moving Associated Items

You can optionally move the following items from the selected stages to the Main Stage:

Action Plans
Listing Alerts
Newsletters
Market Updates

When this option is selected:

Action Plans, Listing Alerts, Newsletters, and Market Updates from the selected stages will be assigned to leads under the Main Stage if they are not already assigned.

AgentRoof CRM Settings

Manage Source

Sources help identify where your leads originate from, such as website inquiries, direct imports, Facebook campaigns, referrals, and other lead generation channels.

Sources are automatically created when a lead is added with a source name that does not already exist in the system.

View Sources

Log in to AgentRoof CRM.
From the left-hand menu, click Settings.
Select Sources.

The Sources page displays all available lead sources.

View Leads Assigned to a Source

Locate the desired source.
Click the number displayed in the Leads column.

A list of leads assigned to the selected source will be displayed.

You can review all leads currently associated with the selected source.

Create a New Source

Navigate to Settings > Sources.
Click + Add New at the top of the page.
Enter the source name.
Click Add Source.

The source will be created successfully and will be available for lead assignment.

Edit a Source

Note: System sources cannot be edited.

Navigate to Settings > Sources.
Locate the source you want to edit.
Click Edit in the Actions column.
Update the source name.
Click Update Source.

The source will be updated successfully.

Merge Sources

Merging sources allows you to consolidate multiple lead sources into a single source.

Steps

Navigate to Settings > Sources.
Select the sources you want to merge.
Click Merge from the top menu.
Select the Main Source.
Click Merge Sources to complete the process.

The selected sources have been merged successfully.

When sources are merged:

The selected sources will be removed from all associated leads.
The Main Source will be assigned to all leads belonging to the merged sources if it is not already assigned.

Optional: Move Associated Items

You may select the option:

Move Action Plans, Listing Alerts, Newsletters, and Market Updates from selected Sources to Main Source

When enabled:

Action plans, listing alerts, newsletters, and market updates from the selected sources will be assigned to leads under the Main Source if they are not already assigned.

System Source Behavior

If a system source is included in the merge:

The system source itself will not be deleted.
Leads assigned to the system source will be reassigned to the selected Main Source.

You have successfully learned how to manage sources in AgentRoof CRM.

AgentRoof CRM Settings

How to merge Leads Under Same Tag

Tag merging logic and constrains

AgentRoof CRM Settings

Managing Signatures in AgentRoof CRM

What Are Signatures?

Email signatures are predefined blocks of content that are automatically added to the end of emails sent from AgentRoof CRM.

A signature can contain text, images, contact information, social media links, company branding, and other professional details.

Common examples include:

Thank you and regards messages
Agent name and designation
Contact information
Company logo
Social media links
Custom branded email footers

Why Are Signatures Important?

Signatures help maintain a professional and consistent appearance across all outgoing communications. They can be used in manually sent emails as well as automated email campaigns.

By using signatures, you can:

Present a professional brand image.
Provide contact information to recipients.
Maintain consistency across communications.
Include company logos and branding.
Save time by automatically appending information to emails.

Accessing the Signatures Page

The Signatures page will display all available signatures in your CRM.

Creating a Signature

Open the Signatures page.
Use the editor workspace to create your signature.
Customize the content using the available formatting options, including:
- Text alignment
- Font styles
- Font size
- Text color
- Lists and formatting tools
Enter the desired signature content.

You can also switch to the HTML editor and create a signature using custom HTML code.

Click Save Signature.

The signature will be created successfully.

Creating Multiple Signatures

Click the + icon located in the Signatures row.
Enter a name for the signature.
If you want the signature to be used by default, enable the Default toggle.
Enter the signature content in the editor workspace.
Scroll down and click Add Signature.

The new signature will be created and added to the list of available signatures.

Setting a Default Signature

Locate the signature you want to use as the default.
Enable the Default toggle for that signature.
Save the changes if required.

The selected signature will be used as the default signature for emails.

Adding an Image to a Signature

Open the signature editor.
Click the Insert/Edit Image icon in the editor toolbar.
If you have the image URL, paste it into the source field.
Enter the desired image width and height.
Click Save.

Alternatively:

Select the Upload option.
Drag and drop the image or click Browse to select an image from your device.
Upload the image.
Click Save.

The image will be added to the signature.

Need a Custom Signature?

If you would like a professionally designed signature that matches your branding, contact the AgentRoof Support Team for assistance.

Your signatures are now available for use in emails sent from AgentRoof CRM, including automated email communications and campaigns.

AgentRoof CRM Settings

Listing Settings

Will do later

AgentRoof CRM Settings

Billing Portal

What is Billing Portal?

The Billing Portal page will display your billing information, payment methods, invoices, and subscription-related details.

How to Access the Billing Portal

Navigate to Settings > Billing Portal from the left-hand menu.
A new window will open automatically.

How to View Payment History

Scroll down to the Invoice History section.

All previous invoices and payment records will be displayed.

How to Change Your Payment Card

Navigate to the Payment Methods section.
Click Add Payment Method.
Enter the required card information.
Save the payment method.

The new card will be added successfully.

How to Set a Card as the Default Payment Method

Locate the card you want to set as the default payment method.
Click the three-dot menu located on the right side of the card.
Select Make Default.

The selected card will be used as the default payment method for future charges.

How to Download an Invoice

Scroll down to the Invoice History section.
Locate the invoice you want to download.
Click Download Invoice.

The invoice will be downloaded to your device.

How to Update Your Billing Information

Click Update Information under the Billing Information.
Enter or modify the required billing details.
Click Save.

The billing information will be updated successfully.

Important Information

Note: AgentRoof does not store your card details. All payment methods are securely managed through the Stripe Billing Portal.

AgentRoof may create invoices for subscription charges and additional services. These invoices can be automatically charged to your default payment method through Stripe.

AgentRoof CRM Settings

How to Contact AgentRoof Support

AgentRoof Support can be contacted through multiple channels depending on your preference and the type of assistance required.

Contacting Support by Phone, WhatsApp, or Email

You can contact AgentRoof Support directly using:

Phone
WhatsApp
Email

These contact methods are available for general inquiries, technical assistance, and account-related questions.

Contacting Support Through the CRM

Log in to AgentRoof CRM.
From the left-hand navigation menu, click Contact Us.
The Contact Us page will be displayed.

You can either contact support directly using the email address provided on the page or submit a support request using the help form.

Submitting a Support Request

Select what you need help with:
- Website
- Subscription
- CRM
Enter your question, comment, or issue in the message field.
If required, attach a supporting file, document, or screenshot.

Supported file formats include:

JPG
JPEG
PNG
DOC
DOCX
PDF
TXT
CSV

Note: The maximum supported file size is 10 MB.

Submit the support request.

The AgentRoof Support Team will review your request and respond accordingly.

Contacting Support Through the AgentRoof Website

Navigate to the AgentRoof website.
Hover over the More option in the top navigation menu.
Click Contact Us.
Select the toggle whether your want Support or Sales

On the Contact Us page, provide the following information:

Enter your name.
Enter your email address.
Enter your phone number.
Enter your message in the field labeled "Do you have any message for us?"

Note: Before submitting the form, select the consent checkbox indicating that you agree to share your information for communication purposes, including support responses and promotional communications.

Click Submit.

Your inquiry will be submitted to the AgentRoof Support Team and they will assist you through the appropriate communication channel.

Listing Alerts

New Lisiting Alerts

What is a New Listing Alert?

The New Listing Alert feature allows you to automatically notify leads about newly listed properties that match their preferences.

Alerts can be configured using various property criteria, including location, property details, pricing, and other listing preferences. You can choose how often alerts are sent and assign them to individual leads, tags, stages, or sources.

Once configured, email alerts will be sent whenever matching properties become available, helping keep your leads informed about the latest listings.

Access New Listing Alerts

From the left-hand menu, click Alerts.
Select New Listing Alerts.

The New Listing Alerts page will be displayed.

This page provides a centralized view of all listing alerts configured in your CRM. From here, you can monitor alert assignments, view active and paused leads, and perform actions such as creating, editing, assigning, or deleting alerts.

You can also click the numbers displayed under the Active and Paused columns to view and manage the leads assigned to a particular alert.

Create a New Listing Alert

Navigate to the New Listing Alerts page.
Click + Add New Listing Alert.

Enter an Alert Name.
Select one or more Areas or Cities.
Choose the Property Category.
Select the Building Type.
Select the Building Style.
Specify the Property Status.
Select the preferred Basement Type.
Enter the required Garage Spaces.
Specify the Square Footage requirements.
Enter the preferred Days on Market.
Select the Alert Frequency.
Specify the Number of Properties to include in each alert.
Define the Bedroom Requirements.
Define the Bathroom Requirements.
Enter the desired Price Range.
Click Create Alert.

The listing alert will be created successfully.

Edit a Listing Alert

Navigate to the New Listing Alerts page.
Locate the alert you want to modify.
Click Edit.
Make the required changes.
Click Update Alert.

The alert will be updated successfully.

Edit a New Listing Alert from a Lead Profile

Navigate to CRM.
Open the desired lead.
Select the Profile tab.
Scroll down to the New Listing Alerts section.
Locate the alert you want to edit.
Review the ownership label displayed for the alert:
- Self – The alert was created and is managed by the lead.
- Agent – The alert is managed by the realtor.
Click Edit.
If the alert is marked as Self, a confirmation message will appear indicating that ownership of the alert will be transferred from Self to Agent.
Click Confirm to continue.
Update the desired alert settings.
Click Update Alert.

The alert will be updated successfully.

Note: Editing a Self-managed alert transfers ownership of the alert from the lead to the realtor. After the transfer, the ownership label will be displayed as Agent.

View Leads Assigned to a Listing Alert

Navigate to the New Listing Alerts page.
Locate the desired listing alert.
Click the number displayed in the Active column to view active leads.
Click the number displayed in the Paused column to view paused leads.

The corresponding list of assigned leads will be displayed.

Manage Active Lead Assignments

Click the number displayed in the Active column.
Select one or more leads from the list.
Choose one of the following actions:
- Pause – Temporarily stop sending the alert to the selected leads.
- Remove – Remove the alert from the selected leads.

The selected action will be applied successfully.

Manage Paused Lead Assignments

Click the number displayed in the Paused column.
Select one or more leads from the list.
Choose one of the following actions:
- Resume – Reactivate the alert for the selected leads.
- Remove – Remove the alert from the selected leads.

The selected action will be applied successfully.

Manage Listing Alert Status from a Lead Profile

You can also pause or resume a New Listing Alert directly from a lead profile.

Navigate to CRM.
Open the desired lead profile.
Locate the New Listing Alerts section.
Find the alert you want to manage.

Pause a Listing Alert

Click Pause next to the alert.
A confirmation message will appear.
Click Confirm.

The alert will be paused for the selected lead, and no further listing alert emails will be sent until it is resumed.

Resume a Listing Alert

Click Resume next to the paused alert.
A confirmation message will appear.
Click Confirm.

The alert will be reactivated and will continue sending matching listing alerts to the lead.

Assign a Listing Alert

Listing alerts can be assigned from multiple locations within AgentRoof CRM.

Assign from the Alerts Page

Navigate to New Listing Alerts.
Select the desired listing alert.
Click Assign.

You can assign the alert using any of the following options:

Assign to Leads

Click Leads.
Select one or more leads.
Click Apply.

Assign to Tags

Click Tags.
Select one or more tags.
Click Apply.

The alert will be assigned to all leads associated with the selected tags.

Assign to Stages

Click Stages.
Select one or more stages.
Click Apply.

The alert will be assigned to all leads associated with the selected stages.

Assign to Sources

Click Sources.
Select one or more sources.
Click Apply.

The alert will be assigned to all leads associated with the selected sources.

