Checklist for Setting Up Real-Time Alerts in Follow Up Boss

Real-time alerts in Follow Up Boss ensure you never miss critical updates, helping you respond faster and stay organized. Here's what you need to know:

• Why It Matters: Responding to leads within 5 minutes can boost conversions by up to 391%. Alerts keep you informed about new leads, client responses, and tasks.
• Types of Alerts:
  1. Lead Activity Notifications: Updates on new leads, messages, and high-priority actions.
  2. Task & Appointment Reminders: Notifications for deadlines, meetings, and follow-ups.
  3. Team Communication Alerts: Keeps your team aligned on shared tasks and updates.
• Setup Steps:
  1. Customize notification preferences for desktop, mobile, text, and email.
  2. Sync your calendar for seamless appointment reminders.
  3. Test your alert setup to ensure everything works.
• Pro Tip: Use tools like Ace AI to automate alerts and save time.

Stay on top of your real estate game by setting up alerts to prioritize leads, streamline tasks, and improve client response times.

Follow Up Boss Notification Bell and Settings

Types of Real-Time Alerts in Follow Up Boss

Follow Up Boss offers three main types of real-time alerts to help you stay connected and organized in managing your business. Each category is tailored to support different aspects of your workflow, ensuring you never miss a beat. Here's a closer look at these alert types and how they can enhance your day-to-day operations.

Lead Activity Notifications

Lead activity notifications are designed to keep you updated on everything happening with your leads. Whether it's a new lead being assigned to you, a response to your message, or a prospect interacting with your website, these alerts ensure you're always in the loop.

Timing is everything in lead conversion. Studies show that responding within one minute of an inquiry increases the likelihood of converting a lead by 391%. Even a five-minute response time can yield strong results, but waiting 30 minutes or more significantly reduces your chances.

These notifications help you focus on the most promising opportunities. For instance, if a client saves a property or engages in other high-intent actions, you'll know to prioritize them immediately. The Follow Up Boss mobile app also sends push notifications for new leads, so you can stay responsive even when you're away from your desk.

Task and Appointment Reminders

Keeping track of daily tasks and appointments is crucial, and Follow Up Boss ensures you never miss a beat with timely reminders. These alerts cover everything from upcoming tasks and property showings to client calls and deadlines that could affect your business.

When you activate appointment reminders through Power-Ups, the system sends text notifications directly from your Follow Up Boss number. These texts include essential details like the time and location of the event.

Additionally, you can create tasks tied to specific contacts, and the system will notify you when those tasks are due. This feature is particularly handy for following up on listing presentations, checking in with past clients, or completing paperwork within set deadlines.

Team Communication Alerts

Managing leads and staying on top of tasks is just one part of the equation - team coordination is equally important. Team communication alerts ensure everyone stays informed and aligned on collaborative activities. These notifications keep you updated on internal messages, shared lead assignments, and other team-related updates that require your attention.

For example, if an Inside Sales Agent (ISA) schedules an appointment and removes themselves from the lead, the system ensures the reminder text comes directly from the assigned agent, maintaining a seamless client experience.

Team alerts also notify you about lead reassignments, notes added to shared contacts, and updates to team listings. This real-time communication helps eliminate duplicate efforts and ensures your team is always on the same page regarding client interactions and lead management.

Step-by-Step Checklist for Setting Up Real-Time Alerts

Here's how you can set up and customize your real-time alerts in Follow Up Boss.

Setting Up Notification Preferences

Notification preferences let you decide how and when Follow Up Boss sends you alerts across your devices. You can choose from five alert methods: the notification bell in your dashboard, desktop notifications, mobile push notifications, text messages, and email.

To adjust these settings, click the Bell Icon in the top-right corner of your dashboard, then select the Settings Gear. This will take you to your personal notification settings page. Here, you'll find checkboxes for different notification types. Simply check or uncheck the boxes to customize which events trigger alerts and how you want to receive them. Your changes save automatically. Keep in mind, these settings apply only to your account and won't affect your team's preferences.

For text alerts, messages come from the number 855-672-9077, so it's a good idea to save this number in your contacts. Email notifications are sent to the email address linked to your Follow Up Boss account. If you’d rather not receive text alerts for new leads, head to My Settings and turn off text notifications for new leads.

Make sure you've downloaded the Follow Up Boss app, enabled mobile notifications, and are using the same email for all alerts. Once that's done, you can move on to syncing your calendar for appointment reminders.

Connecting Your Calendar for Appointment Alerts

By integrating your calendar, you can keep all your appointments and tasks in one place. Follow Up Boss supports two-way syncing with both Google Calendar and Microsoft 365 Calendar.

To connect your calendar, link your Gmail or Microsoft email account to Follow Up Boss. This will automatically sync your appointments and tasks to the primary calendar tied to your connected email account. If you’re using Microsoft 365, make sure to connect via OAuth for proper syncing. For Google Calendar users, the process is simple - just sign in with your Gmail account.

If the sync doesn’t work as expected, try disconnecting and reconnecting your calendar through My Settings. You can even set up recurring appointments in Google or Microsoft 365 Calendar, and they will sync seamlessly. If your appointments don’t appear, double-check that you’re viewing the correct calendar and that the Follow Up Boss calendar toggle is enabled.

