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4 Ways To Get Contacts Into KvCORE:

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3rd Party Sources

The Contact Record

You should definitely get to know one of the screens within kvCORE that you’ll be accessing most often, and that’s the contact record! 

KvCORE contact record sample
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Profile Details

This tab is where the contact record’s pertinent information is stored. This includes their address, partner information, home preferences, and important dates like closing anniversary and birthday.

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General Info

This is where you can quickly view phone, email, address, lead type, hashtags, star rating, source, and validation status.

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Star Rating

A contact’s rating will be automatically set by KvCORE based on the contact’s information and activity. KvCORE will continue to update their rating over time unless you manually select a star rating. Once you’ve selected a rating KvCORE will n longer change it based on activity.

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Hashtags

Hashtags are located in the General Info section on the left-hand side of the contact record. While KvCORE statuses and types are more high-level, hashtags are more granular.

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Timeline

Every action and communication with a contact will be recorded in their timeline. This includes automated actions, changes you make, and any calls, texts, or emails to and from your contact.

Activities can be filtered on the timeline if desired.

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Actions

All of the different forms of communication you can take advantage of are located in the Actions panel. Manual actions are included on the top, and the bottom contains automated options which you can enable.

Client Journey

This can be considered the most important aspect of the contact record because Contact Status controls some of KvCORE’s automation. Properly labeling your contacts ensures that they’re receiving the right messages and you know where they are in their buying or selling journey.

One of the behavioral automation settings will automatically change a Prospect or New Lead to Active Lead if they reply to an email or text. Anyone who is consistently talking to you or favoriting properties on your KvCORE website should be in this status. New and Active leads should receive most of your attention in KvCORE.

As you move each contact through the journey in your pipeline, KvCORE automation will complement their stage. As you change a contact’s status any associated smart campaign and behavioral automation will be updated.

For example, New Leads that KvCORE automatically changes to Active Lead will have the default New Lead Buyer/Seller smart campaign automatically replaced with a default Active Buer/Seller campaign.

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Sphere

This status doesn’t apply any automation so this status is good for friends, family members, and those who need more personalized attention.

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Prospects

KvCORE robustly nurtures these contacts so use this status for cold/dead leads or those that you’d like to separate from your general leads. These may take longer to convert or you’re actively trying to develop a relationship with.

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New Leads

These are recently generated from any source, whether online or face-to-face. Automation is applied to New Leads!

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Active Leads

As prospects and new leads begin interacting with your website, and communicating with you, they’ll be moved into Active leads status.

Spouses & Partners

While there are fields on the contact record (and import template spreadsheet) which allow you to add a spouse or partner’s information, it’s important to understand how the system functions in regards to what’s stored there. The applicable fields are: Spouse First Name, Spouse Last Name, Spouse Email, Spouse Phone, and Spouse Birthday.

While organizing your database, consider that the person in the Spouse field will not receive communications. If you’d like both partners to receive auto-communication add them as their own lead.

Want to learn more about the Contact Record? Check out this support article.

Your Contact List

Here’s a quick look at your Contact List within KvCORE.

KvCORE contacts list

And a preview of what contacts will look like, once some have been added.

KvCORE sample contacts

Filtering Contacts

One of the features you’ll use most on this page is filtering. Filters will allow you to easily drill down to just the contacts you want to see, when you want to see them.

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Save & Pin Your Filters To Save Time

You may find yourself looking for a similar group of people over and over again in KvCORE. When a search becomes common, you can save a filter and pin it to your contacts screen in order to easily access the same filter later, with just one click!

Checking For Unengaged Leads

One example of a fantastic pinned filter to create is one which will immediately show you unengaged leads, or those who are not currently set up on an automated nurturing or contact plan. Here’s how

  • From your contacts list, click ‘Filter’ and then select the following:
    • Contact Status = Prospect, New Lead, Active Lead
    • No Alerts = ON
    • Has No Market Reports = ON
    • Does Not Have a Running Campain = ON
  • Then click ‘Save Filters’ at the bottom, give it a name like “My Unengaged Leads”, and click ‘Save New Filter’.
  • Next, click on the gear icon in the Filters panel and check the box to add a Quick Link on CRM screen and then ‘Save’.
  • It’ll create a shortcut button on your contacts list so you can easily find them again in the future!
KvCORE Smart CRM Contact Filters

Want to learn more about filtering contacts in your Smart CRM? Check out this support article.

well organized office space

Staying Organized

A database isn’t useful if you can’t do anything with it. In order to be useful, you’ve got to know what you have and be able to easily act on that. KvCORE offers multiple ways for you to view and easily segment your database.