Assign from the CRM Page

Navigate to CRM.
Select one or more leads.
Click More from the top menu.
Click New Listing Alert.
Select the desired alert.
Click Apply.

The alert will be assigned successfully.

Assign from a Lead Profile

Navigate to CRM.
Open the desired lead profile.
Locate the New Listing Alerts section.
Click Add Alert.
Select the desired listing alert.
Click Submit.

The alert will be assigned successfully.

Remove a Listing Alert from a Lead Profile

Navigate to CRM.
Open the desired lead profile.
Locate the New Listing Alerts section.
Find the alert you want to remove.
Click Delete.
Confirm the removal if prompted.

The listing alert will be removed successfully from the lead.

Note: This action only removes the alert assignment from the lead profile. The New Listing Alert itself will remain available in the CRM. To permanently delete a New Listing Alert, it must be removed from all assigned leads and then deleted from the New Listing Alerts page.

Delete a Listing Alert

Navigate to the New Listing Alerts page.
Select the checkbox next to the alert you want to delete.
Click Delete from the top menu.
Confirm the deletion.

Note: Listing alerts that are currently assigned to one or more leads cannot be deleted. Remove the alert assignment from all associated leads before attempting to delete the alert.

The selected listing alert will be deleted successfully.

Alert Execution

Listing alerts are processed automatically each day between 9:00 AM and 10:00 AM.

Matching property listings will be sent to assigned leads according to the selected alert frequency.

Important Notes

If a lead does not open up to 10 consecutive listing alert emails, the alert will automatically stop sending to that lead. This helps protect email deliverability and reduces the likelihood of emails being marked as spam.
Listing alerts assigned to leads cannot be deleted until they have been removed from all associated leads.

You have successfully learned how to manage New Listing Alerts in AgentRoof CRM.

Listing Alerts

Neighborhood Alert

What is a Neighbourhood Alert?

The Neighbourhood Alert feature allows you to send sold listing alerts to your leads based on specific criteria such as City, Property Type, Price Range, Bedrooms, Bathrooms, and more.

You can configure the alert frequency and assign alerts to Tags, Stages, Sources, or individual leads. Once configured, email notifications are automatically sent whenever a property matching the selected criteria is sold, helping your leads stay informed about activity in their neighbourhood.

Create a Neighbourhood Alert

Navigate to the Alerts page.
Click Neighbourhood Alert.
Click the + icon in the Neighbourhood Alerts row.

Complete the Required Fields

Enter the name of the alert.
Select the area.
Select the property category.
Select the building type.
Select the building style.
Select the property status.
Select the basement option.
Select the garage space requirement.
Select the square footage range.
Select the sold period (in months).
Select the alert frequency.
Enter the number of properties to send. A maximum of 10 properties can be included in a single alert.
Enter the number of bedrooms.
Enter the number of bathrooms.
Specify the price range between $0 and $5,000,000.
Click Create Alert.

The new Neighbourhood Alert will be created successfully.

Edit a Neighbourhood Alert

Neighbourhood Alerts can be edited from either the Neighbourhood Alerts page or directly from a lead's profile.

Edit from the Neighbourhood Alerts Page

Locate the Neighbourhood Alert you want to modify.
Click Edit under the Actions column.
Update the required criteria and settings.
Click Update Alert.

The changes will be saved successfully.

Edit from the Lead Profile

Navigate to CRM.
Open the desired lead record.
Click the Profile tab.
Scroll down to the Neighbourhood Alert section.
Click the Edit icon next to the desired alert.

Note: If the alert is labelled Self, it was originally created by the lead through the website.

Review the confirmation message and click Continue.
Update the required criteria and settings.
Click Update Alert.

Note: Editing a lead-created alert may override the lead's original preferences. Once the changes are saved, ownership of the alert will change from Self to Agent.

The changes will be saved successfully.

Delete a Neighbourhood Alert

Select the checkbox next to the Neighbourhood Alert you want to delete.
Click the Delete icon from the Neighbourhood Alerts row.
Review the confirmation message.
Click Confirm.

The selected Neighbourhood Alert will be deleted successfully.

Note: Neighbourhood Alerts that are currently assigned to active leads cannot be deleted.

Assign a Neighbourhood Alert

Neighbourhood Alerts can be assigned from multiple locations within AgentRoof CRM.

Assign from the Neighbourhood Alert Page

Select the checkbox next to the desired Neighbourhood Alert.

Assign to Leads

Hover over the Lead icon.
Click Assign to Lead.
Search for and select the desired leads.
Click Assign.

You can assign the alert to multiple leads.

Assign to Tags

Hover over the Tag icon.
Click Assign to Tag.
Select one or more tags.
Click Assign.

Assign to Stages

Hover over the Stage icon.
Click Assign to Stage.
Select one or more stages.
Click Assign.

Assign to Sources

Hover over the Source icon.
Click Assign to Source.
Select one or more sources.
Click Assign.

Note: If the required Tag, Stage, or Source is not available, you can create a new one directly from the assignment window before completing the assignment.

The selected Neighbourhood Alert will be assigned successfully.

Assign from the CRM Page

Navigate to CRM.
Select the checkbox next to the desired lead.
Click Neighbourhood Alert from the action bar.
Select the Neighbourhood Alert you want to assign.
Click Assign.

The selected Neighbourhood Alert will be assigned successfully.

Assign from the Lead Profile

Navigate to CRM.
Open the desired lead record.
Click the Profile tab.
Scroll to the Neighbourhood Alert section.
Click the + icon.
Select the desired Neighbourhood Alert.
Confirm the selection.

The selected Neighbourhood Alert will be assigned successfully.

Manage Leads Assigned to a Neighbourhood Alert

View Active Leads

Locate the desired Neighbourhood Alert.
Click the Active Lead Count.

A pop-up window displays all active leads currently assigned to the selected Neighbourhood Alert.

Pause Active Leads

Click the Active Lead Count for the desired Neighbourhood Alert.
Select the checkbox next to the lead or leads you want to pause.
Click Pause.
Review the confirmation message.
Click Confirm.

The selected leads will remain assigned to the Neighbourhood Alert but will temporarily stop receiving alert notifications.

View Paused Leads

Click the Paused Lead Count for the desired Neighbourhood Alert.

A pop-up window displays all leads currently paused for the selected Neighbourhood Alert.

Resume Paused Leads

Click the Paused Lead Count for the desired Neighbourhood Alert.
Select the checkbox next to the lead or leads you want to resume.
Click Resume.
Review the confirmation message.
Click Confirm.

The selected leads will resume receiving Neighbourhood Alert notifications based on the configured alert schedule.

Remove Leads from a Neighbourhood Alert

Click the Active Lead Count for the desired Neighbourhood Alert.
Select the checkbox next to the lead or leads you want to remove.
Click Remove.
Review the confirmation message.
Click Confirm.

The selected leads will be removed from the Neighbourhood Alert and will no longer receive notifications associated with that alert.

Important Notes

Multiple leads can be selected and managed simultaneously.

Paused leads remain assigned to the Neighbourhood Alert.

Removed leads are no longer associated with the Neighbourhood Alert.

Active and paused lead counts update automatically after changes.

Manage Neighbourhood Alerts from a Lead Profile

Pause a Neighbourhood Alert

Navigate to CRM.
Open the desired lead record.
Click the Profile tab.
Locate the Neighbourhood Alert section.
Click Pause next to the desired alert.
Review the confirmation message.
Click Confirm.

The Neighbourhood Alert will be paused successfully and the lead will temporarily stop receiving notifications from that alert.

Resume a Neighbourhood Alert

Navigate to CRM.
Open the desired lead record.
Click the Profile tab.
Locate the paused Neighbourhood Alert.
Click Resume.
Review the confirmation message.
Click Confirm.

The Neighbourhood Alert will be reactivated successfully and the lead will begin receiving notifications again according to the configured schedule.

Remove a Neighbourhood Alert from a Lead Profile

Navigate to CRM.
Open the desired lead record.
Click the Profile tab.
Locate the Neighbourhood Alert section.
Click Delete next to the desired alert.
Review the confirmation message.
Click Confirm.

The Neighbourhood Alert will be removed successfully from the lead profile.

How and When Are Neighbourhood Alerts Executed?

Neighbourhood Alerts are processed according to the configured alert frequency.

Alert emails are generated and delivered between 9:00 AM and 10:00 AM on the scheduled execution date.

Important Note

If a lead does not open up to 10 consecutive Neighbourhood Alert emails, AgentRoof CRM automatically stops sending additional Neighbourhood Alert emails to that lead. This helps maintain email deliverability and reduces the likelihood of messages being marked as spam.

Conclusion

You have successfully learned how to create, edit, delete, assign, pause, resume, and manage Neighbourhood Alerts in AgentRoof CRM.

Listing Alerts

Open House Alert

What Is an Open House Alert?

An Open House is a scheduled event where a property is made available for prospective buyers or tenants to visit and view in person.

The Open House Alert feature allows you to automatically notify leads about upcoming open houses that match their preferences. Alerts can be configured based on criteria such as city, property type, price range, open house date, bedrooms, bathrooms, and more.

You can choose the alert frequency and assign alerts to leads, tags, stages, or sources. Once configured, email alerts will be sent whenever matching open house listings become available.

Access Open House Alerts

From the left-hand menu, click Alerts.
Select Open House Alerts.

Create an Open House Alert

Click the + Add New Open House Alert button.
Complete the required fields:
- Alert Name
- Area or City
- Property Category
- Building Type
- Building Style
- Property Status
- Basement Type
- Garage Spaces
- Square Footage
- Days on Market
- Open On Date
- Alert Frequency
- Number of Properties to Include
- Bedroom Requirements
- Bathroom Requirements
- Price Range
Click Create Alert.

The Open House Alert will be created successfully.

Edit an Open House Alert

Navigate to Open House Alerts.
Locate the alert you want to modify.
Click Edit.
Update the required fields.
Click Update Alert.

The alert will be updated successfully.

View Leads Assigned to an Open House Alert

Navigate to Open House Alerts.
Locate the desired alert.

The number of assigned leads is displayed under the alert.

View Active Leads

Click the number displayed in the Active column.

The list of active leads assigned to the alert will be displayed.

Select one or more leads, or use Select All.
Choose one of the following actions:
- Pause – Temporarily stop sending the alert to the selected leads.
- Delete – Remove the alert from the selected leads.

View Paused Leads

Click the number displayed in the Paused column.

The list of paused leads assigned to the alert will be displayed.

Select one or more leads, or use Select All.
Choose one of the following actions:
- Resume – Reactivate the alert for the selected leads.
- Delete – Remove the alert from the selected leads.

Manage Open House Alert Status from a Lead Profile

You can also pause or resume an Open House Alert directly from a lead profile.

Navigate to CRM.
Open the desired lead profile.
Locate the Open House Alerts section.
Find the alert you want to manage.

Pause an Open House Alert

Click Pause next to the alert.
A confirmation message will appear.
Click Confirm.

The alert will be paused successfully, and no further Open House Alert emails will be sent until it is resumed.

Resume an Open House Alert

Click Resume next to the paused alert.
A confirmation message will appear.
Click Confirm.

The alert will be reactivated successfully, and matching Open House Alert emails will continue to be sent to the lead.

Assign an Open House Alert

Open House Alerts can be assigned from the Alerts page, CRM page, or a Lead Profile.

Assign from the Alerts Page

Navigate to Open House Alerts.
Select the desired alert.

Assign to Leads

Click Leads from the top menu.
Select one or more leads.
Click Submit.

Assign to Tags

Click Tags from the top menu.
Select one or more tags.
Click Apply.

The alert will be assigned to all leads associated with the selected tags.

Assign to Stages

Click Stages from the top menu.
Select one or more stages.
Click Apply.

The alert will be assigned to all leads associated with the selected stages.

