Table of Contents
Create and Manage Groups
Updated by Nicole Huntley
Groups are a way to organize your contacts so that you can easily identify those with similar traits or goals. For example, you may want to create a group for first time home buyers, long-term sellers, or past clients. Then, you’ll be able to easily sort and market to specific types of contacts; you can add groups to campaigns and marketing emails.
Groups and Marketing
To make engaging with your contacts easy and effective, when you add a contact to a group, they will also be added to any campaign associated with that group. Similarly, if you add a contact to a campaign via a group, you will only be able to remove them from the campaign by removing them from the group. In other words, you can only remove a contact from a campaign in the same way they were added.
- If you added them to a campaign individually, you'll remove them individually
- If you added them via a group, you'll remove them from the group to remove them from the campaign
You can automate your marketing with groups by setting up default group assignments for specific contact types. In other words, you can automatically assign contacts to groups based on their type when they come into your system. For example, if you assign seller leads to be added to a specific group, then any new seller lead will automatically be added to your specified group, as well as any campaigns associated with that group.
3 Minute Video to Learn How!
Common Contact Types
Buyers in (area name), Buyers (price range), Long-term buyers, First time home buyers
Buyer Gorilla Marketing, Long Term Buyer, First time home buyers, Website Buyer Visitor, Monthly Newsletter, Rent VS. Buy
Sellers in (area name), Sellers (price range), Long-term sellers, Short-term sellers
Seller Gorilla Marketing, Long Term Seller, Website Seller Visitor, Monthly Newsletter, Expired Listings,
Past Clients, Referral Sources, Sphere of Influence
Monthly Newsletter, Holiday Greetings, Best Bet Home Improvements, Birthday Greetings, Purchase Anniversary, Seasonal Stay in Touch
Renters (area name), Renters (price range)
Rent VS. Buy, Monthly Newsletter
PTA, Colleagues, Soccer Parents, Church Group
Monthly Newsletter, Holiday Greetings, Green Living Tips, Birthday Greetings, Purchase Anniversary, Seasonal Stay in Touch
Creating a group is easy! First, select Manage Groups under the Contacts menu. In this Manage Groups view, you can see your groups, how many contacts are in each group, as well as which campaigns are associated with each group.
To create a group, simply enter a group name in the Create New Groups field and click Save. Now you can start adding contacts.
Adding Contacts to a Group
There are several ways you can add a contact to a group.
- While Adding a Contact
- Contacts page
- Contact Summary page
- During an import
1. While Adding a Contact
When you are manually entering a Contact into your system for the first time, you have the ability to select an existing Group for the individual contact. When adding a contact, scroll down to the Groups section. Here, you can make your group selections before saving the new contact.
2. Contacts Page
The most popular way is to navigate to the Contacts home page by clicking the Contacts tab and selecting All Contacts from the menu. Then, click the check box next to each person that you want to add to the group, and click Bulk Update.
Click the Update Groups button, then choose Edit Records, and click continue.
From here, check the Groups or Campaigns box, and then select the group(s) you want to add. Then click the Update Now button.
3. Contact Summary Page
You can also add a contact from their summary page. Simply click on a contact and scroll all the way down to the bottom of the page. Click on Groups and the section will expand. You’ll be able to see what groups, if any, this contact currently belongs to.
To add the contact to a group, click Add to Groups. Mark the check box next to each group you want to add the contact to and then click Add.
4. During an Import
When importing contacts you will have the option, during the import process, of adding your imported contacts to a group. Applying a group label during the import process saves time by applying the same label to everyone in your import list.
At step 2 of the import process you’ll see a drop down menu you can select, Add contacts to group. Click the drop down and select the group label you want applied. This group label will be applied to all of the contacts in your import file. Learn more about importing contacts.
Filter Contacts by Group
With your contacts in groups, you’ll be able to quickly filter your database to display contacts in specific groups, or contacts that aren't in any groups. groups. Simply click the Filters button from your Contacts Dashboard, and select the group(s).
Your contact list will now show only those contacts in the selected group(s).
Remove Contacts from a Group
You can remove a contact from a group from the contact summary, or from your All Contacts dashboard. Just remember, if a contact was added to a campaign via a group, removing them from a group will also remove them from the campaign.
1. Contacts Page
Removing contacts from a group is the same as adding contacts to a group. Start by filtering your contact database to show the contacts in a specific group, select the contacts you wish to remove from the group, and click Bulk Update. Then select Groups or Campaigns, and choose the group(s) you're removing the selected contacts from.
2. Contact Summary Page
From a contact’s summary page, scroll down and expand the Groups section. If you are removing the contact from a single group, click the delete icon in the Actions column.
If you are removing the contact from multiple groups, click the Remove from Groups button; mark the check box(es) for the group(s) you are removing the contact from; and click Remove.
Deleting a Group
To delete a group, select Manage Groups under the Contacts menu. Then click the delete icon next to the group you wish to delete.
If you still have contacts assigned to the group, you will have option to assign those contacts to another group. After making your changes, click Save.
- Deleting a group does not delete any contacts associated with that group
- If you send an email to multiple groups, any contacts in more than one group will only receive the email one time
- While there is no limit to how many groups you can have, we recommend putting some thought into your contact groups
- Contacts can belong to more than one group at a time
Adding Associated Campaigns
To add all contacts in a group to specific campaigns, select Manage Groups under the Contacts menu. Then click Add under Associated Campaigns.
Then select the campaigns you want associated with that group and click Save.
Adding a Lead Source
To add specific lead sources to a group, select Manage Groups under the Contacts menu. Then click Add under Lead Source.
Then select the lead source you want associated with that group and click Save.
- Set up your groups to automatically add different lead sources to specific groups and in turn, add them to associated campaigns for more automation and hands free follow up.