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Tech Tuesdays - April 07

VIEW RECORDING - 88 mins (No highlights)

Meeting Purpose

Troubleshoot system issues and review new features.

Key Takeaways

• Workflow Trigger Fix: The "Buyer Status" workflow failed for 43 contacts because its Contact Changed trigger was missed during a bulk CSV import. The fix is to add a Contact Created trigger to catch these cases.
• Calendar System Clarified: A new tutorial video now defines the three calendar types: Appointment for Offer (sends seller reminders), Appointment for Follow-up (internal use only), and Appointment Setter Calendar (for setters to book internal follow-ups).
• New Lead Source Strategy: Cole is integrating Facebook ads, creating custom fields for lead-form data. Tim is exploring new cold-calling vendors (e.g., NuClear Leads) due to poor performance from his current provider, Runner Remote.
• Process Improvement: A new method for TC Welcome Call checklists was adopted. It uses custom fields within an opportunity to create a live, script-guided form, replacing the clunky Google Form process.

Topics

Workflow Trigger Failure

• Problem: The "Buyer Status" workflow failed to trigger for 43 contacts after a bulk CSV import.
• Root Cause: The workflow's Contact Changed trigger was not activated because the Buyer Status field was populated during the initial import, not as a subsequent change.
• Solution: Add a Contact Created trigger to the workflow to ensure it fires for all new contacts, including those from CSV imports.

Calendar System & Appointment Reminders

• Problem: Confusion over which calendar type to use for different appointment scenarios.
• Solution: A new tutorial video clarifies the purpose of each calendar:
  • Appointment for Offer: For hard appointments with sellers; sends automated reminders.
  • Appointment for Follow-up: For internal use only (e.g., to remind a rep to call back); sends no seller reminders.
  • Appointment Setter Calendar: For setters to book internal follow-ups, which then appear at the top of their Revival List.
• Related Fix: Photo appointment reminders are now in the Open TC Communications folder for easy editing.

Lead Source & Integration

• Cole's Facebook Ads Integration:
  • Goal: Integrate Facebook lead-form data directly into HighLevel.
  • Method: Create custom fields in HighLevel to map to the specific questions on the Facebook form (e.g., "Reason for Selling," "Timeline").
  • Process: Map fields in Settings > Integrations > Facebook. GenieREI Support will then connect the new lead source to the standard automation workflows.
• Tim's Cold-Calling Vendor Review:
  • Problem: Poor performance from current vendor, Runner Remote (21 leads in 24 days with 3 callers, vs. a 40-lead/caller/month guarantee).
  • Alternative: Exploring NuClear Leads, a vendor with strong results for other GenieREI clients (e.g., 452 leads in 30 days with 8 callers).

System & Process Improvements

• TC Welcome Call Checklist:
  • New Method: Use custom fields within an opportunity to create a live, script-guided form.
  • Benefit: Keeps the entire process within HighLevel, replacing the clunky Google Form workflow.
  • Action: GenieREI Support will create a tutorial for clients to implement this.
• QR Code Feature:
  • Problem: The QR code feature was missing from Tim's account.
  • Cause: The feature was disabled at the agency level.
  • Resolution: GenieREI Support enabled the feature for Tim's subaccount.
• Future Agency Projects:
  • Ticketing System: Launching today to replace Slack for client support.
  • Claude AI Assistant: Will be integrated to automate tasks like identifying unused custom fields.
  • Hiring Automations: Planned to standardize the hiring process for admins.

Next Steps

• GenieREI Support:
  • Add Contact Created trigger to the "Buyer Status" workflow.
  • Create a tutorial video on the new TC Welcome Call checklist method.
  • Connect Cole's Facebook ad source to the standard lead automations.
• Nosheen:
  • Help Cole resolve Facebook Business Manager permissions.
• Cole:
  • Create custom fields in HighLevel for Facebook lead-form data.
  • Move old leads from the "Attack List" to the "Revival List."
• Tim:
  • Clear browser cache and cookies to resolve the QR code feature issue.

Action Items

• Create buyer market update workflow - WATCH (5 secs)
• Create FB Lead Ads fields; map in HL; notify GenieREI Support to connect - WATCH (5 secs)
• Rename 'Appointment for follow-up' to 'Appointment for follow-up (no seller reminders)' - WATCH (5 secs)
• Fix lead status 'Clear call system' to add back to cloud; verify other statuses - WATCH (5 secs)
• Add FB page to Business Manager assets; resolve permissions - WATCH (5 secs)
• Add FB page to Business Manager assets; resolve permissions - WATCH (5 secs)
• Create 'Buyer Replies' Contacts view - WATCH (5 secs)
• Send Culture Index survey link to Nosheen - WATCH (5 secs)
• Create 30s Loom on TC welcome-call custom fields; share w/ TC team - WATCH (5 secs)
• Log out/in and clear cache; retest QR codes - WATCH (5 secs)