Assign to Sources

Click Sources from the top menu.
Select one or more sources.
Click Apply.

The alert will be assigned to all leads associated with the selected sources.

Assign from the CRM Page

Navigate to CRM.
Select one or more leads.
Click More from the top menu.
Click Open House Alert.
Select the desired Open House Alert.
Save the assignment.

Assign from a Lead Profile

Navigate to CRM.
Open the desired lead profile.
Locate the Open House Alerts section.
Click Add.
Select the desired Open House Alert.
Click Submit.

The alert will be assigned successfully.

Note: Alerts assigned to one or more leads cannot be deleted. Remove the alert from all associated leads before attempting to delete it.

Delete from the Alerts Page

Navigate to Open House Alerts.
Select the alert you want to delete.
Click Delete from the top menu.
Confirm the deletion.

Delete from a Lead Profile

Navigate to CRM.
Open the desired lead profile.
Locate the Open House Alerts section.
Click Delete next to the alert you want to remove.
Confirm the action.

The Open House Alert will be removed successfully from the selected lead.

Note: This action only removes the alert assignment from the lead profile. The Open House Alert itself will remain available in the CRM. To permanently delete an Open House Alert, it must be removed from all assigned leads and then deleted from the Open House Alerts page.

Alert Execution

Open House Alerts are processed automatically each day between 9:00 AM and 10:00 AM.

Matching open house listings will be sent to assigned leads according to the selected frequency.

Important Notes

If a lead does not open up to 10 consecutive alert emails, the alert will automatically stop sending to that lead. This helps protect email deliverability and reduces the likelihood of emails being marked as spam.
Alerts assigned to leads cannot be deleted until they have been removed from all associated leads.

You have successfully learned how to manage Open House Alerts in AgentRoof CRM.

Listing Alerts

Price Drop Alert

What is Price Drop Alert?

The Price Drop Alert feature allows you to send listing alerts to your leads based on specific criteria such as City, Property Type, Price Range, Percentage of Price Drop, Bedrooms, Bathrooms, and more.

You can configure the alert frequency and assign alerts to Tags, Stages, Sources, or individual leads. Once configured, email notifications are automatically sent whenever a property matching the selected criteria experiences a price reduction, helping your leads stay informed about the latest price drop opportunities.

Create a Price Drop Alert

Navigate to Alerts > Price Drop Alerts.
Click the + icon in the Price Drop Alerts row.
Enter the name of the alert.
Select the area.
Select the property category.
Select one or more building types.
Select one or more building styles.
Select the property status.
Select the basement option.
Select the garage space requirement.
Select the square footage range.
Select the Days on Market.
Select the alert frequency.
Enter the number of properties to send. A maximum of 10 properties can be included in a single alert.
Enter the number of bedrooms.
Enter the number of bathrooms.
Specify the price range between $0 and $5,000,000.
Select the percentage of price drop between 1% and 50%.
Click Create Alert.

The new Price Drop Alert will be created successfully.

Edit a Price Drop Alert

Price Drop Alerts can be edited from either the Price Drop Alerts page or directly from a lead's profile.

Edit from the Price Drop Alerts Page

Navigate to the Price Drop Alerts page.
Locate the alert you want to update.
Click Edit under the Actions column.
Modify the required criteria and settings.
Click Update Alert.

The changes will be saved successfully.

Edit from the Lead Profile

Navigate to CRM.
Open the desired lead record.
Click the Profile tab.
Scroll down to the Price Drop Alerts section.
Click the Edit icon next to the desired alert.

Note: If the alert is labelled Self, it was originally created by the lead through the website.

Review the confirmation message and click Continue.
Modify the required criteria and settings.
Click Update Alert.

Note: Editing a lead-created alert may override the lead's original preferences. Once the changes are saved, ownership of the alert will change from Self to Agent.

The changes will be saved successfully.

Delete a Price Drop Alert

How to Delete a Price Drop Alert?

Navigate to the Price Drop Alerts page.
Select the checkbox next to the alert you want to delete.
Click the Delete icon from the Price Drop Alerts row.
Review the confirmation message.
Click Confirm to proceed.

The selected alert will be deleted successfully.

Note

Price Drop Alerts that are currently assigned to active leads cannot be deleted.

Assign a Price Drop Alert

Price Drop Alerts can be assigned from multiple locations within AgentRoof CRM.

Assign from the Price Drop Alerts Page

Navigate to the Price Drop Alerts page.
Select the checkbox next to the alert you want to assign.

Assign to Leads

Hover over the Lead icon.
Click Assign to Lead.
Search for and select one or more leads.
Click Assign.

Assign to Tags

Hover over the Tag icon.
Click Assign to Tag.
Select one or more tags.
Click Assign.

Assign to Stages

Hover over the Stage icon.
Click Assign to Stage.
Select one or more stages.
Click Assign.

Assign to Sources

Hover over the Source icon.
Click Assign to Source.
Select one or more sources.
Click Assign.

Note

If the required Tag, Stage, or Source is not available, you can create a new one directly from the assignment window before completing the assignment.

The selected Price Drop Alert will be assigned successfully.

Assign from the CRM Page

Navigate to CRM.
Select the checkbox next to the desired lead.
Click Price Drop Alert from the action bar.
Select the Price Drop Alert you want to assign.
Click Assign.

The selected Price Drop Alert will be assigned successfully.

Assign from the Lead Profile Page

Navigate to CRM.
Open the desired lead record.
Click the Profile tab.
Scroll to the Price Drop Alert section.
Click the + icon.
Select the desired Price Drop Alert.
Confirm the selection.

The selected Price Drop Alert will be assigned successfully.

Manage Leads Assigned to a Price Drop Alert

View Active Leads

Locate the desired Price Drop Alert.
Click the Active Lead Count.

A pop-up window displays all active leads currently assigned to the selected Price Drop Alert.

Pause Active Leads

Click the Active Lead Count for the desired Price Drop Alert.
Select the checkbox next to the lead or leads you want to pause.
Click Pause.
Review the confirmation message.
Click Confirm.

The selected leads will remain assigned to the Price Drop Alert but will temporarily stop receiving alert notifications.

View Paused Leads

Click the Paused Lead Count for the desired Price Drop Alert.

A pop-up window displays all leads currently paused for the selected Price Drop Alert.

Resume Paused Leads

Click the Paused Lead Count for the desired Price Drop Alert.
Select the checkbox next to the lead or leads you want to resume.
Click Resume.
Review the confirmation message.
Click Confirm.

The selected leads will resume receiving Price Drop Alert notifications according to the configured alert schedule.

Remove Leads from a Price Drop Alert

Click the Active Lead Count for the desired Price Drop Alert.
Select the checkbox next to the lead or leads you want to remove.
Click Remove.
Review the confirmation message.
Click Confirm.

The selected leads will be removed from the Price Drop Alert and will no longer receive notifications associated with that alert.

Important Notes

Multiple leads can be selected and managed simultaneously.

Paused leads remain assigned to the Price Drop Alert.

Removed leads are no longer associated with the Price Drop Alert.

Active and paused lead counts update automatically after changes.

Manage Price Drop Alerts from a Lead Profile

Pause a Price Drop Alert

Navigate to CRM.
Open the desired lead record.
Click the Profile tab.
Locate the Price Drop Alert section.
Click Pause next to the desired alert.
Review the confirmation message.
Click Confirm.

The Price Drop Alert will be paused successfully and the lead will temporarily stop receiving Price Drop Alert notifications.

Resume a Price Drop Alert

Navigate to CRM.
Open the desired lead record.
Click the Profile tab.
Locate the paused Price Drop Alert.
Click Resume.
Review the confirmation message.
Click Confirm.

The Price Drop Alert will be reactivated successfully and the lead will begin receiving notifications again according to the configured schedule.

Remove a Price Drop Alert from a Lead Profile

Navigate to CRM.
Open the desired lead record.
Click the Profile tab.
Locate the Price Drop Alert section.
Click Delete next to the desired alert.
Review the confirmation message.
Click Confirm.

The Price Drop Alert will be removed successfully from the lead profile.

How and When Are Price Drop Alerts Executed?

Price Drop Alerts are processed according to the configured alert frequency.

Alert emails are generated and delivered between 9:00 AM and 10:00 AM on the scheduled execution date.

Note

If a lead does not open up to 10 consecutive Price Drop Alert emails, AgentRoof CRM automatically stops sending additional Price Drop Alert emails to that lead. This helps maintain email deliverability and reduces the likelihood of messages being marked as spam.

Conclusion

You have successfully learned how to create, edit, delete, assign, pause, resume, and manage Price Drop Alerts in AgentRoof CRM.

Automation

Market Updates

What Are Market Updates?

Market Updates help keep your leads informed about current real estate market trends and activity in their area.

These updates are automatically sent to assigned leads and provide valuable market information, helping agents stay connected with their audience through regular communication.

Access Market Updates

From the left-hand menu, click Automation.
Select Market Updates.

The Market Updates page will be displayed.

Market Update Details

The Market Updates page displays information including:

Active
Paused
Frequency
Run On
Next Email Date
Assigned Tags
Assigned Stages
Assigned Sources
Actions

These details help you track Market Update schedules and assignments.

View Market Updates

Navigate to Automation > Market Updates.
Locate the desired Market Update.
Click the View button.

You can view the selected Market Update.

View Active Leads

Click the number displayed in the Active column.

The list of active leads assigned to the Market Update will be displayed.

Select one or more leads.
Choose one of the following actions:
- Pause – Temporarily stop sending Market Updates to the selected leads.
- Delete – Remove the Market Update from the selected leads.

View Paused Leads

Click the number displayed in the Paused column.

The list of paused leads assigned to the Market Update will be displayed.

Select one or more leads.
Choose one of the following actions:
- Resume – Reactivate the Market Update for the selected leads.
- Delete – Remove the Market Update from the selected leads.

Assign a Market Update

Market Updates can be assigned through the Market Updates page or directly from a Lead Profile.

Assign from the Market Updates Page

Select the desired Market Update.
Click Assign.

You can assign the Market Update using any of the following options:

Assign to Leads

Click Leads.
Select one or more leads.
Click Apply.

Assign to Tags

Click Tags.
Select one or more tags.
Click Apply.

The Market Update will be assigned to all leads associated with the selected tags.

Assign to Stages

Click Stages.
Select one or more stages.
Click Apply.

The Market Update will be assigned to all leads associated with the selected stages.

Assign to Sources

Click Sources.
Select one or more sources.
Click Apply.

The Market Update will be assigned to all leads associated with the selected sources.

Assign from the CRM Page

Navigate to CRM.
Select one or more leads using the checkboxes.
Click More from the top menu.
Click Market Updates.
Select the desired Market Update.
Click Submit.

The Market Update will be assigned successfully.

Assign from a Lead Profile

Navigate to CRM.
Open the desired lead profile.
Locate the Market Updates section.
Click Add.
Select the desired Market Update.
Click Submit.

The Market Update will be assigned successfully.

Market Update Execution

Market Updates are processed automatically at 7:30 AM.

Currently, Market Updates are scheduled to run monthly on the 10th of each month.

Important Notes

Market Updates cannot be created manually.
Existing Market Updates cannot be deleted.
Market Updates can only be viewed and assigned to leads, tags, stages, or sources.
Lead assignments can be managed by pausing, resuming, or removing the Market Update from individual leads.

You have successfully learned how to manage Market Updates in AgentRoof CRM.

Automation

Realestate News

What Are Real Estate Newsletters?

Real Estate Newsletters help keep your leads informed with regular real estate content and updates.

These newsletters are automatically sent to assigned leads based on a predefined schedule and help agents stay connected with their audience through ongoing communication.

Access Real Estate Newsletters

Log in to AgentRoof CRM.
From the left-hand menu, click Automation.
Select Real Estate Newsletters.