 

Lead Type

This refers to the type of contact that you are working with regardless of where they are in the buying/selling process, and can also be referred to as deal type. Because a seller lead can turn into a buyer after their sale closes and a fellow agent could need your help with a home purchase of their own, each contact in your Smart CRM can have more than one lead type as necessary.

There are five available lead types in kvCORE:

  • Buyer
  • Seller
  • Renter
  • Vendor
  • Agent

Contact Status

This refers to where the contact is in your pipeline. They are great indicators of what stage a contact is in and what they need from you as a real estate agent. There can only be one contact status for a contact at a time.

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Sphere

Contacts you know, who may or may not be searching for real estate.

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New Lead

Contacts who have signed up on your website, either from an ad or some other lead source, such as an email import.

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Prospect

Contacts you’ve met or have information for, who you want to convert into a real estate lead. They are not actively searching right now, and your efforts are directed towards getting them to do so.

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Client

Contacts you are actually working with, and showing homes, etc.

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Active Lead

Contacts who are actively returning to your website to view properties.

Leads who respond to communication who have not responded before will automatically default to active status when they respond the first time.

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Contract

Contacts who are in the buying or selling transaction process.

If a contact matches Dotloop, their status will automatically update and indicate that they are tied to an existing transaction.

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Closed

Contacts who have completed a transaction. 

If a contact matches Dotloop, their status will automatically update and indicate that they are tied to an existing transaction.

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Archive

Contacts you don’t intend to work or communicate with. Moving a contact to this status will unsubscribe them from any further automated communication.

hashtag symbol next to a book

Hashtags

Hashtags are an additional level of categorization. Think of KvCore statuses as more general buckets, and your hashtags as groups within those buckets.

Perhaps you have two buyers, but one is a first-time homebuyer and the other is looking for something in a 55+ community. Both would have a deal type of Buyer, and hashtags could be used to further describe them and group them with other similar contacts.

There is no limit on how many hashtags you are able to create within your KvCORE account or how many you apply to an individual contact. They can be manually added or applied as part of a Smart Campaign.

Hashtags can also be used to trigger Smart Campaigns which removes a manual step on your end and makes your business process even more efficient. This is great when working in niche markets because leads generated from niche sources will most likely need a specific Smart Campaign.

Company-Wide Hashtags

We’ve created some hashtags at the company level that are tied to a few Smart Campaigns. Adding one of these hashtags to a contact will trigger the Smart Campaign to run. A few of these campaigns will trigger communications to your contact, and others are tied to our prospecting systems – creating tasks for you to complete.

Hashtag Examples

What are some examples of hashtags you may wish to use?

It’s common for agents to use hashtags to label contacts with their search preferences, financial status, and “warmth level” (like #HotBuyer or #ColdLead) which can assist with future communication efforts.

You may also wish to use hashtags with property addresses to label any open house leads you generate, like #123MainStOH (OH stands for Open House).

Search preference hashtags can come in handy when you have a new listing! A alert for a new 2-bedroom pool home could be easily emailed to contacts who have a #Pool or #TwoBeds hashtag.

You could also send out a newsletter or other engagement-type communication to contacts with a #ColdLead or #Dead_Prospect label.

Hashtags can also be used to indicate where they are within a certain Status. For example, when a contact is moved to the Contract status you can use hashtags to label them as #In_Escrow, #Disclosures, #Still_Needs_To_Sign, or #Contingencies, among many others.

Need a few more examples? How about #firsttimehomebuyer #creditrepair #deepwateraccess #luxury #snowbird #investor or #onthesand

TIP: If you use the kvCORE Open House app all contacts will automatically have a property address hashtag applied when synced from the app to your kvCORE Smart CRM for easy filtering.

