How to Train Your AI Assistant (Ace AI) for Better Results in Follow Up Boss
Ace AI can transform how you manage your real estate CRM, automating repetitive tasks, improving client communication, and helping close more deals. But to unlock its full potential, you need to train it to align with your workflows, communication style, and team processes.
Key Takeaways:
- Why Train Ace AI? Without proper setup, it delivers generic suggestions that don’t meet your business needs. Training ensures it understands your workflows, tags, templates, and sales pipeline.
- What Does Ace AI Do? It automates CRM tasks like logging activities, scheduling follow-ups, and drafting messages. It also offers insights on leads and client interactions.
- Setup Basics: Connect Ace AI to Follow Up Boss with admin-level API access, customize its tone and settings, and configure US-specific formats (e.g., dates, currency, addresses).
- Training Steps: Map your sales process, refine message templates, and use tags, stages, and action plans to guide Ace AI’s automation.
- Performance Monitoring: Regularly review its suggestions, provide feedback, and fine-tune settings to improve accuracy over time.
Ace AI isn’t just a tool - it’s designed to work seamlessly within Follow Up Boss to save time and boost efficiency. By training it properly, you can focus on what matters most: building relationships and closing deals.
Leveraging AI and Automation to Enhance FUB Efficiency
Understanding Ace AI and Its Role in Follow Up Boss
Ace AI isn't just another chatbot tacked onto your CRM - it’s a purpose-built AI assistant designed specifically for Follow Up Boss users. Unlike generic AI tools that try to work across various platforms, Ace AI is tailored to the unique workflows, data structures, and challenges that real estate professionals encounter daily within Follow Up Boss.
What sets Ace AI apart is how seamlessly it integrates into your CRM. There’s no need for extra logins or third-party tools. It works directly within Follow Up Boss, learning your CRM’s setup, analyzing workflows, and understanding your communication patterns to deliver context-aware assistance that aligns with your business. This tight integration means Ace AI doesn’t just assist - it becomes an integral part of your sales process.
One of its standout capabilities is recognizing when contacts progress through your sales pipeline. For example, if a lead moves to a new stage, Ace AI can suggest the next steps or even kick off workflows automatically. It’s like having a personal assistant who knows your system inside and out.
Ace AI also studies your message templates, ensuring that any emails or texts it drafts match your team’s tone and communication style. By analyzing notes, calls, texts, and even website activity, it surfaces key talking points, giving you the insights needed for meaningful and timely conversations.
"While your competition struggles with manual CRM work, Ace AI users are closing more deals with less effort. Every feature is designed to give you an unfair advantage in Follow Up Boss."
Overview of Ace AI Features
Ace AI goes beyond just being a helpful tool - it automates routine CRM tasks to save you time and effort. Whether it’s updating records, creating tasks, or scheduling appointments, you can simply use voice commands or natural language text to get things done without clicking through endless screens.
Repetitive tasks like logging activities, setting follow-up reminders, or drafting personalized messages are handled effortlessly. For example, if a lead responds to your campaign, Ace AI can analyze their prior interactions, their position in your sales funnel, and their property preferences to recommend the next steps.
It also handles communication with precision. By integrating with Gmail and using dynamic SMS templates, Ace AI ensures emails and texts are tailored to each recipient based on their history and preferences. This level of personalization can make your outreach feel less automated and more authentic.
One of Ace AI’s most useful features is its self-updating knowledge base. As you use Follow Up Boss, the assistant continuously learns and adapts to your workflows, adjusting automatically as your processes evolve. There’s no need for manual updates or retraining - Ace AI gets smarter over time.
And when it comes to client interactions, Ace AI provides context-aware insights. Before a call, it can highlight recent activities, past conversations, and the client’s current needs, helping you deliver a more personalized experience and build stronger relationships.
Ace and Ace Pro: Key Differences
Ace and Ace Pro cater to different needs, offering flexibility based on how and where you work. Both plans provide core Follow Up Boss integration, but they differ in accessibility and advanced features.
Ace ($25 per user per month) is ideal for team members who primarily work within the CRM. It includes embedded text chat, generous AI conversation limits, and robust workflow automation - all without leaving Follow Up Boss. This plan is perfect for inside sales agents, coordinators, and office-based roles.
Ace Pro ($55 per user per month) is designed for agents who need mobility. It includes the "Ace Anywhere" mobile and desktop app, enabling voice and text chat capabilities wherever you are. Whether you’re showing properties or networking, Ace Pro ensures you’re always connected.
