Getting Started Best Practices 

Scroll down to learn best practices to learning how to utilize your Ylopo license for long term success!

Complete Ylopo Training

Complete Online Training: Our online course catalog covers all parts of the Ylopo platform, their features, benefits and recommended practices. Also included are supplementary courses on the integration between Ylopo and your CRM.

Attend Ylopo Coaching: Learn how to maximize your ROI with your Ylopo tools and websites from our expert Ylopo Coaches and Realtor in Residence team. Register for Coaches Office Hours.:

Daily Coaches Office Hours Topics:

  • "Mastery Monday": Master your Smart Lists, Stages, Automations, Follow Up, and Scripting

  • "Tools Tuesday": Get plugged in and leverage Ylopo's powerful tools, such as Heat Map, DyVA, Listing Rockets and Listing Presentations

  • "Realtors-in-Residence Office Hours": Featuring Barry, Gabe and Livia, get the run down on the Ylopo system and tools!

  • “All About Imports Thursday” - Mass lead import and seller import

  • "FUB Friday": A deep dive on Follow Up Boss

Continued learning: As a Ylopo user, you have access to a variety of training resources to help you make the most of your Ylopo license. We offer live webinars and self-paced online courses, giving you the skills and knowledge needed to succeed with Ylopo.

Explore and register for training on our Ylopo Training page, where you can find topics that fit your Real Estate goals. Take each course at your own pace, mastering and implementing new tools one step at a time.

Recorded training and coaching: Can’t attend a session? Be sure to watch a replay by visiting our previously recorded training and coaching section on our Ylopo Support Center.

Attend Live Ylopo Training: Attend live webinars designed to empower you with the essential skills and knowledge for maximizing Ylopo.

Understanding CRM + Ylopo Integration

Below is a high level explanation of the integration of Ylopo and your CRM. Please complete your online CRM + Ylopo training to see the details of your CRM’s specific integration with Ylopo. You can also visit our Knowledgebase to view more articles on your CRM + Ylopo integration.

Ylopo role vs CRM role: It is important to understand the difference between Ylopo and your CRM. In short, Ylopo generates or drives the activity that feeds into the CRM, your CRM is where lead data is stored, managed, and analyzed.  

Examples:

  • Ylopo markets your home search site to generate leads, your CRM is where your leads are routed and where you work your leads

  • Ylopo offers an AI ISA to engage your new leads, your CRM provides call, text and email features for agents to engage their new leads

  • Ylopo provides you insight into lead behavior and engagement with your Ylopo websites and tools, your CRM will log this engagement as tags or activity on the lead profile

New Lead Journey: New leads from Ylopo are generated utilizing your Ylopo home search site via ads. These leads are delivered into your CRM and imported into the Stars platform which you can access via a Stars link added to their contact page.

Lead Routing: Ylopo Leads are delivered to your CRM via the integration and routed according to your CRM lead routing rules. Ensure your lead routing rules are set up for your business needs.

IMPORTANT: Do not update your lead routing rules for Ylopo generated leads where you are utilizing AI Voice.

Stars: Leads generated by Ylopo are automatically imported into Ylopo Stars via the integration. You will access the Stars profile via each persons profile in your CRM. Stars allows Ylopo to recognize the lead for remarketing, syncs website activity, AI text engagement and more.

  • Utilize Stars to engage new leads with listing alerts, manage your AI texts, send AVM report, use the bad number tool and MORE!

  • Complete a mass lead import to import your existing database into Stars

  • Complete the auto-import form for your other lead sources you wish to have automatically imported into Stars

Stage: Different CRMs use different verbiage for “Stages.” Stages group contacts together in buckets to quickly identify the leads. These can be assigned based on different factors, including urgency, the client's real estate phase, and timeframe.

  • Example: The “lead” stage indicates it is a person not spoken to yet or qualified by the agent. A “Hot” stage would indicate the person high and and sooner intent than someone in a “cold” stage. Commonly used nurture stages are hot, warm, and cold.

Depending on your CRM, we can blacklist your AI text from engaging based of “stages.” These CRM’s include: Follow Up Boss, LionDesk, Sierra, Lofty, Cinc, RealGeeks, and Wise Agent

  • Recommended stages ON for AI texting include Lead, warm, cold, and other stages that require long term lead nurture. Others should be blocked.

  • For FUB AI Voice users: We will also utilize “Stage” to allow or block AI Voice from calling the lead. Recommended stage to call should only include “Lead” or “Attempted Contact.”

Tags: When you view the profile of a Ylopo lead within your CRM, you will notice the lead has tags. Ylopo will utilize the tag section with its own Ylopo tags to provide insight into where the leads originated, registration responses, tags to take action on, and how they are engaging with your Ylopo sites/tools, including AI text and AI Voice.