Testing Your Alert Setup

Once your notifications and calendar sync are configured, it’s time to test everything. Follow Up Boss has a built-in feature for testing alerts to ensure they’re working as expected.

To test push notifications, log into Follow Up Boss and click on your initials or profile picture in the upper-right corner. From the dropdown menu, select "My Devices". This will display a list of all devices connected to your account. Next to each device, you’ll see a "Send Test Notification" button.

Click "Send Test Notification" for each device you want to check. A test notification should appear within seconds. If it doesn’t, make sure notifications are enabled in your device settings and that the Follow Up Boss app has the necessary permissions to send alerts.

Setting Up Mobile Alerts with the Follow Up Boss App

Mobile alerts are a great way to stay updated on the go, complementing your desktop notifications to ensure you never miss a beat. With alerts on your phone, you can keep track of updates in real-time, no matter where you are.

Installing and Setting Up the Mobile App

Once you've got desktop notifications covered, it's time to configure the Follow Up Boss mobile app to stay connected while you're out and about. The app is available for both Android and iPhone users:

• Android Users: Your device must be running Android version 9 (Pie) or newer. Head to the Google Play Store, search for "Follow Up Boss", and download the app. Ensure your phone is up to date to avoid any compatibility issues.
• iPhone Users: Download the app from the App Store. Simply search for "Follow Up Boss", tap install, and log in using your account credentials.

Once you're logged in, you'll have access to features like calling, texting, email, calendar, and lead profiles. To make sure you don’t miss out on updates, enable automatic app updates. iPhone users should also activate push notifications, Caller ID, and Calling (if you’ve added this feature) during the initial setup.

Setting Push Notifications

After installing the app, the next step is configuring push notifications. These notifications keep you informed about new leads and updates, even when you’re not actively using the app. The setup process differs slightly for iPhone and Android users.

For iPhone:

• When you first open the app, you’ll be prompted to enable notifications. Tap "Turn on notifications" and then "Allow."
• If you missed this prompt, you can enable notifications later. Tap your initials or profile picture to access Settings, then select "Turn On Push Notifications" (via Settings > Notifications > Allow Notifications).
• Adjust additional settings: enable Time Sensitive Notifications, All Alerts, set Banner Style to Persistent, turn on Sounds and Badges, set Show Previews to Always, and disable Notification Grouping.
• If you use Focus Mode, make sure to add Follow Up Boss to your allowed apps so notifications can bypass Focus Mode restrictions.

For Android:

• Open your phone’s Settings and go to Apps > Follow Up Boss > Notifications. Toggle on "Allow Notifications."
• Enable sound, vibration, and all notification types, including lock screen, badge, and pop-up alerts.
• To ensure notifications aren’t blocked by power-saving features, add Follow Up Boss to your "Never Sleeping Apps" list in your phone’s battery settings.

Once your settings are in place, test them using the app’s standard notification test. The alerts you receive will depend on your preferences within Follow Up Boss, keeping you informed about new leads, reassigned leads, text replies, missed calls, and other key updates. Android users can also take advantage of the built-in notification center, which neatly organizes all alerts in one place.

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Managing Alerts for Better Productivity

Keeping your alerts under control is crucial for staying focused and ensuring that the most important notifications grab your attention.

Setting Alert Priority Levels

After setting up your alerts, the next step is prioritizing them so critical updates don’t get lost in the noise. Organize notifications based on their impact and customize settings for specific events. For example, if you're using Ylopo, high-priority alerts - such as leads re-engaging, interacting with AI texting, or requesting showings - are tagged as "YPRIORITY" for easy identification.

To get the most out of these priority settings, tailor notifications to events that directly affect your sales pipeline. Pay attention to tags like "RETURNED", "AI_NEEDS_FOLLOW_UP", and "HANDRAISER", which highlight leads requiring immediate action. Save the most intrusive notifications, like text messages, for your highest-priority leads. This approach helps reduce distractions while ensuring essential updates stand out.

Creating Do Not Disturb Schedules

Interruptions can throw off your productivity, but staying accessible to key leads is essential. Follow Up Boss offers a "Do Not Disturb" feature for Team Inboxes. When activated, all calls are redirected to voicemail or a designated number. Setting this up is simple: navigate to Inbox > Manage, click the Edit Pencil icon, and enable Do Not Disturb. From there, you can configure off-hours settings, deciding whether calls go to voicemail or are forwarded to another number.

Reviewing and Adjusting Alert Settings

Your alert settings should evolve as your business needs change. Studies show that regularly updating task lists can boost task completion rates by as much as 30% and reduce feelings of overwhelm. To keep your alerts optimized, follow this routine:

• Daily: Review and adjust alerts for immediate needs.
• Weekly: Refine priorities and ensure your settings are aligned with your current workload.
• Monthly: Take a broader view to assess whether your alerts support your long-term goals and make adjustments as needed.

"Review your checklist at least once a week to keep it aligned with your current priorities and tasks." - Daily Checklist™

Additionally, update your alert preferences whenever major changes occur, like taking on new responsibilities or adopting new tools. A well-maintained alert system ensures that only the most important notifications surface, turning what could be a distraction into an advantage.