Hashtag Management

Hashtag management will give you the opportunity to view and edit all hashtags in use in your Smart CRM, allow you to merge hashtags and even mass delete hashtags that you no longer wish to use. Hashtag management makes it easier to mass email/text contacts assigned to a particular tag and provides the tools necessary to fully manage your hashtags.

To access hashtag management first navigate to the ‘Marketing’ tab from the main navigation. Then click ‘View Hashtags’ on the ‘Hashtag Management’ tile. From the main Hashtag Management screen, you can merge, mass delete, or edit individual hashtags.

Want to learn more about the Hashtags in KvCORE? Check out this support article.

Want to learn more about the Hashtag Management feature? Check out this support article.

man sitting at a table outside working on a laptop

Adding Searches & Property Alerts

A Search Alert is an automated email sent from kvCORE that contains properties of interest for a specific contact. Search Alerts will send via email all newly listed properties, and properties that have been reduced in price or gone off-market that match the search criteria set.

From a contact’s record, you can see at a glance if any alerts are configured on the right-hand side.

Expert level hack? You can also pre-configure searches to be automatically assigned to leads with specific hashtags. You can find more on that here.

woman at desk writing in notebook with laptop nearby

Importing Contacts

While you can import contacts on your own, it’s complicated and errors can easily be made. Remember those default automations? It’s better to take advantage of the KvCORE team whose job it is to do it for you.

Hands down, that’s the solution we recommend. You can even schedule a call with them prior to completing your import so you can review your file and ask questions about what will happen upon import.

Either way, the first step is getting your list together. Next, review the information on your list carefully to make sure every contact has an email address, phone number, and physical address. At a minimum, every contact must have either an email address or phone number. If both are missing, the contact will not be imported.

Tip:

KvCORE has a Contact Import template file available that can help to guide you thorugh prepping contacts for import. If you’re going to be importing, even when you use KvCORE’s Import Team to complete the import, it’s best to start with this file.

Things To Know About Importing:

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Names in KvCORE are stored in two fields – first name and last name. If your data is coming from a system that allows middle names or suffixes, they should be combined with the last name field or just dropped prior to import.

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Only one value can be selected for Contact Status per contact.

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Multiple deal types per contact are allowed however, they must be separated by a pipe symbol, “|”, which is typically located above the Enter or Return key on the right-hand side of your keyboard. Do not include any spaces.

Your options are: Buyer, Seller, Renter, Vendor, Agent

  • Bad example: Buyer | Seller
  • Good example: Buyer|Seller
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The format for birthdays and property anniversaries on your contact import should be MONTH/DAY/YEAR with forward slashes, not hyphens. Ex – 6/6/23 or 06/06/2023

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Multiple hashtags per contact are allowed however, they must be separated by a pipe symbol, “|”, which is typically located above the Enter or Return key on the right-hand side of your keyboard. Do not include any spaces or the hashtag symbol, “#”.

  • Bad example: #Open House | Waterfront
  • Good example: OpenHouse or Open_House or OpenHouse|Waterfront
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There are a few fields available on the KvCORE import template which refer to a contact’s search preferences. These are not required but can be added if desired. Please be aware, however, that including area information AND price will result in a search alert upon import.

The options are: area, price, sq ft, year built, acreage, bed/bath, and listing type. If using property type, the values entered must match what’s available in the MLS.

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The Notes column can be used to transfer miscellaneous information or an existing notes field.

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The communication opt-in fields control whether or not a contact will receive communications, and via what method. A value of TRUE means the contact will be subscribed. A value of FALSE means they will be opted out.

  • Email Opt-In – subscribes contacts to email communications
  • Text On – subscribes contacts to text communications
  • Phone On – subscribes contacts to phone calls

If you’re coming from a system that can provide this information about your contact’s current status, import that info where possible to ensure you don’t upset a contact who has already unsubscribed from marketing messages in the past.

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Are you a Mac user? Keep in mind that you cannot use Numbers to edit your import files. You must use Excel or Google Sheets!

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Before importing, your import file must be saved as Excel comma separated values file type (csv).

