Learn how to import contacts into Prospect Square at cbdesk.com. You'll upload a file with first name, last name, and email, match fields, handle duplicates, and contacts automatically receive an opt-in email. The system validates addresses and tracks opt-in and engagement status on each contact's detail page.
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Appreciate you being here since this program is optional and discusses best practices for your consideration. If you are thinking of adopting any of them, please make sure to review the requirements in your area region with your broker, branch manager or manager, including those related to contacting consumers. We do want to highlight the importance of the Telephone Consumer Protection act, better known as tcpa. The general rules are that it's okay to call people if the person recently gave you their phone number, but remember to check the DNC lists regularly regularly if they haven't spoken to that person in a while. You will also want to check the DNC list anytime you don't have permission. Automated calling texting platforms should never be used. Pre recorded messages and artificial voices should never be used. You will be personally liable for any violations of the tcpa. We'll mention the TCPA a few times throughout this presentation.
In this demonstration we will discuss the Prospect Square, Contact Import and opt in process. Prospect Square includes an opt in feature that requires your clients to confirm their consent to receive emails. This helps ensure that your messages reach engaged recipients, improving the chances of your emails being opened and reducing the likelihood of being marked as spam. With the introduction of this feature, you can benefit from higher deliverability rates and better overall email performance, helping you build stronger connections with your clients.
Emails must clearly state it is a solicitation and provide the consumer an opt out.
For today's demonstration, we will begin by logging into my cbdesk.com and clicking on the Prospect Square tile.
Choose Contacts from the navigation menu on the left. If the menu is not visible, click on the Sandwich icon next to the Prospect Square logo to reveal and expand the menu. Select Import Export. Import contacts will be pre selected. Click Next. Choose the file source you want to upload. Agree to the disclosure, confirming that contacts in the import file have consented to receive communications. Ensure the file does not include contacts from purchased or harvested lists, including the mls, Cole Realty, or any other online source. Additionally, the file should not contain contacts who have previously opted out of communications. Browse your file library and select the contact list for upload. Match the fields from your file to those in Prospect Square, with first name, last name, and primary email being required for upload. Click Next when finished. Note that Prospect Square will not upload emails that already exist in your contact list. Review and select the import options for handling duplicates, which include Update existing contact details for mapped fields only, replace the entire contact record, or ignore duplicates. This is usually the preferred method. Choose to add contacts to an existing group. Create a new group or decide not to import into a group.
You will receive a pop up with the results of your import at the end of the upload process. The notification will indicate the number of contacts processed, failed and imported. At this point, your contacts will go through the backend validation process to ensure the email addresses are legitimate. Once all contacts have been validated, you will receive a notification alerting you of the email validation results. The notification will indicate the number of contacts processed and found to be invalid.
After a contact is verified to be.
Valid, they will be automatically sent an opt in email to confirm that they would like to begin receiving marketing emails from you. Your name will appear in the from line. There is a section within the Contact Detail page for Optin and Engagement Activity that will display when the opt in email was sent and if it has been opened by the contact. To access this information, go to the Contacts module and select the relevant contact.
Here is a preview of what the Opt In Activity section looks like.
Once an opt in email has been sent out, a contact specific link will also be available on the Contact Detail page. This link can be shared outside of Prospect Square via text, personal email, or instant message as an additional option to ensure your contact can opt in. When a contact opens the Opt in email and confirms that they would like to receive your emails, their contact status will be updated to no email sent within an hour. You can view this status on the Contacts module. At this stage, the contact is ready to receive your Prospect's Square emails. You can now proceed with setting them up to receive these emails. Please note that contacts will be marked as unengaged 15 days after the fourth consecutive unopened email. After this, they will no longer receive Prospect Square emails and will automatically be sent a RE Engagement email. The contact status will remain unengaged until they open a Prospect Square email, at which point their status will change to Active. Here is a preview of the RE Engagement email. If the contact does not respond to the RE Engagement email, you can share the Contact specific link on the Contact Detail page. To encourage a contact to re engage. This link can be shared outside of Prospect Square via text, personal email, or instant message. As an additional option to secure RE Engagement.