Use tags to filter through your database based off of lead activity, lead sources, demographics, etc. to help build out efficient prospecting lists, workflows and automations. View our Ylopo Tag Catalog

Getting started with Ylopo, we suggest using smartlists/saved filters that include important tags like:

  • YPRIORITY: A lead that has completed some action that indicates high home search activity and/or a request for more information.

  • HANDRAISER: A lead who has requested information or a showing for the listing on your home search site. When existing leads clicked on the "Ask a question" and for newly-added leads that registered through the form

  • AI_NEEDS_FOLLOW_UP: The lead has replied expressing higher intent in the conversation with you AI text assistant

  • SELLER_REPORT_ENGAGED: Engaged with a CTA or interactive section on the Seller Report

  • call_now=yes: Direct Connect leads who answered they want a call within the hour they were sent to your CRM

See our Recommended Smartlists which include filtering for important Ylopo tags to help find high-level activity and AI engagement for agents to follow up on.

Activity: Engagement with your home search site and AI text will be logged as notes in the profile of your leads as notes.

Depending on your CRM, some notes can also direct to you the users Stars profile to utilize Stars tools or takeover the conversation with your AI text.

Assigned Agent: The assigned agents information will be used to send listing alerts and seller alerts.

  • For FUB and Liondesk users, the AI text assistant can reach out on behalf of the assigned agent. For other CRM’s it will reach out based on a set persona ex. “ABC Realty’s assistant.”

  • For FUB, Liondesk, Sierra, Lofty, WiseAgent, RealGeeks, TotalBrokerage, if an agent subdomain exists in Ylopo, Ylopo can sync the agent subdomain so the agent is in the “presented by” section of listings.

  • For teams with AI Voice, by default, AI Voice will not call leads assigned to an agent. It’s important to know your specific AI Voice set up if you are not utilizing ponds.

Stars and Mission Control

User Stars Login: Ylopo has sent your temporary Stars login information to the email provided to Ylopo. Use this information to log into Stars.

Ylopo Stars must be accessed through a leads record in your CRM. You will have access to the leads searches, history, AI text conversations, and other Stars features when you receive your first Ylopo lead.

Visit our best practice section on Stars.

Admin Mission Control: You will be able to access your Mission Control Dashboard with your Ylopo Stars login.

Here you will be able to:

  • Adjust your marketing budgets and areas

  • Launch a listing rocket to promote a single property

  • Access your branded website and more

Your Marketing Pod member will schedule a 1 month check-in 30 days after your license launches. Please be sure to attend that meeting to review how your marketing is performing and discuss any changes that might need to be made. Complete your online Mission Control course for detailed training on Mission Control. You can also sign up to attend live or watch a recording of the Mission Control Crash Course.

Support and Resources

Client Success Manager: Get to know your CSM and meet with your CSM regularly. Set up monthly recurring calls once you’re feeling comfortable with the system

  • Very important to meet with your CSM ASAP after you go live 

    • Implementation Specialist will schedule your first meeting

    • Make sure you’ve completed your Boot Camp training prior to meeting with your CSM to get the most out of your first meeting

  • In your first meetings with the CSM:

    • Get to know each other better and confirm/capture your goals with Ylopo

    • Recap what products you’re spending on 

    • Go through some important settings in Ylopo and your CRM

    • Understand your process for lead follow up and working alongside AI

    • Review our Ylopo Support Center

Leverage Your Dedicated Account Team: For the quickest responses and most effective meetings, know who to contact when you need help with your Ylopo account. Save your teams contact information for easy outreach and assistance as you utilize Ylopo.

Leverage Ylopo Coaches: From single Agents to large teams, our Coaches can provide expert guidance for your Real Estate business needs or goals. As a Ylopo license holder you can book a 1 on 1 with a Ylopo Coach.

Attend their Coaches Office Hours to ask questions to them daily!

General Technical Support: There are many ways to contact support.

  • For questions or issues with Ylopo tools, Ylopo websites, or AI, please reach out to support@ylopo.com, during business hours call us at (844)359-5493 or access our chat help via the chat feature on the bottom right hand corner on this page.

  • Visit our Contact Us page to see our full team directory

Ylopo Support Center: Utilize the Ylopo Support Center to:

  • Make changes to your Ylopo account

  • Begin a mass lead import

  • See the newest additions and updates from Ylopo

  • Book a 1 on 1 with a Ylopo Coach

  • See our best practices

  • and more!

Ylopo Help Center/Knowledge Base: Utilize our Help Center to dive into the specifics of our tools, marketing, integrations and more!

Ylopo Success Community: Be sure to join our private group on Facebook.

Celebrate your wins, ask for suggestions, see upcoming Ylopo events, find agents to refer your out of area leads and more!

All Ylopo users can join, the requestor will just need to provide the license holders name.

Ylopo Media Center: Can’t attend an upcoming Ylopo webinar? Access our Ylopo Media Center to view past recorded Ylopo webinars and updates.