Agent Adoption Hacks: Rolling Out Ace AI to a 30‑Person Team in One Afternoon

Rolling out new software to a 30-person team in just one afternoon might sound impossible. But with Ace AI’s integration into Follow Up Boss, you can make it happen smoothly and efficiently. Here's how:

• No extra logins or extensions: Ace AI is already embedded in Follow Up Boss, eliminating the need for additional tools or steep learning curves.
• Immediate productivity: Teams have reported saving over 13 hours per user weekly, doubling speed-to-lead, and increasing conversions by 27% in the first month.
• Simple setup: Admins can enable Ace AI within Follow Up Boss, customize settings for team workflows, and get agents up to speed with step-by-step training.
• Hands-on training: Use real leads during practice sessions to help agents build confidence and master voice commands and chat features.
• Ongoing support: Peer groups, usage tracking, and feedback loops ensure long-term success.

Ace AI’s streamlined deployment process saves time, boosts productivity, and integrates seamlessly into existing workflows. With the right preparation and strategies, your team can start seeing results immediately.

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Pre-Rollout Preparation: What to Do Before You Start

Getting everything in place ahead of time can save you from unnecessary delays. Start by ensuring your team has the right access and that all integrations are set up correctly.

Check Team and System Requirements

Make sure every agent has an active Follow Up Boss account with the appropriate permissions to use Ace AI features. They’ll also need connected email accounts for accessing communication history and the Follow Up Boss mobile app installed. Since Ace AI is already built into Follow Up Boss, there’s no need for extra Chrome extensions or separate logins. However, the integration must be set up by an account admin.

If your team works with Zillow leads, agents should connect their Premier Agent account by clicking "Connect to Zillow" and logging in with their Zillow credentials.

Before moving forward, test the setup. Create a few test leads and observe how the data flows between Follow Up Boss and Ace AI. This step ensures everything is functioning as it should, setting you up for a smooth rollout.

Share the Rollout Schedule with Your Team

A clear schedule keeps everyone on the same page. Share your rollout agenda with all 30 team members well ahead of time. Include specifics like the session time, duration, and what agents need to bring. Be upfront about expectations - agents should be fully focused on learning and practicing with Ace AI during the session.

Use multiple communication methods to make sure everyone gets the message. Sherri Johnson, a noted expert in team communication, emphasizes this point:

"If you feel like a broken record, you're actually being quite effective."

Address any concerns early by explaining how Ace AI will simplify daily tasks without requiring agents to learn an entirely new system.

Create Quick Reference Materials

Once the schedule is finalized, prepare easy-to-follow guides for your agents. These should include step-by-step instructions on accessing Ace AI, using key features, and finding support contacts.

Add screenshots to show exactly where Ace AI tools are located in Follow Up Boss, and focus on the features agents will use most often. If necessary, create role-specific guides to tailor the information.

Provide both printed and digital versions of these materials so agents can access them anytime, whether in the office or out in the field. It’s also a good idea to include a simple FAQ sheet addressing common questions like data security, how Ace AI handles leads, and what to do if technical issues arise. Having these resources ready will help keep your rollout session running smoothly.

Step-by-Step Ace AI Deployment Process

Now that you're ready, it's time to activate and configure Ace AI for your team. Following this structured approach will help ensure a smooth setup during your afternoon session.

Turn On Ace AI in Follow Up Boss

Start by logging into Follow Up Boss as an account admin. Head over to Admin > Integrations > Embedded Apps > Ace AI, and click "Enable" to activate the integration. Since Ace AI is embedded, there’s no need for separate logins or extensions.

Next, create an API key to link the systems. Navigate to Admin > API in Follow Up Boss, generate a new API key, and copy it. Then, in Ace AI's setup, go to SETUP > Connect API Key and paste the key. This step connects Ace AI to your Follow Up Boss account, granting it access to essential data like contact details, communication history, workflows, deal information, and timeline events.

This integration also gives Ace AI the ability to perform actions directly in your CRM. It can create notes, tasks, and appointments, update person records, send emails, and modify custom fields - all within Follow Up Boss. To confirm everything is working, test the connection by creating a sample lead and ensuring Ace AI can interact with the data properly.

Once the integration is active and verified, you can move on to customizing Ace AI's settings to fit your team’s workflows and branding.

Set Up Default Settings for Your Team

Tailor Ace AI to reflect your company’s branding and communication style. This includes adding your logo, choosing brand colors, and setting guidelines for AI-generated content. These steps ensure that Ace AI communicates in a way that aligns with your company’s voice and values.

Adjust the writing style and tone to match how your agents typically interact with clients. For instance, you might opt for a professional but approachable tone for general communications or a more formal tone for specific client segments.

