What are team reminders and how do I set them up?

What are team reminders? 

Team reminders allow team leaders to get better visibility into valuable leads they’ve received by ensuring team members are working those leads and providing up-to-date information. Reminders prompt team members to take action on a lead and label it accordingly so team leaders know where it stands in the transaction pipeline. Team members receive reminders via push notifications on their smartphones.

Note: Team members must have the Premier Agent App on their smartphones in order to receive the reminders.

 

How do reminders work? 

  • Reminders to team members are triggered based on a lead's status or time frame. 
  • When turned on, reminders are sent when team members have not completed a task within a specified time limit. 
  • Reminders are sent automatically via push notification to team members based on the rules and time limits you set.
  • A team member will continue to receive a reminder for an incomplete task every 24 hours until the task has been completed.

Examples: 

  • You want to make sure team members are following up with new leads quickly. Set a rule for a reminder for team members to update leads that have been labeled in the “New” status for more than 30 minutes.
  • You want updates from team members on where their leads are in the pipeline. Trigger reminders to team members to update a lead with notes at a certain frequency based on a lead's time frame to move.

How do I set up reminders for my team members?

  1. Click on the team dropdown menu from your lead inbox and select Team Reminders. Note that setting up rules are accessible only from desktop and not the mobile app.
  2. You will see a set of standard reminder rules; turn on the ones you want to use. 
  3. Set the time limit for each reminder rule that you turn on.
  4. Reminders are sent to all members of your team. 

 

Quick access to more resources:

 

 

Chart of Rules, Time Limits and Required Actions

Rule Time Limit Options Action Required to Complete Task What does your team member see in the reminder push notification? 
If a lead's status is New, then send a reminder to update it after ... 30 minutes, 60 minutes, 90 minutes, 120 minutes Update status to a status that is not New Update lead’s status from New
If a client's status is Submitting Offers, then send a reminder to update it or add a note after ... 1 day, 2 days, 3 days, 1 week

Update status to a status that is not Submitting Offers OR

Add a note within the time limit. When a new note is added, a new reminder will be created based on the time limit set and creation date of the most recent note.

Offer accepted? Update status or add note
If a client's status is Under Contract, then send a reminder to add full transaction details after ... 1 day, 2 days, 3 days, 1 week Add close date Lead’s missing transaction details
If a client's status is Under Contract and close date has passed, then send a reminder to change the close date or status after ... 1 day, 2 days, 3 days, 1 week

Update status OR

Change Close Date. If close date is updated, a new reminder will be created based on the new date.

Close date has passed. Update status or note
If a lead doesn't have a Timeframe to move, then send a reminder to add one after ... 1 day, 2 days, 3 days, 1 week Update Timeframe to a non-null value Update this lead’s timeframe
If a lead's Timeframe to move is 0-3 months, then send a reminder to update the lead's timeframe or add a note after ... 1 week, 2 weeks, 3 weeks, 4 weeks 

Update status to Closed, Unresponsive, Rejected OR

Add note. When a new note is added, a new reminder will be created based on the time limit and the creation date of the most recent note.

Lead’s overdue for a new note
If a lead's Timeframe to move is 3-6 months, then send a reminder to update the lead's timeframe or add a note after ... 2 weeks, 4 weeks, 6 weeks, 8 weeks

Update status to Closed, Unresponsive, Rejected OR

Add note. When a new note is added, a new reminder will be created based on the time limit and the creation date of the most recent note.

Lead’s overdue for a new note
If a lead's Timeframe to move is 6+ months, then send a reminder to update the lead's timeframe or add a note after ... 4 weeks, 6 weeks, 8 weeks, 12 weeks

Update status to Closed, Unresponsive, Rejected OR

Add note. When a new note is added, a new reminder will be created based on the time limit and the creation date of the most recent note.

Lead’s overdue for a new note

 

What is a lead’s status vs timeframe?

  • A lead’s status may be set by you or the assigned agent on your team. This status indicates where the lead falls in the transaction funnel and helps you keep track of the status of all leads your team is working on.
  • A lead’s timeframe is based on their estimated timeline to transact. Sometimes a lead will already have this information from the Zillow or Trulia home shopper; you or your team member can update this field if the information is not provided, or if it changes. 

 

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