The Real Estate Newsletters page displays information such as:

Navigate to Automation > Real Estate Newsletters.
Locate the desired newsletter.
Click View in the Actions column.

Important Notes

Real Estate Newsletters are system-managed.
Newsletters cannot be created manually.
Newsletters cannot be deleted.
Newsletters can only be viewed and assigned to leads, tags, stages, or sources.

View Active Leads

Navigate to Automation > Real Estate Newsletters.
Locate the desired newsletter.
Click the number displayed in the Active column.

A list of active leads assigned to the newsletter will be displayed.

Manage Active Leads

Select one or more leads.
Choose one of the following actions:
- Pause – Temporarily stop sending the newsletter to the selected leads.
- Delete– Remove the newsletter from the selected leads.

The selected action will be applied successfully.

View Paused Leads

Navigate to Automation > Real Estate Newsletters.
Locate the desired newsletter.
Click the number displayed in the Paused column.

A list of paused leads assigned to the newsletter will be displayed.

Manage Paused Leads

Select one or more leads.
Choose one of the following actions:
- Resume – Reactivate the newsletter for the selected leads.
- Delete– Remove the newsletter from the selected leads.

The selected action will be applied successfully.

Assign a Real Estate Newsletter

Real Estate Newsletters can be assigned through the Real Estate Newsletters page, the CRM page, or directly from a Lead Profile.

Assign from the Real Estate Newsletters Page

Navigate to Automation > Real Estate Newsletters.
Select the desired newsletter.

Assign to Leads

Click Leads.
Select one or more leads.
Click Submit.

Assign to Tags

Click Tags.
Select one or more tags.
Click Apply.

Assign to Stages

Click Stages.
Select one or more stages.
Click Apply.

Assign to Sources

Click Sources.
Select one or more sources.
Click Apply.

Assign from the CRM Page

Navigate to CRM.
Select one or more leads.
Click More from the top menu.
Click Newsletter.
Select the desired newsletter.
Click Submit.

Assign from a Lead Profile

Navigate to CRM.
Open the desired lead profile.
Locate the Newsletters section.
Click Add.
Select the desired newsletter.
Click Submit.

Real Estate Newsletters are processed automatically at 7:30 AM.

Currently, newsletters are scheduled to run biweekly, on the first and third Friday of each month.

You have successfully learned how to manage Real Estate Newsletters in AgentRoof CRM.

Automation

Action Plan

What Is an Action Plan?

An Action Plan is an automated workflow that performs predefined actions for assigned leads over a specified period of time.

Action Plans help automate follow-up activities such as:

Sending emails
Sending SMS messages
Adding tags
Removing tags
Changing stages
Creating notes
Assigning other Action Plans

Once assigned, the Action Plan automatically executes each step according to the configured schedule.

Action Plans can be assigned to:

Individual leads
Tags
Stages
Sources

This helps automate lead nurturing and follow-up processes at scale.

Access Action Plans

Navigate to Automation > Action Plans.

The Action Plans page displays all available Action Plans.

From this page, you can view:

Action Plan Name
Number of Steps
Active Leads
Paused Leads
Stopped Leads
Completed Leads
Available Actions

View an Action Plan

Navigate to Automation > Action Plans.
Locate the desired Action Plan.
Click View.

The configured Action Plan steps will be displayed.

Create an Action Plan

Navigate to Automation > Action Plans.
Click Add Action Plan.
Enter the Action Plan Name.
Click Add Action.
Configure one or more actions.
Click Save.

The Action Plan will be created successfully.

Available Action Types

Send Email

Select Send Email.
Select an Email Template.
Configure the execution timing.
Save the action.

Send SMS

Select Send SMS.
Select an SMS Template.
Configure the execution timing.
Save the action.

Add Tags

Select Add Tags.
Select one or more tags.
Configure the execution timing.
Save the action.

Remove Tags

Select Remove Tags.
Select one or more tags.
Configure the execution timing.
Save the action.

Change Stage

Select Change Stage.
Select the desired stage.
Configure the execution timing.
Save the action.

Note: Only one stage can be selected at a time.

Add Note

Select Add Note.
Enter the note content.
Configure the execution timing.
Save the action.

Assign Action Plan

Select Assign Action Plan.
Select the desired Action Plan.
Configure the execution timing.
Save the action.

Additional Action Types

You can also configure:

Pause Specific Action Plan
Pause All Action Plans
Repeat Action Plan

Automatically Pause When a Lead Replies

While creating or editing an Action Plan, you can enable:

Pause the action plan when the lead replies to an email.

When enabled, future Action Plan steps automatically stop executing once the lead replies.

Edit an Action Plan

Navigate to Automation > Action Plans.
Locate the Action Plan.
Click Edit.
Modify the required settings.
Click Update.

The Action Plan will be updated successfully.

Note: Changes made to an Action Plan apply immediately to all future executions. For leads that are already progressing through the Action Plan, previously completed steps will remain unchanged, while any upcoming steps that have not yet been executed will follow the updated configuration. Newly assigned leads will follow the updated Action Plan from the beginning.

Assign an Action Plan

Action Plans can be assigned from multiple locations within AgentRoof CRM.

From the Action Plans Page

Select the desired Action Plan.

You can assign it to:

Leads

Click Leads.
Select one or more leads.
Click Submit.

Tags

Click Tags.
Select one or more tags.
Click Apply.

Stages

Click Stages.
Select a stage.
Click Apply.

Sources

Click Sources.
Select one or more sources.
Click Apply.

The Action Plan will be assigned successfully.

From the CRM Page

Navigate to CRM.
Select one or more leads.
Click Action Plan.
Select the desired Action Plan.
Click Submit.

The Action Plan will be assigned successfully.

From the Lead Profile Page

Navigate to CRM.
Open the desired lead record.
Click the Profile tab.
Scroll down to the Action Plans section.
Click the + icon.
Select the Action Plan you want to assign.
Confirm the assignment.

The selected Action Plan will be assigned successfully.

Manage Assigned Leads

Each Action Plan displays lead counts under:

Active
Paused
Stopped
Completed

Click the number displayed in any column to view the corresponding leads.

Active Leads

Available actions:

Pause
Stop
Remove

Paused Leads

Available actions:

Resume
Remove

Stopped Leads

Available actions:

Restart
Remove

Completed Leads

Available actions:

Restart

Change Action Plan Status from a Lead Profile

Navigate to CRM.
Open the desired lead profile.
Locate the Action Plans section.

Available actions depend on the Action Plan status.

If Active

Pause
Stop
Delete

If Paused

Resume
Delete

If Stopped

Restart
Delete

Delete an Action Plan

Navigate to Automation > Action Plans.
Select the Action Plan.
Click Delete.
Confirm the deletion.

Note: Action Plans assigned to one or more leads cannot be deleted. You must first remove the Action Plan from all associated leads before deleting it.

Understanding Action Plan Statuses

Status	Description
Active	The Action Plan is currently executing.
Paused	The Action Plan is temporarily suspended and can later resume.
Stopped	The Action Plan was terminated before completion and can be restarted.
Completed	All configured steps have executed successfully.

Conclusion

You have successfully learned how to manage Action Plans in AgentRoof CRM.

Automation

Smart Listing Alert

What is it ?
Its settings

Automation

Lead Engagement Alert

What Are Lead Engagement Alerts?

Lead Engagement Alerts help you stay informed about how your leads interact with your website, emails, and SMS communications.

AgentRoof CRM provides comprehensive options to track lead engagement across your website, emails, and SMS. You can choose to be notified when leads become active after a set number of hours or days, when they interact with properties, or when they perform actions such as subscribing to listing alerts. You can also track email and SMS engagement, such as when a lead clicks a link, unsubscribes, or replies.

Notifications can be delivered through the AgentRoof application, email, or both, depending on the alert type.

Access Lead Engagement Alerts

From the left-hand menu, click Automation.
Select Lead Engagement Alerts.

The Lead Engagement Alerts page will be displayed.

Note: Some engagement alerts are system defaults and cannot be modified.

Enable or Disable Lead Engagement Alerts

A toggle switch is available at the top of the Lead Engagement Alerts page.

Turn the toggle On to enable Lead Engagement Alerts.
Turn the toggle Off to disable all Lead Engagement Alerts.

When disabled, no lead engagement notifications will be sent regardless of the individual alert settings configured below.

Click Update to save the changes.

Website Engagement Alerts

Notify When a Lead Becomes Active After Selected Hours

Receive a notification when a lead becomes active after a specified number of hours.

Minimum value: 1 hour
Maximum value: 23 hours

Select how you would like to receive the notification:

App Notification
Email Notification

Notify When a Lead Becomes Active After Selected Days

Receive a notification when a lead becomes active after a specified number of days.

Minimum value: 1 day
Maximum value: 364 days

Select the desired notification method.

Notify When a Lead Becomes Inactive

Receive a notification when a lead becomes inactive for a specified number of days.

Minimum value: 7 days
Maximum value: 99 days

Select the desired notification method.

Notify When a Lead Views the Same Property Multiple Times

Receive a notification when a lead views the same property repeatedly.

Minimum value: 2 views
Maximum value: 99 views

Select the desired notification method.

Notify When a Lead Views Multiple Different Properties

Receive a notification when a lead views more than a specified number of different properties.

Minimum value: 2 properties
Maximum value: 99 properties

Select the desired notification method.

Notify When a Lead Subscribes to a Listing Alert

Receive a notification whenever a lead subscribes to a Listing Alert.

Note: This is a default system notification. The App and Email notification options cannot be modified.

Email Engagement Alerts

Use the checkboxes next to each alert to choose whether notifications should be sent through the App, Email, or both.

Available Email Engagement Notifications

Notify me when a lead clicks a link in an email.
Notify me when a lead opens an email.
Notify me when a lead unsubscribes from email communications.
Notify me when a lead replies to an email.

Note: The notification for lead email replies is enabled by default.

SMS Engagement Alerts

Notify When a Lead Replies to an SMS

Receive a notification whenever a lead replies to an SMS message.

Note: This notification is enabled by default.

Save Changes

After making any changes to the notification settings:

Click Update.

The Lead Engagement Alert settings will be updated successfully.

You have successfully learned how to manage Lead Engagement Alerts in AgentRoof CRM.

Email and SMS Templates

Email Templates

What Are Email Templates?

Email Templates allow you to create reusable email content that can be used throughout AgentRoof CRM.

They help save time by allowing you to create predefined email messages that can be used in Action Plans, manual email communication, and other automation features.

Email Templates support customizable subjects, email content, merge fields, images, and file attachments.

Access Email Templates

From the left-hand menu, Select Templates.
Click Email Templates.

The Email Templates page will be displayed.

Email Templates are organized into folders for easier management.

Understanding Template Folders

Templates are stored inside folders.

The system includes default folders created by AgentRoof.

System Folders

System-generated folders:

Start with AgentRoof
Cannot be edited
Cannot be deleted

In addition to system folders, you can create your own folders to organize custom templates.

View Email Templates

Navigate to CRM > Templates > Email Templates.
Click the folder containing the template.
Locate the desired template.
Click View in the Actions column.

The template preview will be displayed.

Create a Folder

Navigate to CRM > Templates > Email Templates.
Click Create Folder.
Enter the Folder Name.
Click Save.

The folder will be created successfully.

Create an Email Template

Email templates can be created inside an existing folder or a newly created folder.

Navigate to Templates > Email Templates.
Click Add Email Template.

The Email Template Editor will open.

Enter the template name.
Select the folder where the template will be saved. If the required folder does not exist, click Add Folder, create a new folder, and then select it for the template.
Enter the email subject.
Enter the email body content.
Configure any additional template settings as required.
Click Save.

The Email Template will be created successfully.

