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How to Use the Agents Grid for CRM & Follow-Ups

Todd Kivimaki avatar
Written by Todd Kivimaki
Updated this week

Goal: Maximize your efficiency by turning the Agents Grid into a powerful daily sales tool.

This guide outlines the "Next Contact Date" workflow used by our own sales team at Wow Video Tours. By following this method, you ensure that no client slips through the cracks and every relationship is actively managed.

Video Overview:

1. Setting Up Your Grid

One way to use the Agents Grid as a CRM, you need to enable three specific columns.

  1. Navigate to the Agents Grid.

  2. Click the Grid Icon (Column Menu) in the upper right-hand corner.

  3. Search for and select the following three columns:

    • Last Contact Date

    • Next Contact Date

    • Contact Note

  4. Click Apply.

Your grid will now display these fields, allowing you to track when you last spoke to someone, what you talked about, and when you need to speak to them again.

2. The Golden Rule of Sales

The core philosophy of this workflow is simple:

Every client must have a "Next Contact Date."

Even if a client signs a 12-month contract today, you should set a Next Contact Date for 11 months from now. If you don't document when to follow up, you will forget.

3. Understanding the Status Colors

When you sort your grid by Next Contact Date, the system color-codes the dates to help you prioritize your day:

  • 🔴 Red: Overdue. These tasks were missed and need immediate attention.

  • 🟢 Green: Due Today. These are your action items for the current day.

  • ⚫ Black: Future. No action is needed right now; these are scheduled for a later date.

4. The Daily Workflow

Here is how to run your daily sales block effectively:

  1. Sort the Grid: Click the "Next Contact Date" header to sort your list.

  2. Start with Red (Overdue): Address any missed follow-ups first.

  3. Move to Green (Today): Work through your list for the current day.

  4. Goal: Your goal is to clear all Red and Green items so that only Black (future) dates remain.

Workflow Examples

Scenario A: The Successful Call (Rescheduling for Future)

  • Status: You see a client in Red (Overdue).

  • Action: You click the "Contact Note" to see you previously noted they were interested in a listing. You call them, and they place an order for next Wednesday.

  • Update:

    1. Log the outcome in the Contact Note (e.g., "Placed order for Wed 21st").

    2. Change the Next Contact Date to the 21st (the day of the shoot) to follow up on service satisfaction.

    3. Result: The date turns Black, and the client moves off your immediate to-do list.

Scenario B: The Voicemail (Keep for Today)

  • Status: You see a client in Green (Due Today).

  • Action: You call but get their voicemail. You want to try again later this afternoon.

  • Update:

    1. Log the attempt in the Contact Note (e.g., "Left VM").

    2. Do not change the Next Contact Date. Leave it as today's date.

    3. Result: The date stays Green, reminding you to try one more time before the day ends.

Scenario C: The Long-Term Follow-Up

  • Status: You see a client in Green (Due Today) regarding a social media comment.

  • Action: You call to chat about their interest in Reels. They mention they are going on vacation until after the New Year.

  • Update:

    1. Log the conversation in the Contact Note (e.g., "Interested in Reels, on vacation until Jan").

    2. Change the Next Contact Date to a specific date in January.

    3. Result: The date turns Black. You don't need to worry about this client until next year.

Summary

By using the Agents Grid to set a "Next Action" for every client, you remove the guesswork from your sales process. When you log in, simply attack the Red and Green dates until everything is Black, ensuring you maximize your time and impact your business growth.

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