Want to learn more about importing contacts using KvCORE’s Lead Import Team? Check out this support article.

cardboard box with crumpled papers surrounding it

Deleting & Archiving Contacts

There may be contacts in your Smart CRM that are not useful anymore or possibly don’t have valid information. It is in your best interest to manage your contacts and to do this you may need to delete, or archive, them.

You have the ability to delete contacts so they’re removed from the system, or they can be archived which removes the lead but only from the main display in the Smart CRM, which means you can still filter to find them later.

It’s important to note that agents can only delete leads that they are the owner of. Only a company admin can delete a company-owned lead. Similarly, only a team admin can delete a team-owned lead.

Want to learn more about deleting or archiving contacts? Check out this support article.

a person handing a piece of paper to another

Sharing & Transferring Contacts

Whether you are an Admin, Agent, or Lender user there will be situations that require sharing or transferring contacts from your Smart CRM so that a different user has access to that contact’s record.

Admins may need to reassign Company-owned leads from themselves to an Agent to work. Agents may have a partner that needs to be shared on a client’s record. Lenders who have imported their book of business may wish to share some of the contact records with an Agent partner.

KvCORE’s Smart CRM streamlines the sharing and transferring process for both individual and multiple contacts allowing users to easily get all the contact information into the hands of the right person.

Sharing and transferring contacts can be done en masse from the main contacts list.

What Happens When I Share?

  • A new note will appear in the contact’s Timeline that logs the date and time that the contact was shared.
  • The recipient of the shared contact will receive an email from KvCORE notifying them of the new contact in their Smart CRM.
  • All communications sent to that contact from KvCORE will be branded to and sent from the agent who owns the contact, not the user it was shared with.

Sharing Permission Types

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View Only

Allows the person you’re sharing a contact with to access the contact record’s information and Timeline, but does not allow the shared user to edit any of the information.

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‘View & Edit’

Allows the shared user to access and edit all of the contact’s information in the left-hand column.

How Transferring Works

In most cases, you must be the owner of a contact in order to transfer the record to another user. System Admins do not have the ability to transfer agent-owned contacts, they can only transfer company-owned contacts.

Transferring a contact is permanent. The only way to regain the contact is for the other user to transfer it back to you.

What Happens When I Transfer?

  • A new note will appear in the contact’s Timeline that logs the date and time that the contact was transferred.
  • The recipient of the transferred contact will receive an email from KvCORE notifying them of the new contact in their Smart CRM.
  • All communications sent to that contact from KvCORE will be branded to and sent from the user it was transferred to.

Want to learn more about sharing or transferring contacts? Check out this support article.

woman working at laptop in a modern office space

Syncing Leads From 3rd Party Sources

Why is this important? In a nutshell, your time is valuable. Why not make the most of a system which works for you? Syncing your 3rd party lead sources into KvCORE means that the system’s automated nurturing actions will be applied.

Settings and controls for this functionality are available within the Lead Dropbox section of your Lead Engine. This can be just as important as importing your database! It helps to take the pressure off of you to respond instantly since KvCORE will do that for you.

Are you a team leader? You will have the ability to select an integration key for your team, or yourself as an individual.

There are 3 ways to do it:

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Email

By forwarding an email to a special email address for your KvCORE account, the system will “read” the email and copy all the information into a new lead in KvCORE! This email address should be used for almost every lead source, including Realtor.com, Homes.com, Opcity, and other known email sources.

This eliminates the need for you to manually enter the leads you purchased elsewhere. Any new leads you receive an email notification for can be parsed into KvCORE as new leads. Simply setup an email forwarding rule which sends the email to your KvCORE Lead Dropbox email address.

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Zillow

Are you paying to receive leads from Zillow? Or perhaps just receiving property inquiries from the site on your listings?

You have the ability to connect your Zillow account to KvCORE. so any new leads you’re generating flow directly into your Smart CRM.

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Zapier

A Zapier Key can be used to bring leads into KvCORE that you don’t receive an email notification for. A free Zapier account can be created and used as a bridge between your lead generation source and KvCORE.

In order for this to work, the lead source must have a connection to Zapier. While more advanced to set up, it’s actually less complicated than you’d think. This is a good method to use for Facebook ad leads, for example.

men shaking hands in a cafe

Lead Validation

In KvCORE, when new contacts are added, you can request data validation on the info that is created or entered into the system. This will check things such as name, email, and other contact info to cross-reference it with thousands of online sources of data that contain that information.