Configure Template Details

Enter the following information:

Template Name
Folder Name
Subject
Email Body

Customize the Email Body

The editor allows you to customize:

Font Type
Font Size
Font Style
Text Formatting
Alignment
Colors
Lists
Links

and other formatting options.

Add Images:

To insert an image:

Click the Image button in the editor toolbar.

Insert by URL:

Enter the image source URL.
Configure image width and height if required.
Save the image.

Upload an Image:

Select the Upload option.
Drag and drop the image or browse for the file.
Save the image.

Preview Email Content

While editing the email body:

Click View.

The email preview will be displayed.

Use Merge Fields

Merge Fields allow dynamic information to be inserted automatically when the email is sent.

Examples include:

First Name
Contact Name
Contact Phone
Contact Address
Realtor Name
Realtor Email

When inserted into a template, merge fields appear as placeholders such as:

[[name]]

The actual lead information will automatically replace the placeholder when the email is delivered.

Merge fields can be used in both:

Subject Line
Email Body

Add Attachments:

Click Attachment.
Drag and drop the desired file or browse for the file.
Upload the attachment.

The attachment will be included when the email is sent.

Save the Template:

After completing all required information:

Click Save.

The Email Template will be created successfully.

Edit an Email Template

Open the folder containing the template.
Locate the desired template.
Click Edit.

Make the required changes.

You can then, Update Existing Template

Click Update to save changes to the current template.

Save As New Template

Click Save As.

Enter a new template name.

A new template will be created while preserving the original.

Delete an Email Template

Open the folder containing the template.
Locate the desired template.
Click Delete.
Confirm the deletion.

Important Note

Email Templates currently assigned to an Action Plan cannot be deleted.

You must first remove the template from the Action Plan before deleting it.

Copy an Email Template

Open the folder containing the template.
Locate the desired template.
Click Copy Template.
Select the destination folder.
Click Copy.

A duplicate of the template will be created in the selected folder.

The copied template will retain the original template name unless renamed later.

Move an Email Template

Open the folder containing the template.
Locate the desired template.
Click Move Template.
Select the destination folder.
Click Move.

The template will be moved successfully.

Using Email Templates in Action Plans

Email Templates can be used while creating or editing Action Plans.

Navigate to Automation > Action Plans.
Create a new Action Plan or edit an existing Action Plan.
Click Add Action.
Select Send Email as the action type.
Choose the desired Email Template.
Configure the execution timing.
Click Save or Update.

The selected Email Template will be used when the Action Plan executes the email step.

Note: While selecting an Email Template, you can create a new template by clicking the Plus (+) button next to the template selection field.

If required, you can also create a new folder while creating the template and then select that folder for the new Email Template.

You have successfully learned how to manage Email Templates in AgentRoof CRM.

Email and SMS Templates

SMS templates

What Are SMS Templates?

SMS Templates allow you to create reusable text message content that can be used throughout AgentRoof CRM.

They help save time by allowing you to create predefined SMS messages that can be used in Action Plans, manual SMS communication, and other automation features.

SMS Templates support customizable message content and merge fields for personalized communication.

Access SMS Templates

From the left-hand menu, select Templates.
Click SMS Templates.
The SMS Templates page will be displayed.

SMS Templates are organized into folders for easier management.

Understanding Template Folders

Templates are stored inside folders.

The system includes default folders created by AgentRoof.

System Folders

System-generated folders:

Start with AgentRoof
Cannot be edited
Cannot be deleted

In addition to system folders, you can create your own folders to organize custom templates.

View SMS Templates

Navigate to CRM > Templates > SMS Templates.
Click the folder containing the template.
Locate the desired template.
Click View in the Actions column.
The template preview will be displayed.

Create a Folder

Navigate to CRM > Templates > SMS Templates.
Click Create Folder.
Enter the Folder Name.
Click Save.

The folder will be created successfully.

Create an SMS Template

SMS Templates can be created inside an existing folder or a newly created folder.

Navigate to Templates > SMS Templates.
Click Add SMS Template.
The SMS Template Editor will open.

Configure Template Details

Enter the following information:

Template Name
Folder Name
SMS Message Content

Select a Folder

Choose the folder where the SMS Template will be stored.

If the required folder does not exist:

Click Create Folder.
Enter the Folder Name.
Click Save.
Select the newly created folder.

Folders help organize templates and simplify template management.

Create SMS Content

Enter the SMS message content in the template editor.

The message entered here will be used whenever the SMS Template is selected in communications or automated workflows.

Use Merge Fields

Merge Fields allow dynamic information to be inserted automatically when the SMS message is sent.

Examples include:

First Name
Contact Name
Contact Address
Contact Phone
Realtor Name
Realtor Email
Realtor Phone
City

When inserted into a template, merge fields appear as placeholders such as:

[[name]]

The actual lead information will automatically replace the placeholder when the SMS is delivered.

Merge fields can be inserted directly into the SMS message content.

Save the Template

After completing all required information:

Click Add Text Template.

The SMS Template will be created successfully and displayed in the selected folder.

View an SMS Template

Navigate to CRM > Templates > SMS Templates.
Open the folder containing the template.
Locate the desired template.
Click View.

The template preview will be displayed.

Edit an SMS Template

Open the folder containing the template.
Locate the desired template.
Click Edit.
Make the required changes.

The SMS Template will be updated successfully.

You can save your changes in two ways:

Update

Click Update Text Template to modify the existing template.

Note: If the template was originally created by AgentRoof, selecting Update Text Template will transfer its ownership to the realtor.

Save As

Click Save As to create a separate copy of the template using a new name.

Note: The original template will remain unchanged and retain its existing ownership, while the newly created template will be owned by the realtor.

Additional Information

Note: Changes made to an SMS Template only affect future usage of the template. Previously sent SMS messages are not modified.

Delete an SMS Template

Open the folder containing the template.
Locate the desired template.
Click Delete.
Confirm the deletion.

The SMS Template will be removed successfully.

SMS Templates currently assigned to an Action Plan cannot be deleted.

You must first remove the template from the Action Plan before deleting it.

Copy an SMS Template

Open the folder containing the template.
Locate the desired template.
Click Copy Template.
Select the destination folder.
Click Copy.

A duplicate of the template will be created in the selected folder.

The copied template will retain the original template name unless renamed later.

Note: The original template will remain unchanged and retain its existing ownership. The copied template will be created under the realtor's ownership and can be managed independently.

Move an SMS Template

Open the folder containing the template.
Locate the desired template.
Click Move Template.
Select the destination folder.
Click Move.

The template will be moved successfully.

Note: The template will retain its existing content and configuration. If the template was originally created by AgentRoof, ownership will be transferred to the realtor after it is moved.

Using SMS Templates in Action Plans

SMS Templates can be used while creating or editing Action Plans.

Navigate to Automation > Action Plans.
Create a new Action Plan or edit an existing Action Plan.
Click Add Action.
Select Send Text as the action type.
Choose the desired SMS Template.
Configure the execution timing.
Click Save or Update.

The selected SMS Template will be used when the Action Plan executes the SMS step.

Add SMS Templates in Action Plans

SMS Templates can be created in an action plan

Create a new Action Plan or open an existing Action Plan.
Click Add Action.
Under Action, select Send Text.
In the Template section, click the + icon.
Enter the required SMS Template details.
Configure the template content as needed.
Once all required fields have been completed, save the template.

The newly created SMS Template will now be available for use within the Action Plan.

Conclusion

You have successfully learned how to manage SMS Templates in AgentRoof CRM.

Brokerage

CRM Features of a brokerage user

Brokerage

My Realtors

What Is a Brokerage?

A Brokerage account allows brokers to manage and collaborate with realtors within AgentRoof CRM.

Brokerages can manage their own leads, assign leads to realtors, and control how new leads are distributed among realtors.

The My Realtors section allows brokerages to add realtors, manage realtor relationships, configure lead transfer settings, and monitor assigned leads.

Access My Realtors

Log in to your Brokerage account.
From the left-hand menu, click My Realtors.

The My Realtors page displays all realtors associated with the brokerage.

From this page, you can view:

Realtor Name
Email Address
Website
Assigned Leads
Source
Available Actions

Add a Realtor

Navigate to My Realtors.
Click Add Realtor.
Select one or more realtors.
Click Submit.

An invitation will be sent to the selected realtor(s).

Invitation Status

After the invitation is sent, the Actions column will display Request Sent.

Once the realtor accepts the invitation, their status becomes active and they will appear as an active realtor under the brokerage.

Configure Lead Transfer

Lead Transfer controls how new leads are assigned to realtors.

Navigate to My Realtors.
Click Lead Transfer.

You can choose one of the following options:

Manual Assignment

New leads are not assigned automatically.

The brokerage must manually assign leads to realtors.

Automatic Assignment

New leads are assigned automatically to realtors.

Round Robin Distribution

Round Robin distributes new leads evenly among active realtors.

For example:

3 realtors Realtor A, Realtor B & Realtor C are connected with the brokerage, then the leads 1 to 5 will be assigned as follows,

Lead 1 → Realtor A
Lead 2 → Realtor B
Lead 3 → Realtor C
Lead 4 → Realtor A
Lead 5 → Realtor B

This process continues in sequence to ensure fair lead distribution.

Click Save after selecting the desired lead transfer method.

Assign Sources to a Realtor

Sources can be assigned to realtors to automatically direct leads from selected sources to the assigned realtor.

Navigate to My Realtors.
Select the desired realtor.
Click Assign Source.
Select one or more sources.
Click Apply.

The selected sources will be assigned to the realtor successfully.

For example:

Realtor A & B got assigned to the source 'Website" and Realtor C got assigned with the source "Facebook". Assume that the leads are coming in the order such as Leads 1 & 2 from website, Lead 3 from Facebook, Lead 4, 5 & 6 from website, then the leads will distributed as follows

Lead 1 → Realtor A
Lead 2 → Realtor B
Lead 3 → Realtor C
Lead 4 → Realtor A
Lead 5 → Realtor B
Lead 6 → Realtor A

View Leads Assigned to a Realtor

Navigate to My Realtors.
Locate the desired realtor.
Click View in the Actions column.

The list of leads assigned to the selected realtor will be displayed.

Remove a Realtor

Navigate to My Realtors.
Locate the desired realtor.
Click Delete in the Actions column.
Confirm the deletion.

The realtor will be removed from the brokerage successfully.

You have successfully learned how to manage Realtors in AgentRoof CRM.

Brokerage

My Brokerage

What is My Brokerage?

My Brokerage allows realtors to review and manage brokerage invitations sent to their account.

Through the My Brokerage page, realtors can:

Review brokerage invitations
View brokerage information
Accept or reject brokerage requests
Manage their brokerage association
Exit an existing brokerage relationship

Access My Brokerage

Navigate to the left-hand menu.
Click My Brokerage.

The My Brokerage page will be displayed.

Review Brokerage Invitations

When a brokerage sends an invitation, it will appear on the My Brokerage page.

The invitation includes brokerage details such as:

Brokerage Name
Email Address
Phone Number
Website

Review the information carefully before deciding whether to accept or reject the invitation.

Accept a Brokerage Invitation

Open the My Brokerage page.
Review the brokerage details.
Click Accept.

The brokerage request will be approved and your account will become associated with the selected brokerage.

Once accepted, the brokerage information will be displayed on the My Brokerage page.

Note

A realtor can only be associated with one brokerage at a time.

Reject a Brokerage Invitation

Open the My Brokerage page.
Review the brokerage details.
Click Reject.

The invitation will be declined and no brokerage association will be created.

View Brokerage Information

After accepting a brokerage invitation, the My Brokerage page displays the details of your associated brokerage.

Available information includes:

Brokerage Name
Email Address
Phone Number
Website

This information can be reviewed at any time from the My Brokerage page.

Exit a Brokerage

If you no longer wish to be associated with a brokerage:

Navigate to My Brokerage.
Click Exit the Brokerage.
Confirm the action if prompted.