Provide Ace AI with special instructions for handling tasks in Follow Up Boss. These might include details on how to categorize leads, apply specific action plans, or execute follow-up sequences for different lead sources. These settings ensure Ace AI integrates seamlessly with your CRM workflows.

Finally, enable Ace AI access for your team members. Decide whether to roll it out to the entire team of 30 agents or start with a smaller group. For an afternoon deployment, enabling all agents at once is feasible.

Demonstrate Core Features to Your Team

With Ace AI configured, the next step is introducing your team to its key features. Start by demonstrating voice commands, as they tend to be the most exciting and intuitive for agents. Show how they can use natural language to update leads, log notes, and manage tasks. For example, have them practice commands like, "Add a note that the client wants to see three-bedroom homes under $400,000", or "Create a task to follow up with Sarah Johnson tomorrow at 2:00 PM."

Then, shift to the chat interface within Follow Up Boss. Walk through how agents can type quick commands to draft personalized SMS messages and emails. Highlight how Ace AI analyzes notes, calls, texts, and website activity to provide tailored talking points for client conversations.

Demonstrate how to create tasks and appointments using Ace AI commands, and show how it applies action plans based on the type of lead. Encourage each agent to try at least three different commands during the demonstration to build familiarity and confidence.

Allow plenty of time for hands-on practice and answer any questions that come up. The goal is for every agent to successfully execute at least one voice command and one chat interaction before the session ends. Hands-on experience is crucial, so focus on guided practice rather than just observation.

How to Speed Up Agent Adoption

Now that Ace AI is up and running, it’s time to focus on getting your team fully on board. For a 30-person team, simply showing off the tool isn’t enough - you need a plan. These strategies will help your team embrace Ace AI quickly, regardless of their tech skills.

Practice with Real Lead Examples

One of the best ways to get agents comfortable with Ace AI is by using real leads from your Follow Up Boss database during training. This makes the learning process more relatable and practical. When agents work with leads they’re already familiar with, they can focus on mastering Ace AI’s commands without being distracted by unfamiliar scenarios.

For example, have agents practice tasks like updating lead statuses, logging notes from recent conversations, or creating follow-up tasks using Ace AI’s voice and chat features. You could also encourage them to draft personalized emails with the tool. Why? Because AI-generated personalized emails have a 29% higher open rate than generic ones. When agents see how much more engaging their outreach can be, they’ll quickly recognize the tool’s value.

Another great exercise is to simulate real-world scenarios. For instance, ask agents to use voice commands to update multiple leads at once: “Update the Johnson lead to ‘appointment scheduled’ and task: prepare Friday’s listing presentation.” This type of hands-on practice not only builds confidence but also helps them develop a natural rhythm with the commands they’ll use most frequently.

Set Up Peer Support Groups

Sometimes, learning from peers is the fastest way to build confidence. Create small groups of 4–5 agents where they can share tips, solve problems, and support each other. Pairing tech-savvy agents with those who might need extra help creates informal mentorship opportunities that benefit everyone.

During the first week, schedule short 15-minute group check-ins. These sessions give agents a comfortable space to ask questions and share what’s working for them. Often, agents feel more at ease discussing challenges with colleagues than with supervisors.

Encourage these groups to share effective voice commands and chat shortcuts. When agents see their peers succeeding with Ace AI, they’re more likely to try those techniques themselves, creating a ripple effect of success across the team.

To keep the momentum going, consider setting up a group chat or Slack channel where agents can ask quick questions or celebrate small wins. Real estate professionals naturally thrive on networking and collaboration, so tapping into this dynamic can accelerate adoption.

Monitor Usage and Adoption Rates

To ensure everyone is on track, keep an eye on how agents are using Ace AI. Track metrics like the number of notes created, tasks generated, and emails drafted through the system. This data can help you identify who’s excelling and who might need a little extra support.

Look for trends, such as faster response times or improved follow-up consistency. These improvements validate your team’s progress and highlight the benefits of using Ace AI.

Set up weekly usage reports, but instead of ranking agents, focus on celebrating progress and identifying areas for additional training. Highlighting productivity gains can motivate the entire team to dive deeper into the tool.

Pay close attention to which features are being used - and which aren’t. For instance, if agents are relying heavily on voice commands but skipping the chat interface, it might be time for a refresher on chat features. After all, companies using marketing automation for lead nurturing see 451% more qualified leads. Ensuring your team is leveraging all of Ace AI’s features can maximize results.

Finally, use the data to provide personalized support. If an agent’s usage drops after the first week, schedule a quick one-on-one session to address any challenges they’re facing. Tackling issues early can prevent small frustrations from turning into long-term roadblocks.