Using Ace AI for Advanced Alert Management

Follow Up Boss alerts are great for staying updated, but let’s face it - constant notifications can quickly become overwhelming. That’s where Ace AI steps in. It transforms these alerts into actionable tasks, automating responses and making your alert system in Follow Up Boss far more efficient.

How Ace AI Works with Follow Up Boss Alerts

Ace AI integrates directly with Follow Up Boss - no extra logins, no complicated setup. It’s designed to adapt to your CRM structure, workflows, and communication habits, providing smart, context-aware assistance. Whether through embedded text chat or voice commands, Ace AI’s "Ace Anywhere" feature allows you to make updates hands-free, from any device.

Users of Ace AI are seeing real results. On average, teams save about 13.1 hours per week, freeing up time for more productive lead follow-ups.

Automating Lead Follow-Ups with AI

Ace AI doesn’t just integrate seamlessly - it supercharges lead management. When an alert comes in, Ace AI takes care of the grunt work: logging calls, drafting follow-up emails and texts, updating contact records, and creating tasks. Teams report automating around 560 CRM tasks per week using Ace AI’s tools.

For example, if an alert flags a website visit, Ace AI drafts a personalized follow-up email, logs the activity, and schedules a call reminder. This kind of automation improves speed-to-lead metrics dramatically. One real estate team saw their speed-to-lead double and conversions jump by 27% in just a month. Another team, with eight agents, saved over 10 hours per week thanks to the AI’s email drafting feature.

What sets Ace AI apart is its ability to keep context across interactions, ensuring every response feels personalized and informed by a lead’s history.

Getting started is simple with Ace AI’s onboarding wizard. Pricing begins at $25 per user per month for embedded text chat, or $55 per user per month for both voice and chat features. Discounts are available for larger teams.

Conclusion: Getting the Most from Follow Up Boss Alerts

Setting up real-time alerts in Follow Up Boss gives you a serious advantage. Studies show that responding to leads within five minutes can significantly boost your chances of success. In fact, 30–50% of sales are won by the first person to make contact.

With a well-tuned alert system, you can ensure you're the first to respond, engage meaningfully, and start building strong client relationships right away. Since most clients need multiple interactions before making a decision, timely alerts are crucial to staying on top of every opportunity. This creates a reliable follow-up system that sets the stage for long-term success.

To keep your alerts effective, regular updates are essential. Schedule monthly reviews to check that your integrations are running smoothly and adjust notification settings as your business evolves. For example, what works for a solo agent may not suit a growing team. By adapting your alert strategy, you ensure it grows alongside your business.

When paired with tools like Ace AI – Follow Up Boss CRM AI Assistant & Automation Solution, Follow Up Boss alerts become even more powerful. This integration enhances your ability to manage leads and follow-ups efficiently. The goal isn’t just to stay busy - it’s to work smarter, respond faster, and outpace your competition. With the right alert setup, your CRM becomes more than a tool; it becomes a system designed to help you close more deals and scale your business.

FAQs

How do I set up and customize my notifications in Follow Up Boss?

To configure and personalize your notifications in Follow Up Boss, here's what you need to do:

• Click the bell icon located in the top-right corner of the Follow Up Boss dashboard.
• From the dropdown menu, choose the settings gear.
• On the Notification Settings page, customize your preferences by selecting or deselecting the notifications you want. Your changes will save automatically.

If you want to enable desktop notifications, make sure they’re turned on in your browser settings. For mobile push notifications, open the Follow Up Boss app, tap your initials or profile image, then navigate to Settings > Notifications. This way, you’ll stay informed about key updates as they happen.

How does integrating Ace AI with Follow Up Boss alerts improve real estate lead management?

Integrating Ace AI with Follow Up Boss alerts transforms how real estate agents handle leads, keeping every opportunity front and center. With real-time notifications, agents can instantly stay updated on inquiries or changes, ensuring quicker responses and stronger connections with potential clients.

On top of that, Ace AI simplifies workflows by automating follow-ups, crafting tailored messages, and organizing tasks seamlessly. This means agents can save time, work more efficiently, and focus on turning leads into clients - all while making daily operations smoother for both individuals and teams.

Why aren’t my calendar appointments syncing with Follow Up Boss, and how can I fix it?

If your calendar appointments aren’t syncing with Follow Up Boss, here are a few steps you can take to troubleshoot the problem:

• Check the primary calendar: Ensure you’re viewing the main calendar tied to your connected email account. Sometimes, secondary calendars don't sync as expected.
• Enable the Follow Up Boss calendar: Double-check that the Follow Up Boss calendar is turned on in your settings.
• Confirm date and time details: Make sure every task or event in Follow Up Boss includes both a date and time - missing details can disrupt syncing.
• Refresh the email integration: If deleted events from your Google or Microsoft 365 calendar still show up in Follow Up Boss, try disconnecting and reconnecting your email integration to reset the sync.

These steps usually resolve syncing issues. If the problem continues, don’t hesitate to contact Follow Up Boss support for additional help.