The brokerage association will be removed successfully.

Once removed, you will no longer be connected to the brokerage and may choose to associate with a different brokerage in the future.

Note

Because a realtor can only be associated with one brokerage at a time, you must exit your current brokerage before joining another brokerage.

Conclusion

You have successfully learned how to use the My Brokerage feature in AgentRoof CRM, including reviewing brokerage invitations, accepting or rejecting requests, viewing brokerage information, and managing your brokerage association.

Brokerage

Lead Sharing

What Is a Brokerage?

A brokerage account allows brokers to manage realtors and distribute leads among them.

Log in to your Brokerage account.
Navigate to CRM from the left-hand menu.

The CRM page displays all leads available to the brokerage.

From this page, you can view information such as:

Lead Name
Phone Number
Email Address
Activity
Transfer Date
Lead Status
Assigned Realtor Information
Additional Lead Details

Transferred leads display a label indicating the assigned realtor.

Example:

Assigned To: Realtor Name

Lead Tabs

The CRM page contains two tabs:

All Leads

Displays all leads within the brokerage account, including leads that have been transferred to realtors.

My Leads

Displays only leads that currently belong to the brokerage and have not been transferred to a realtor.

Transfer Leads to a Realtor

Navigate to CRM.
Select one or more leads.
Click More from the top menu.
Click Lead Transfer.
Select the realtor who will receive the leads.
Click Submit.

The selected leads will be transferred successfully.

Important Note

Only realtors who have accepted the invitation from the My Realtors page can receive transferred leads.

Transferred Lead Identification

After a lead is transferred:

The lead remains visible within the brokerage CRM.
The lead displays a label showing the assigned realtor.

Example:

Assigned To: Realtor Name

This allows brokers to easily identify which realtor is responsible for the lead.

Lead Visibility in the Realtor Account

When a lead is transferred:

The lead is automatically added to the realtor's CRM.
The realtor can manage the lead like any other assigned lead.
The lead displays a label indicating the brokerage that assigned it.

Example:

Assigned By: Brokerage Name

This helps the realtor identify where the lead originated.

You have successfully learned how to manage Lead Sharing in AgentRoof CRM.

Brokerage

Action Plan Sharing

What Is an Action Plan?

An Action Plan is an automated workflow that performs predefined actions for assigned leads over a specified period of time.

Action Plans help automate follow-up activities such as sending emails, sending SMS messages, adding tags, changing stages, creating notes, assigning other action plans, and more.

What Is a Brokerage?

A brokerage account allows brokers to manage realtors and share resources such as Action Plans with connected realtors.

Log in to your Brokerage account.
From the left-hand menu, click Automation.
Select Action Plans.
Select the Action Plan you want to share.
Click Share from the top menu.
Select one or more realtors.
Click Submit.

The Action Plan will be shared successfully.

Important Notes

Action Plans created by the Super Admin cannot be shared with realtors.
Only brokerage-created Action Plans can be shared.
Multiple realtors can be selected during the sharing process.

Shared Templates

When an Action Plan is shared, any templates associated with the Action Plan are automatically transferred to the realtor account.

This includes:

Email Templates
SMS Templates

The transferred templates will appear in the realtor's Templates section.

Templates shared from a brokerage are identified with the label:

Created by Brokerage

This allows realtors to distinguish brokerage-provided templates from their own templates.

You have successfully learned how to share Action Plans in AgentRoof CRM.

Profile Settings

Contact Details

Profile Settings

Signature

Profile Settings

Password Reset

What Is the Forgot Password Feature?

The Forgot Password feature allows users to reset their AgentRoof CRM password if they are unable to access their account.

A password reset link will be sent to the registered email address associated with the account, allowing the user to create a new password and regain access to AgentRoof CRM.

Reset Your Password

Access the Forgot Password Page

Navigate to the AgentRoof CRM login page.
Click Forgot Password?

The Forgot Password page will be displayed.

Request a Password Reset Link

Enter the email address associated with your AgentRoof CRM account.
Click Submit.

A confirmation message will be displayed indicating that a password reset link has been sent if the email address exists in the system.

Create a New Password

Open the email inbox associated with the registered email address.
Locate the password reset email.
Click the password reset link provided in the email.
Enter your new password.
Confirm the new password.
Submit the changes.

Your password will be updated successfully.

Return to the AgentRoof CRM login page.
Enter your registered email address.
Enter your newly created password.
Click Login.

You will be logged in to your AgentRoof CRM account successfully.

Notes

The password reset email is only sent if the email address exists in AgentRoof CRM.

Ensure you enter the email address associated with your account.

If you do not receive the email, check your spam or junk folder.

Password reset links should be used promptly after they are received.

Conclusion

You have successfully learned how to reset your AgentRoof CRM password using the Forgot Password feature.

Profile Settings

Email Credits

What Are Email Credits?

Email Credits determine the number of emails that can be sent from your AgentRoof CRM account.

Each account is configured with a default monthly email credit allocation. If additional credits are required, they can be purchased separately.

Purchased email credits are valid for 30 days from the date of purchase.

View Email Credits

Click your profile icon.
Select Email Credits.

The Email Credits page will be displayed.

From this page, you can view:

Available Email Credits
Monthly Credit Allocation
Credit Usage
Additional Credit Purchase Options
Purchase History

The Purchase History section displays all previously purchased email credit plans.

Purchase Additional Email Credits

Navigate to Profile > Email Credits.
Click Purchase Additional Credits.

A list of available email credit plans will be displayed.

Locate the desired plan.
Click Buy Now.

A payment window will appear.

Enter the required payment details:

Card Number
Expiry Date
Security Code
Country

Click Pay Now.

The purchase will be processed successfully.

The purchased email credits will be added to your account immediately.

Note:

All purchased email credit plans have a validity period of 30 days from the purchase date.

Any unused purchased credits will expire after the validity period ends.

Credit Usage Priority

If a new monthly email credit allocation is added while purchased credits are still available, the purchased credits will continue to be used before the monthly allocated credits.

Once the purchased credits are fully used or expire, the system will begin using the monthly allocated credits.

Conclusion

You have successfully learned how to manage Email Credits in AgentRoof CRM.

Profile Settings

SMS Credits

What Are SMS Credits?

SMS Credits determine the number of text messages that can be sent from your AgentRoof CRM account.

Each account is configured with a default monthly SMS credit allocation. If additional credits are required, they can be purchased separately.

Purchased SMS credits are valid for 30 days from the date of purchase.

View SMS Credits

Click your profile icon.
Select SMS Credits.

The SMS Credits page will be displayed.

From this page, you can view:

Available SMS Credits
Monthly Credit Allocation
Credit Usage
Additional Credit Purchase Options
Purchase History

The Purchase History section displays all previously purchased SMS credit plans.

Purchase Additional SMS Credits

Navigate to Profile > SMS Credits.
Click Purchase Additional Credits.

A list of available SMS credit plans will be displayed.

Locate the desired plan.
Click Buy Now.

A payment window will appear.

Enter the required payment details:
- Card Number
- Expiry Date
- Security Code
- Country
Click Pay Now.

The purchase will be processed successfully.

The purchased SMS credits will be added to your account immediately.

SMS Credit Validity

All purchased SMS credit plans have a validity period of 30 days from the purchase date.

Any unused purchased credits will expire after the validity period ends.

Credit Usage Priority

If a new monthly SMS credit allocation is added while purchased credits are still available, the purchased credits will continue to be used before the monthly allocated credits.

Once the purchased credits are fully used or expire, the system will begin using the monthly allocated credits.

You have successfully learned how to manage SMS Credits in AgentRoof CRM.

Sending Emails & SMS from the CRM

How to Send the Emails?

What Is the Send Email Feature?

The Send Email feature allows you to send emails directly to leads from multiple locations within AgentRoof CRM.

Emails can be sent using existing email templates or by modifying the content before sending. You can also choose a signature before sending the email.

Send Email is available from:

CRM Page
Lead Profile
User Profile Email Section
Inbox

Send Email from the CRM Page

Navigate to CRM.
Select one or more leads.
Click Email from the top menu.

A compose email window will appear.

Either you can type the message manually or select an existing email template

You can:

Search for a template.
Browse available templates.

Click OK.

The selected template content will be loaded.

Select the desired email signature.

By default, your default signature will be selected automatically.

You may choose a different signature if required.

Review or modify the email content.
Click Send.

The email will be sent successfully.

Send Email from a Lead Profile

Navigate to CRM.
Open the desired lead profile.
Click The Plus button from the bottom right.
Select Send Email.

The email editor will appear.

Enter or modify the email details.

You can:

Change the subject.
Modify the email body.
Select a template.
Select a signature.

Click Send.

The email will be sent successfully.

Send Email from the User Profile

Open your profile.
Locate the Email Ids
Click on the Send Email Icon against an Email Id

The email compose window will appear.

Enter or modify the email details.
Review the content.
Click Send.

The email will be sent successfully.

Inbox Overview

The Inbox allows you to view and manage:

Sent emails
Received emails
Sent SMS messages
Received SMS messages

All communication history with leads can be viewed from the Inbox.

Send Email from Inbox

The Inbox allows you to send new emails to leads, compose emails for specific leads, and reply to existing email conversations.

Send a New Email

Navigate to Inbox.
Click Send New Email from the top menu.
Select the lead you want to email.
Enter or modify the required email details.
Click Send.

The email will be sent successfully.

Send Email from a Specific Conversation

Navigate to Inbox.
Click on the Email tab (by default, the email tab will be selected)
Locate the lead you want to email (click on the conversation)
Click Compose (on the top of the conversation details at the right side)
The email editor will open for the selected lead.
Enter or modify the email content.
Click Send.

The email will be sent successfully.

Reply to an Email

Click Email Tab
Select Inbox from the dropdown menu.
Locate the lead you want to email.
Click on the reply button of the respective email.
The email editor will open for the selected email.
Enter or modify the email content.
Click Send.

The reply will be sent successfully.

Reply to an Email from the profile

Open a lead detail page
Click on the timeline
Select the Email Activity Section
Click on the reply icon on the email you want to reply
The email editor will open for the selected email.
Enter or modify the email content.
Click Send.

Email Templates While Sending Emails

When composing an email from any available location, you can:

Select an Email Template.
Search for the desired template if needed.
Load the template content.
Modify the subject or body if required.
Send the email.

This allows quick communication while maintaining consistent messaging.

You have successfully learned how to send emails in AgentRoof CRM.

Sending Emails & SMS from the CRM

How to Send the SMS?

What Is SMS Messaging?

SMS Messaging allows you to communicate directly with leads from multiple areas within AgentRoof CRM.

You can send personalized text messages, use SMS templates, and insert merge fields to streamline lead communication and follow-up activities.

AgentRoof CRM provides multiple ways to send SMS messages, allowing you to choose the workflow that best suits your needs.

Before sending an SMS message, ensure that:

The lead has a valid phone number.
Sufficient SMS credits are available in your account.
SMS templates have been created if you intend to use them.
Merge fields are configured as needed for personalization.

Method 1: Send SMS from the CRM Page

Access the CRM Page

Navigate to CRM.
Select the checkbox next to the desired lead or leads.
Click Send SMS from the action bar.

The SMS composer will open.

Compose the Message

Enter the SMS content.
Optionally use:
- SMS Templates
- Merge Fields

Send the SMS

Review the message.
Click Send.

The SMS will be sent successfully to the selected lead or leads.

Method 2: Send SMS from a Lead Record

Open a Lead Record

Navigate to CRM.
Click the desired lead's name.

The lead record will open.

Open the SMS Composer

Click the + icon in the bottom-right corner.
Click the SMS icon.

The SMS composer will open.

Compose the Message

Enter the SMS content.
Optionally use:
- SMS Templates
- Merge Fields

Send the SMS

Review the message.
Click Send.