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How to Maintain Long-Term Success

Introducing Ace AI is just the start; keeping the momentum alive requires consistent support and active engagement. These strategies can help your team continue reaping the benefits of Ace AI well beyond its initial implementation.

Provide Continuous Support and Training

As your team’s needs shift over time, set up a dedicated support system, like a Slack group, and hold regular check-ins. These sessions can address questions, troubleshoot issues, and uncover advanced features of Ace AI that may still be underutilized.

Encouraging team members to help each other can also build a sense of confidence and make the tool feel more approachable.

Adapt Workflows Using Team Feedback

Strong support should go hand-in-hand with a system for gathering feedback. Create a simple way for team members to share their insights - this could be a shared form or a short feedback segment during meetings. Use this input to refine workflows and improve how Ace AI integrates into daily tasks.

Look for recurring themes in the feedback. If several team members are facing similar hurdles, it’s a sign that adjustments are needed. Even small changes based on collective input can have a big impact.

Reassure employees that Ace AI is designed to complement their work, not replace it.

This open communication helps address concerns about AI adoption and reinforces its role as a tool to enhance their skills.

Monitor Performance Improvements Over Time

Keep an eye on long-term metrics like response times, follow-up rates, and overall productivity. Comparing these figures to pre-rollout data can highlight the areas where Ace AI has made a difference and where more support might be needed.

Celebrate wins by sharing success stories, like how faster responses led to more closed deals. These examples not only boost morale but also inspire your team to explore Ace AI’s full potential.

Make it a habit to review performance quarterly. Use these evaluations to recognize achievements, tackle challenges, and set new goals. This ongoing process ensures your team continues to maximize the value of Ace AI long after its launch.

Conclusion: Get Started with Your Ace AI Rollout

Rolling out Ace AI to a team of 30 in just one afternoon can deliver quick productivity boosts. To make the most of your deployment, stick to a straightforward plan: prepare your team and systems ahead of time, follow the step-by-step setup within Follow Up Boss, and use proven strategies to ensure agents are ready to hit the ground running from day one.

The numbers speak for themselves. Early adopters have already seen noticeable improvements in productivity and conversion rates. Plus, with the property market AI sector expected to grow to $988.59 billion by 2029, getting ahead now means positioning yourself for long-term success.

Thanks to Ace AI’s seamless integration with Follow Up Boss, there’s no need for extra logins or complicated configurations. As you roll out the tool, track its performance and gather feedback from your team. These insights will help you measure your progress and fine-tune your approach.

FAQs

How can I prepare my team for a smooth and successful rollout of Ace AI?

How to Roll Out Ace AI Effectively

To introduce Ace AI successfully, start by preparing your team with clear objectives and a solid plan. Assess your team's readiness for this new technology by identifying any skill gaps or workflow challenges that might need attention. Establish specific goals for how Ace AI will enhance productivity and simplify tasks - this helps everyone understand its benefits and stay aligned.

Next, focus on preparation. Make sure your team has access to all the necessary tools and resources. Schedule a training session to walk them through Ace AI’s features and show how it can be applied in their daily work. Use real-world examples and provide hands-on guidance to make the learning process smoother. Open communication is essential - encourage your team to ask questions and share their thoughts throughout the rollout.

Lastly, ease the transition by gradually integrating Ace AI into existing workflows. Share time-saving tips and best practices to help your team see its value right away. With thoughtful planning, open communication, and thorough training, your team will be ready to use Ace AI to improve efficiency and achieve better results.

How can I ensure my team fully adopts and consistently uses Ace AI over time?

To make sure your team embraces Ace AI and uses it effectively, prioritize continuous training and support. This helps agents feel comfortable and skilled with the tool. Regularly show how Ace AI integrates into their daily tasks and emphasize the advantages it offers to reinforce its importance.

Promote a sense of teamwork and creativity by sharing success stories and practical tips from within the team. Highlighting agents who excel with Ace AI can motivate others to do the same. Additionally, hold periodic check-ins to gather feedback and tackle any issues, ensuring the team stays engaged and productive over time.

How does Ace AI work with Follow Up Boss to boost productivity, and which features should my team prioritize during training?

Ace AI and Follow Up Boss: A Powerful Combination

Ace AI works hand-in-hand with Follow Up Boss to deliver real-time AI support through voice commands and intelligent automations. This integration is designed to simplify your team's workflows and free up valuable time.

Here are some key features to focus on during training:

• Task and Action Plan Setup: Easily create reminders and organize workflows to keep everything on track.
• Smart, Context-Aware Assistance: Get tailored suggestions from the AI based on active conversations or tasks, making interactions smoother and more efficient.
• Automation Tools: Handle repetitive tasks like follow-ups and data entry with minimal effort.

Mastering these tools will empower your team to connect with leads more effectively, cut down on manual work, and boost overall productivity.