Sphere-Adding Individual Contacts

 Log into your Sphere account

•  Click people on the left-hand side

•  On the top right, click “Add People”

•  Add any information you have in this first window - first name, last name, email, phone (this defaults to appear as a cell phone number)

•  You can change the contact owner in this screen if inputting for someone else but unless you have access to their contacts, you will not be able to see the contact when you click “Next”

•  If you check the "Is this a referral?” box, it will open a look-up to select who the referring person was

•  Click “Next”

•  Select any relevant labels here - there is no limit! (e.g. Active Seller, Past Buyer, Assistant, etc)

  •  Use the “Disqualified” label for anyone we can’t sell a house to - namely Coop Agents and their clients.

  •  For clients that our not ours, call them either “Buyer- Not Our Client” or “Seller - Not Our Client”

•  In Sphere, details automatically save as you enter them

•  Feel free to add “Interaction Notes” like drop-bys or calls and set reminders at any time

•  You can check "Is this a referral?” here to link them to the referring contact, if you didn’t in the previous window

•  You can also change the contact owner here

•  Scroll down and choose “Type”  (e.g. Seller, Buyer & Seller, Lender, Transaction Coordinator, Agent, HOA Rep, Escrow) - you can only select one

•  Select a rank - this will default to a “D” Ranking is to be viewed as ranking how much business they bring you - whether themselves or referrals. An X ranking will ensure the contact does not show on your call reminder list on your dashboard. You should use X for people like lenders and escrow agents.

•  Select Lead Source - super important for tracking ROI, etc. (This is primarily for clients - we do not add a lead source on lenders, brokers, HOA reps, buyer/seller that are NOT our clients, escrow agents, etc.)

•  Add the client’s preferred name (Jim instead of James)

•  Complete any “Additional Details” you have

•  Add any additional emails and phone numbers and select the type

•  Add home and/or office mailing addresses

•  Feel free to add information on kids and pets as well

•  In the notes section of the contact record, add (or update existing note with) the full property address and the buyer or seller name (our clients) in the notes section of every contact record so it is searchable (e.g. Listing agent on 123 Main Street, Portland, OR 12345 - Buyers Jane and John Doe)

•  You can also add any other pertinent notes - details for listing launch, divorce/death of spouse, communication preference, etc.

•  From a single contact, scroll to the top right, and connect them to another contact or multiple contacts. Click the icon with two people and a plus that says “Add Connection” when you hover over it.

•  Select “New Connection” or “Existing Connection”

•  Fill in the details for a new connection or search for an existing connection

•  Click “Save”

•  You can click into the new client from here and fill in any additional information at this point

•  A Zap can be set up from Sphere to your Flodesk account (to one segment folder)

Tips for Adding Individual Contacts Involved in a Transaction

•  Broker to add or update ALL parties involved in the transaction in Sphere as contacts: coop agent and transaction coordinator, escrow agent and assistants, lender and assistants, buyers and sellers (even if they are not our clients), HOA rep. (PRIORITIZE - a transaction cannot be processed until all contacts are in)

  •  ALL parties must be added to Sphere so that they can appear in the Transaction Timeline BEFORE the coordinator can process the transaction 

  •  People should be entered as they appear on the contract - full name, middle initials, revocable trusts, etc. 

  •  In the notes section of the contact record, add (or update existing note with) the contact’s role, full property address and our clients name so it is searchable (e.g. Listing agent on 123 Main Street, Portland, OR 12345 - Buyers Jane and John Doe)

  •  Connect related contacts (“Add Connection” icon) e.g business partners, significant others, etc.

  •  Update, add, or remove labels as applicable to contact records

  •  The Coordinator will attach the contacts to the transaction record under the “Parties involved” section