The SMS will be sent successfully to the selected lead.

Method 3: Send SMS from the Lead Profile

Open the Lead Profile

Navigate to CRM.
Open the desired lead record.
Click the Profile tab.

Locate the Phone Number

Scroll down to the Phone Numbers section.
Click the SMS icon next to the desired phone number.

The SMS composer will open.

Compose the Message

Enter the SMS content.
Optionally use:
- SMS Templates
- Merge Fields

Send the SMS

Review the message.
Click Send.

The SMS will be sent successfully to the selected lead.

Method 4: Send SMS from the Inbox

Access the Inbox

Click Inbox from the top navigation bar.
Click Send New SMS.

The Smart SMS composer will open.

Compose the Message

Click the + icon.
Search for and select the lead you want to message.
Enter your SMS content.

Optional features:

Select an SMS Template.
Insert Merge Fields.

Send the SMS

Review the message.
Click Send.

The SMS will be sent successfully to the selected lead.

Send an SMS to an Existing Lead Conversation

You can also send SMS messages directly within an existing lead conversation from the Inbox.

Steps

Navigate to Inbox.
Click the SMS tab.
Locate and open the desired lead conversation.

You can send an SMS in two different ways.

Method 1: Send an SMS Using the Send SMS Button

Click Send SMS.
Compose your message.
Optional:
- Select an SMS Template.
- Insert Merge Fields to personalize the message.
Click Send.

Method 2: Send an SMS Directly from the Conversation

Locate the Enter Message field at the bottom of the conversation.
Type your message.
Click the Send icon.

The SMS will be sent successfully to the selected lead and will appear within the conversation history.

SMS Personalization Features

While composing an SMS message, you can use additional tools to personalize and review your message before sending it.

Preview

The Preview feature allows you to review the final SMS before sending it to the recipient.

Click the Preview (Eye) icon while composing the message.
Review the recipient information and message content.
Close the preview window to return to the composer, or continue editing if needed.

Using Preview helps you verify the message before it is sent.

SMS Templates

SMS Templates allow you to insert preconfigured message content into your SMS.

Merge Fields

Merge Fields allow you to insert dynamic lead information into the message automatically.

Examples include:

Lead Name
Email Address
Phone Number

Conclusion

You have successfully learned the different ways to send SMS messages in AgentRoof CRM, including sending messages from the Inbox, CRM page, lead record, and lead profile.

Sending Emails & SMS from the CRM

How to Send Bulk Emails?

What Is Bulk Email?

The Bulk Email feature allows you to send a single email to multiple leads at the same time.

Bulk emails help you communicate with multiple leads efficiently without sending individual emails one by one. They can be used to share updates, follow up with groups of leads, deliver important information, and maintain consistent communication across your contact database.

Bulk emails can be sent from:

CRM Page
Inbox

Note: When sending a bulk email, the system checks whether you have sufficient email credits available. If the number of recipients exceeds your available email credits, an error message will be displayed indicating that there are not enough credits to send the email. Additional email credits can be purchased from your Profile page if needed.

Send Bulk Emails from the CRM Page

Navigate to CRM.
Select the leads you want to email.

You may:

Select individual leads.
Click Select All to select all available leads.
Use filters such as Status, Source, Tags, Stages, and other available filters to locate specific groups of leads.

Click Email from the top menu.

The email composer window will appear.

Enter or modify the email details.

You can:

Select an Email Template.
Choose an Email Signature.
Insert Merge Fields to personalize the email.
Modify the email subject.
Modify the email body.

Review the email content.
Click Send.

The email will be sent successfully to all selected leads.

Send Bulk Emails from Inbox

Navigate to Inbox.
Click Send New Email.

The compose email window will appear.

Select the leads you want to email.
Enter or modify the email details.

You can:

Select an Email Template.
Choose an Email Signature.
Insert Merge Fields to personalize the email.
Modify the email subject.
Modify the email body.

Review the email content.
Click Send.

The email will be sent successfully to all selected leads.

Email Templates While Sending Bulk Emails

While composing a bulk email, you can select an existing Email Template.

Click Select Template.
Choose the desired template.

The template content will automatically populate the email editor.

You may modify the subject or email body before sending.

Email Signatures While Sending Bulk Emails

While composing a bulk email, you can select an email signature.

By default, your default signature will be selected automatically.

You may choose a different signature if required.

The selected signature will be included in the email before sending.

Merge Fields While Sending Bulk Emails

While composing a bulk email, you can insert Merge Fields into the subject or email body.

Merge Fields automatically replace placeholders with the corresponding lead information when the email is sent, helping personalize each email for the recipient.

You have successfully learned how to send bulk emails in AgentRoof CRM.

Sending Emails & SMS from the CRM

How to Send Bulk SMS?

Bulk SMS allows you to send a single SMS message to multiple leads at the same time, helping you communicate efficiently with groups of leads within AgentRoof CRM.

There are two ways to send bulk SMS in AgentRoof CRM.

Method 1: Send Bulk SMS from the CRM Page

Steps

Navigate to the CRM page.
Select the leads you want to message.
You can send a bulk SMS by:
- selecting all leads,
- selecting filtered leads,
- or selecting specific leads using the checkboxes.
Click the SMS button.
Compose your SMS message.
If needed, use templates and merge fields to personalize the message.
Click Send to send the SMS to the selected leads.

Method 2: Send Bulk SMS from the Inbox Page

Steps

Navigate to the Inbox page.
Click the Send New SMS button.
Click the + button to add recipients.
Select the leads you want to include in the bulk SMS.
Click Select to confirm your lead selection.
Compose your SMS message.
If needed, use templates and merge fields to quickly create and personalize the message.
Click Send to send the SMS to the selected leads.

Note

Ensure that sufficient SMS credits are available before sending a bulk SMS campaign. If there are not enough credits available, the SMS messages will not be sent.

If additional credits are required, you must purchase more SMS credits before sending the campaign

Ensure the selected leads have valid phone numbers before sending the message.

Result

The bulk SMS will be sent to all selected leads, allowing you to communicate with multiple recipients efficiently from a single message.

Sending Emails & SMS from the CRM

How to Schedule Emails & SMS?

AgentRoof CRM allows you to schedule SMS messages and emails to be sent at a later date and time. Scheduled communications help you plan outreach in advance and ensure messages are delivered at the appropriate time.

You can also view and manage all scheduled communications from the Scheduled section within the Inbox page.

There are two ways to schedule communications in AgentRoof CRM.

Schedule an SMS

Steps

Open an SMS composer from any location in AgentRoof CRM where SMS messages can be created, such as Inbox, CRM, or a lead record.
Select the lead(s) you want to message.
Compose your SMS message.
You can either create the message manually or use a pre-built template.
Click the Schedule (clock) icon.
Select the desired date and time.
Confirm the schedule.

View and Manage Scheduled SMS

Navigate to the Inbox box.
Click the Scheduled tab.
Locate the scheduled SMS.
From here, you can:
- Send Now
- Edit
- Reschedule
- Delete

Schedule an Email

Steps

Open an Email composer from any location in AgentRoof CRM where SMS messages can be created, such as Inbox, CRM, or a lead record.
Select the lead(s) you want to email.
Enter the subject and compose your email.
You can either create the email manually or use a pre-built template.
Click the Schedule (clock) icon.
Select the desired date and time.
Confirm the schedule.

View and Manage Scheduled Emails

Navigate to the Inbox box.
Click the Scheduled tab.
Locate the scheduled email.
From here, you can:
- Send Now
- Edit
- Reschedule
- Delete

Note

Scheduled communications remain available in the Scheduled tab until they are sent or deleted.

Result

The SMS or email will be scheduled for the selected date and time. You can manage scheduled communications until they are sent or deleted.

Sending Emails & SMS from the CRM

Email and SMS Reports

What Are Email and SMS Reports?

Email and SMS Reports provide a centralized view of all communication activities performed within AgentRoof CRM.

These reports help you monitor message delivery, track recipient engagement, and identify potential delivery issues.

By reviewing these reports, you can better understand how your email and SMS campaigns are performing and take appropriate actions when needed.

Access Reports

Navigate to Reports from the left-hand menu.

The Reports page will be displayed.

From here, you can access both:

Email Reports
SMS Reports

Email Reports

Access Email Reports

Navigate to Reports.
Click Email Reports.

The Email Reports page will be displayed.

This page provides detailed information about email delivery status, recipient engagement, and email performance.

Email Report Fields

Subject

Displays the subject line of the email that was sent.

Date

Displays the date and time when the email activity occurred.

Recipients

Displays the recipient who received the email.

Delivered

Indicates that the email has been successfully accepted by the recipient's mail server.

Opened

Indicates that the recipient opened the email with images enabled.

This event is recorded each time the email is viewed.

Clicked

Indicates that the recipient clicked a call-to-action link within the email.

This helps track recipient engagement.

Skipped

Indicates that the email was not sent because the recipient's email address was invalid or unsubscribed.

Processed

Indicates that the email was successfully sent from AgentRoof CRM, but no status update was received from the recipient's mail server.

Dropped

Indicates that the recipient's email provider blocked or filtered the email before it could be delivered.

This commonly occurs due to spam filtering policies.

Deferred

Indicates that the email could not be delivered immediately.

The system will continue attempting delivery for up to 72 hours.

Bounced

Indicates that the recipient's mail server permanently rejected the email.

Spam Reported

Indicates that the recipient marked the email as spam.

SMS Reports

Access SMS Reports

Navigate to Reports.
Click SMS Reports.

The SMS Reports page will be displayed.

This page provides information about SMS delivery activity and recipient details.

SMS Report Fields

Content

Displays the content of the SMS message that was sent.

Date

Displays the date and time when the SMS was sent.

Recipients

Displays the number of leads selected to receive the email or SMS.

Delivered

Indicates that the SMS was successfully delivered to the recipient.

Benefits of Using Reports

Reports help you:

Monitor communication activity
Track recipient engagement
Identify delivery issues
Review message history
Improve communication performance

Conclusion

You have successfully learned how to access and use Email Reports and SMS Reports in AgentRoof CRM.

Sending Emails & SMS from the CRM

What is Inbox? How to Manage Emails & SMS from the Inbox?

What Is Inbox?

The Inbox provides a centralized location for managing all email and SMS communications with leads.

From the Inbox, you can:

View incoming emails and SMS messages from leads.
View sent emails and SMS messages.
View scheduled emails and SMS messages.
Review complete communication history with leads.
Send new emails and SMS messages.
Reply to existing email conversations.
Continue SMS conversations with leads.

Access Inbox

Click Inbox from the top menu.

The Inbox page will be displayed.

Inbox Tabs

The Inbox contains two tabs:

Email

Displays all email communications with leads.

SMS

Displays all SMS communications with leads.

Select the desired tab to view the corresponding communication history.

Send a New Email

Navigate to Inbox.
Click Send New Email.

The compose email window will appear.

Select one or more leads.
Enter the email details.
Specify the email content.
Click Send.

The email will be sent successfully.

Send a New SMS

Navigate to Inbox.
Click Send New SMS.

The compose SMS window will appear.

Select one or more leads.
Enter the SMS message.
Click Send.

The SMS will be sent successfully.

View Inbox, Sent, and Scheduled Communications

Both Email and SMS tabs allow you to view communications based on their status.

Available views include:

Inbox
Sent
Scheduled

To change the view:

Inbox

Displays communications received from leads.

Sent

Displays communications sent by the realtor.

Scheduled

Displays communications that are scheduled to be sent at a future date.

Send an Email to a Specific Lead

Navigate to the Email tab.
Locate and select the desired lead.

The complete email history for the selected lead will be displayed.

Click Compose.
Enter or modify the email content.
Click Send.

The email will be sent successfully to the selected lead.