KvCORE taps into third-party databases, cross-reference what’s out there, confirm that an email or phone number is real, and even who might be the actual owner of that contact information.

The data validation will also automatically correct small errors in emails and other information. For example, if someone ends their email in yahoo.cim instead of yahoo.com, validation will auto-correct the typo if the correct email is in a third-party database.

KvCore Contact Validation Sample

#1 – Ribbon Icon

Located next to the contact’s name, this icon indicates if validation was run.

  • Grey – Validation not run
  • Green – Validation has been run

#2 – Phone Shield

Located next to the contact’s phone number, this icon indicates the result of the validation.

  • Grey Shield with Line Across – Validation not run or not validated
  • Green Shield with Checkmark – Information validated

#3 – Email Shield

Located next to the contact’s email address, this icon indicates the result of the validation.

  • Grey Shield with Line Across – Validation not run or not validated
  • Green Shield with Checkmark – Information validated

#4 – Timeline Note

This validation summary includes any additional information that was found while cross-referencing the contact information provided. It will display things such as social media profiles, gender, age, etc. Anything the validator could find!

#5 – Side Panel

Here, the validated information will display along with the date validation was last run.

Want to learn more about how lead validation works? Check out this support article.

Create Mailing Labels

Yes! It can be easily done in KvCORE. Just filter to the contacts you’re looking for, and then export to a PDF which can then be printed on label sticker sheets.

KvCORE’s mailing labels are sized for Avery 5160 labels. If you need labels in a different size, export them to a csv and create a mail merge in Word at another template size. Working with a printer to create and mail? Just send them a csv export of the appropriate contacts.

Would you like to know more about creating mailing labels? Check out this support article.

Get To Know The Platform

Ready to introduce yourself to the system's features? Let's do this! Here's an introduction to KvCORE and its features. Want to go more in-depth? We've provided links to support articles that go into more detail.

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Contacts

Automation

Website

Marketing

Lead Generation

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Support

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Connect With Support & Your Peers

There are plenty of resources available to you when it comes to this fantastic platform! From live support to recorded videos and online learning, you're sure to find what you need.

Our #1 Training tip?:

KvCORE learning portal link on dashboardTake the 'Agent Quick Start' course available in KvCORE's Learning Portal once you gain access to your account. This fantastic resource is incredibly thorough and allows you to go at your own pace.

KvCORE agent quick start course previewIt's likely that you may be interrupted by something while you're learning, and this program is broken down into bite-sized pieces. It also allows you to pick right up where you last left off, whether you're at the end of a section or in the middle of a video.

Whether you're starting from scratch or just need a refresher this is truly one of the best resources available. We can't recommend it enough!

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LIVE WEBINARS EVERY WEEK!

Whether you're new to the system or would just like a refresher, these live webinars are a great resource for getting to know the system.

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View Recorded Webinars

A collection of past training sessions and webinars hosted by the KvCORE, team. Always available, 24/7.

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KvCORE Facebook Group

A great place to see the latest chatter on the product and it's features. Join it to stay up-to-date on the latest news and tips!

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KvCORE YouTube Channel

Always being updated, this is a great location to see a collection of how-to videos and tips for getting the most out of the system.

BHHS FLPG Support

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Book A Virtual Appointment
Book a one-on-one virtual appointment with a service desk technician.

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Email Support
Send an email to open a ticket with our service desk team. and they'll respond as soon as they're able with answers to your questions.

  • servicedesk@bhhsflpg.net
  • Monday - Friday: 8:30am - 5:30pm EST
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Technology Day
Hosted 3 Fridays a month, this is an opportunity to book an in-person 30 minute one-on-one. Pick a date and location and book on our company calendar.

KvCORE Support

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Live Chat
Click on the blue bubble in the bottom right corner of your KvCORE dashboard.

  • Monday - Friday: 6am - 5pm PST
  • Saturday - Sunday: 9am - 3pm PST
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Email Support
Get in touch with the KvCore support team via email.

  • kvcore@insiderealestate.com
  • Monday - Friday: 6am - 5pm PST