This premium plan also offers Federal Reserve Economic Data integration. Think of it as having Bloomberg-level insights - like market trends and economic summaries - without the hefty $24,000 annual cost of a Bloomberg Terminal. These insights help you guide clients on timing, pricing, and market opportunities.
| Feature | Ace ($25/user/mo) | Ace Pro ($55/user/mo) |
|---|---|---|
| Access | Embedded text chat in Follow Up Boss | Voice & text chat anywhere (mobile app included) |
| AI Limits | Generous conversation limits | Generous conversation limits |
| CRM Integration | Deep Follow Up Boss integration & automation | Deep Follow Up Boss integration & automation |
| Security | Enterprise-grade security & compliance | Enterprise-grade security & compliance |
| Market Data | Not included | Federal Reserve Economic Data |
| Advanced Features | Standard AI automations | Auto-summaries |
Both plans also offer volume discounts, making them cost-effective for larger teams. If you’re primarily office-based and focused on CRM tasks, the Ace plan has everything you need to boost efficiency. On the other hand, if you’re frequently on the go or need advanced market insights, Ace Pro’s expanded features will prove invaluable.
Setting Up and Customizing Ace AI
To integrate Ace AI with Follow Up Boss, you'll need admin-level API access. The process includes connecting the platforms, customizing team settings, and configuring user preferences. This ensures Ace AI fits seamlessly into your existing CRM workflows.
Connecting Ace AI to Follow Up Boss
To establish a secure connection, admin privileges are essential for granting API access to Follow Up Boss data. Start by enabling Ace AI in Follow Up Boss through Admin > Integrations > Embedded Apps > Ace AI. Next, create an API key under Admin > API and paste it into the SETUP section of Ace AI. The system will verify the connection, confirming that both platforms are communicating properly. This process embeds Ace AI directly into Follow Up Boss, making it an integral part of your CRM. Once the connection is established, you can begin customizing Ace AI to align with your team's voice and workflow.
Customizing Communication Style and Settings
Ace AI offers a range of customization options to ensure it mirrors your team's branding and communication style. You can tweak how the AI interacts with your data and responds to queries. For instance, you can align Ace AI's communication tone - whether formal or casual - and ensure it uses industry-specific or plain language, depending on your preferences. Additionally, you can configure branding elements so that all communications reflect your company's identity and messaging standards.
Ace AI also analyzes your existing message templates in Follow Up Boss to learn your established communication patterns. This helps it provide outputs that feel authentic to your team. You can further refine its behavior by adding specific instructions for tasks like categorizing leads, setting follow-up sequences, or mapping tags, stages, action plans, and automations. These adjustments make Ace AI a natural extension of your team's workflow.
Inputting US-Specific Details
Once the connection and customization are complete, it's time to configure settings for US-specific formats. Since you're working in the US real estate market, it's crucial to ensure Ace AI adheres to American standards for communication and data presentation.
- Date Formatting: Use the MM/DD/YYYY format.
- Currency: Display amounts in US dollars, with the dollar sign preceding the amount and proper comma separation (e.g., $250,000.00).
- Phone Numbers: Format as (XXX) XXX-XXXX.
- Addresses: Follow US postal standards, including correct state abbreviations and ZIP codes.
- Measurements: Use Fahrenheit for temperature, square feet for property sizes, and acres for lot dimensions.
These settings ensure that Ace AI generates outputs that are polished, professional, and familiar to your American clients. By tailoring these details, Ace AI delivers communication and reports that resonate with your audience while maintaining a high standard of accuracy.
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Training Ace AI for Real Estate Workflows
Once Ace AI is connected and customized, the next step is training it to handle your unique real estate processes. This phase is essential for making Ace AI effective in managing leads, automating tasks, and maintaining consistent communication throughout your sales pipeline. By tailoring the AI to your workflow, you can reduce repetitive tasks and streamline lead management. Here’s how to guide Ace AI to align with your specific sales processes.
Mapping Sales Processes for AI Learning
The first step in training Ace AI is mapping out your core workflows - from the initial contact to post-sale activities. This exercise helps Ace AI recognize the repeatable routines that define your operations and pinpoint where automation can make the biggest impact.
Start by documenting each stage of your sales process. Identify tasks that consume the most time, such as lead qualification, appointment scheduling, or follow-ups. These are prime areas for automation. For example, Ace AI can automatically qualify leads using criteria like location or income, manage personalized email sequences, or scrape property-related leads from databases.
Rank tasks based on their repetitiveness and how rule-based they are. The more structured the task, the better suited it is for automation. However, before introducing AI, ensure your workflows are clean and consistent. Automating disorganized processes can amplify existing issues, so focus on fixing inefficiencies first. This approach not only sets the stage for AI success but also builds confidence within your team about the value of automation.
Once your workflows are ready, the next step is fine-tuning the templates that shape Ace AI’s responses.
Refining Message Templates
Message templates are key to training Ace AI in your brand’s voice. These templates allow the AI to craft responses that feel authentic and align with your team’s communication style.