Reply to an Email

Open the desired email conversation.
Locate the email received from the lead.
Click Reply.
Enter your response.
Click Send.

The reply will be sent successfully.

SMS Conversations

Navigate to the SMS tab.
Select a lead.

The complete SMS conversation history for the selected lead will be displayed.

Send a New SMS to a Specific Lead

Locate and select the desired lead.
Click Compose.
Enter the message content.
Click Send.

The SMS will be sent successfully.

Continue an Existing SMS Conversation

Select the message field at the bottom of the conversation.
Enter your message.
Press Enter or click Send.

The message will be delivered to the lead successfully.

You have successfully learned how to use Inbox in AgentRoof CRM.

Tasks & Appointments in the CRM

What is a Task? How to Manage Tasks in the CRM?

What Is a Task?

Tasks are used to schedule reminders for activities that need to be completed by the realtor.

They help ensure important lead-related actions such as follow-ups, calls, emails, open houses, thank-you messages, and other activities are completed on time.

Tasks can be created and managed from a lead profile or through the Profile tab.

Create a Task from a Lead Profile

Navigate to CRM.
Open the desired lead profile.
Click on the Plus button at the bottom right.
Select Add Task.

The Add Task window will appear.

Enter the task title.
Select the task type.

Available task types may include:

Follow Up
Call
Email
Open House
Thank You
Other available task types

Select the task date.
Select the task time.

Set a Reminder

You can configure a reminder for the task.

Examples include:

10 minutes before
30 minutes before
1 day before
1 week before
5 weeks before

The reminder will be triggered relative to the scheduled task date and time.

Repeat the Task

If the task should occur repeatedly, enable Repeat Event.

You can customize the repeat settings by selecting a recurrence pattern such as:

Daily
Weekly
Monthly
Yearly

You can also specify when the recurring task should end.

Available options include:

Never End
End after a specified number of occurrences
End on a specific date

Click Save.

The task will be created successfully.

The task will also be displayed on the Calendar on the scheduled date.

Manage Tasks from a Lead Profile

Navigate to CRM.
Open the desired lead profile.
Scroll to the Tasks section.

The task status will indicate whether the task is Pending or Completed.

Create a Task from the Tasks Section

Click on the Plus button.
Enter the task title.
Select the task type.
Select the date and time.
Configure the reminder settings.
Configure the repeat settings if required.
Click Save.

The task will be created successfully.

Edit a Task

Locate the task you want to modify.
Click Edit.
Make the required changes.
Click Save.

The task will be updated successfully.

Delete a Task

Locate the task you want to remove.
Click Delete.
Confirm the deletion.

The task will be deleted successfully.

You have successfully learned how to create and manage tasks in AgentRoof CRM.

Tasks & Appointments in the CRM

What is an Appointment? How Manage Appointments in the CRM?

What Is an Appointment?

Appointments are used to schedule meetings, events, and other planned activities with leads.

They help realtors organize their schedule, keep track of upcoming engagements, and receive reminders for important meetings and events.

Appointments are managed from the lead profile.

View Appointments

Navigate to CRM.
Open the desired lead profile.
Scroll to the Appointments section.

The Appointments section displays all appointments associated with the lead.

Create an Appointment

Navigate to CRM.
Open the desired lead profile.
Scroll to the Appointments section.
Click The Plus button.

The Add Appointment window will appear.

Enter the appointment title.
Enter a description for the appointment.
Specify the appointment location.
Select the appointment date.
Select the start time.
Select the end time.
Configure the reminder settings.
Click Save.

The appointment will be created successfully.

The appointment will also be displayed on the Calendar on the scheduled date and time.

Edit an Appointment

Locate the appointment you want to modify.
Click Edit.
Make the required changes.
Click Save.

The appointment will be updated successfully.

Delete an Appointment

Locate the appointment you want to remove.
Click Delete.
Confirm the deletion.

The appointment will be deleted successfully.

You have successfully learned how to create and manage appointments in AgentRoof CRM.

Tasks & Appointments in the CRM

CRM Calendar - Manage Tasks & Appointments from the Calendar

What Is the Calendar?

The Calendar provides a centralized view of all scheduled tasks and appointments.

It allows you to create, view, and manage tasks and appointments based on their scheduled date and time.

Calendar Views

Navigate to Calendar.

The Calendar provides three viewing options:

Month View
Week View
Day View

Day View displays tasks and appointments based on their scheduled time during a specific day.

Week View displays tasks and appointments scheduled throughout the week.

Month View displays all scheduled tasks and appointments within the selected month.

Create a Task

Click Add Task.

The Add Task window will appear.

Select the lead.
Enter the task title.
Select the task type.
Select the task date and time.
Configure the reminder settings.
Enable Repeat Event if required.
Select the repeat schedule, such as Daily, Weekly, Monthly, or Yearly.
Specify when the recurring task should end.
Click Save.

The task will be created successfully and displayed on the Calendar.

Create an Appointment

Click Add Appointment.

The Add Appointment window will appear.

Select the lead.
Enter the appointment title.
Enter a description.
Specify the location.
Select the appointment date.
Select the start time.
Select the end time.
Configure the reminder settings.
Click Save.

The appointment will be created successfully and displayed on the Calendar.

View Calendar Items

Locate the task or appointment using its scheduled date and time.

Click the task or appointment.

The details will be displayed.

You can view information such as:

Title
Description
Date and Time
Status

Manage Tasks

Open the desired task from the Calendar.

You can perform the following actions:

Mark as Complete
Edit
Delete

Mark as Complete

Click Mark as Complete.

The task status will be updated to Completed.

Note: The Mark as Complete option is only available for overdue tasks. Tasks that have not yet reached their scheduled date and time cannot be marked as complete.

Edit a Task

Click Edit.

Make the required changes.

Click Save.

Note: If the date or time of an existing task is modified, the updated task will be treated as a new scheduled task and will appear on the Calendar based on the newly selected date and time.

Delete a Task

Click Delete.

Confirm the deletion.

The task will be removed successfully.

Manage Appointments

Open the desired appointment from the Calendar.

You can perform the following actions:

Edit
Delete

Appointments do not include a Mark as Complete option.

Edit an Appointment

Click Edit.

Make the required changes.

Click Save.

Delete an Appointment

Click Delete.

Confirm the deletion.

The appointment will be removed successfully.

You have successfully learned how to use the Calendar in AgentRoof CRM.

Activities of a Lead

Timeline

What Is the Timeline Page?

The Timeline page provides a centralized view of all activities, communications, and interactions associated with a specific lead.

It allows you to review lead engagement history and quickly perform common actions without leaving the lead record.

The Timeline page helps you monitor ongoing conversations, track lead activity, and manage follow-up tasks from a single location.

Access the Timeline Page

Navigate to CRM.
Locate the desired lead.
Click the lead's name.

The lead record will open in the Timeline page by default.

Timeline Activity Filters

The left side of the Timeline page contains activity filters that allow you to quickly organize and review lead interactions.

All

Displays all activities associated with the lead, including:

SMS
Email
Notes
Call Logs
Web Activity

SMS

Displays only SMS conversations associated with the lead.

Email

Displays only email communications associated with the lead.

Notes

Displays notes that have been created for the lead.

Call Log

Displays call activities associated with the lead.

Web Activity

Displays website activities performed by the lead.

Quick Actions

The Timeline page also provides quick actions that allow you to perform common lead management tasks.

To access these options:

Click the + icon in the bottom-right corner.

The following actions are available.

Add Task

Create a new task associated with the lead.

Add Action Plan

Assign an Action Plan to the lead.

Add Note

Create a new note for the lead.

Add Tag

Assign one or more tags to the lead.

Send Email

Send an email directly to the lead.

Send SMS from Smart Number

Send an SMS message using your configured Smart Number.

Benefits of Using the Timeline Page

The Timeline page helps you:

View all lead activities in one place
Monitor communication history
Track website interactions
Organize lead notes
Access lead management tools quickly
Perform follow-up actions without leaving the lead record

Activities of a Lead

Lead Profile

What Is the Lead Profile?

The Lead Profile page provides a centralized view of all information associated with a specific lead.

It allows you to manage lead details, monitor alerts, action plans, task and appointments organize files

The Lead Profile helps you maintain a complete overview of your relationship with a lead and quickly access important information when needed.

Access the Lead Profile

Navigate to CRM.
Locate the desired lead.
Click the lead's name.
Click the Profile tab.

The Lead Profile page will be displayed.

Manage Contact Information

The top left section of the Lead Profile displays important lead information, including:

Lead Name
Phone Numbers
Email Addresses
Addresses
Lead basic details
Files
Background city

Edit Lead Information

Most information within the Lead Profile can be edited directly from this page.

You can:

Add or update tags
Add, edit, or remove phone numbers
Change the lead stage
Add, edit, or remove email addresses
Update various lead details throughout the profile

Note: The lead source cannot be edited from the Lead Profile page.

Addresses

This section displays addresses associated with the lead.

You can review and manage address information from here.

Property Alert Sections

The Lead Profile allows you to manage various property-related alerts assigned to the lead.

New Listing Alerts

Displays all New Listing Alerts assigned to the lead.

Neighbourhood Alerts

Displays all Neighbourhood Alerts assigned to the lead.

Open House Alerts

Displays all Open House Alerts assigned to the lead.

Price Drop Alerts

Displays all Price Drop Alerts assigned to the lead.

Files

The Files section allows you to upload, view, and manage documents associated with the lead.

Background

The Background section allows you to store additional notes or information related to the lead.

City

Displays city information associated with the lead.

Action Plans

Displays all Action Plans currently assigned to the lead.

You can also monitor their status from this section.

Real Estate Newsletter

Market Updates

Displays market update subscriptions assigned to the lead.

Tasks

Displays tasks associated with the lead.

This helps you track pending activities and follow-ups.

Appointments

Displays appointments scheduled for the lead.

This section helps you manage upcoming meetings and events.

Delete a Lead

You can also delete a lead directly from the Lead Profile page.

Scroll down within the Lead Profile page.
Click Delete Lead.
Review the confirmation message.
Click Yes to confirm.

The lead will be removed from the active CRM records.

Note: AgentRoof CRM uses a soft-delete process. If the same lead is recreated using the same primary contact information, previously associated information may be restored.

Benefits of Using the Lead Profile

The Lead Profile helps you:

View all lead information in one place
Edit and manage lead details
Organize lead-related documents
Monitor assigned alerts and automations
Track appointments and tasks
Manage communication and follow-ups
Delete leads when necessary
Maintain a complete history of lead activities

Conclusion

You have successfully learned how to access and navigate the Lead Profile page in AgentRoof CRM.

Activities of a Lead

Analytics

Activities of a Lead

WEB Activity

Activities of a Lead

Notes

What Are Notes?

Notes allow you to record important information, reminders, and updates associated with a lead.

They help you maintain a history of conversations, follow-up details, and other relevant information that can be referenced later.

Notes are stored within the lead record and can be viewed at any time.

View Notes

From the Timeline Page

Navigate to CRM.
Select the desired lead.
The lead record will open in the Timeline page.
Under All, locate the notes associated with the lead.
You can also click Notes from the activity filters to display only notes.

Create a Note

From the lead's Timeline page, click the + icon in the bottom-right corner.
Click Add Note.
A pop-up window will appear.
Enter the note content.
Click Submit.

The note will be created successfully.

Preview a Note

Navigate to the lead's Timeline page.
Locate the desired note.
Click the note.

The complete note preview will be displayed.

Benefits of Using Notes

Notes help you:

Record important lead information
Keep track of conversations and follow-ups
Maintain a history of lead interactions
Organize lead-related updates
Share information across your team

Conclusion

You have successfully learned how to create, view, and preview notes in AgentRoof CRM.

You have successfully learned how to access and navigate the Timeline page in AgentRoof CRM.

Activities of a Lead