Text messages, in particular, are a powerful tool, boasting an open rate of over 90%. To maximize engagement, your templates should clearly communicate your value - whether that’s offering properties tailored to specific needs or providing detailed market insights. Each message should also include a call to action, such as scheduling a property viewing or requesting more information.
Adjust the timing and frequency of messages to help Ace AI learn the best cadence for engaging leads. Don’t forget to include compliance elements, like opt-out options for text messages and permission confirmations, to ensure your communications meet regulatory standards.
Monitor response rates and engagement levels to evaluate how well your templates are performing. This data not only helps Ace AI improve its communication strategies but also provides insights for further refinement.
Using Tags, Stages, and Action Plans
Ace AI works seamlessly with Follow Up Boss by leveraging tags, stages, and action plans to automate lead management. These elements create a structured framework for Ace AI to deliver context-aware assistance throughout your sales pipeline.
- Tags: Tags act as triggers for specific action plans. For instance, tagging a lead as “First-Time Buyer” could initiate an educational email series on the home-buying process. Similarly, a “Luxury Market” tag might trigger communications about high-end properties and exclusive listings.
- Stages: As leads progress through your pipeline, stage changes can trigger automated actions. For example, when a lead moves from “Initial Contact” to “Qualified,” Ace AI could schedule property tours or send market reports, ensuring smooth progression through your sales funnel.
- Action Plans: These are detailed workflows that Ace AI can follow to automate tasks and maintain consistent follow-ups. Action plans can include multiple touchpoints, covering everything from the initial inquiry to post-sale relationship building.
Follow Up Boss automations take things further by enabling triggers like stage changes, tag additions, property views, or new inquiries to activate action plans. You can even set conditions to ensure automations only run under specific circumstances, giving you precise control. Automations are designed to run once per contact by default, avoiding unnecessary repetition, but you can adjust this setting if needed.
Improving Ace AI's Performance
Getting Ace AI up and running is just the start. To truly maximize its potential within your CRM, it's essential to actively monitor its performance and make regular adjustments.
Monitoring and Refining AI Suggestions
Make it a habit to review Ace AI's daily suggestions, especially its task recommendations and summaries. Pay close attention to how it prioritizes leads and applies tags. If you notice issues like incorrect lead classifications or unnecessary follow-ups, it may be time to revisit and tweak your initial setup. Ace AI tracks how contacts move through Follow Up Boss stages and plans, providing valuable insights into your sales process. Keep an eye out for situations where leads are being moved incorrectly or action plans are triggered at inappropriate times - these can signal gaps in your workflow mapping that need attention.
The centralized admin interface makes it easy to fine-tune Ace AI's settings in real time. You can adjust its tone, writing style, and even add specific instructions for Follow Up Boss tasks. For instance, if the AI's communication style is too formal or fails to include required compliance language, you can refine its tone settings or provide clear directives. Additionally, monitor metrics like email open rates and response rates for AI-generated communications. A sudden dip in engagement might indicate that the messaging has strayed from your brand's voice.
Use these observations to provide targeted feedback and improve Ace AI's setup.
Providing Feedback to Ace AI
Timely, hands-on feedback is key to improving Ace AI's accuracy. If a response doesn't meet your expectations, don't just delete it - revise and correct it to help the AI learn. Frequent misclassifications? That might mean your tagging system needs an update or your stage definitions need clarification. For example, if Ace AI generates a generic email for a property showing, customize it with details like the meeting location, time slots, and preparation instructions. These corrections teach the assistant to create more personalized and effective communications.
Carefully review AI-generated communications, especially during the initial stages of implementation. Look for factual errors, inappropriate tone, or missing personalization. Use human judgment to evaluate lead priorities and next steps, balancing AI insights with your expertise. Establish a routine to review the previous day's AI suggestions, noting recurring issues and refining settings accordingly.
Once you've fine-tuned its communication capabilities, you can move on to automating more routine tasks.
Automating Routine Tasks
When Ace AI consistently delivers accurate suggestions and communications, you can start expanding its automation capabilities. By analyzing call, text, email, and lead activity data, the assistant can optimize follow-ups.
One of the most useful automations to implement is activity logging. Ace AI can automatically record interactions like phone calls, emails, and property showings in Follow Up Boss, saving your team from tedious manual data entry.
You can also streamline follow-up task creation. As Ace AI learns your workflow patterns, it can automatically generate tasks based on lead behavior. Start with simple automations, then gradually introduce more complex scenarios as you gain confidence in its ability to make decisions.
Another area to consider is smart message drafting. Ace AI can create personalized messages for routine scenarios such as appointment confirmations, market updates, or client check-ins. By analyzing your existing templates, the assistant learns your team's style and best practices, crafting messages that align with your brand's voice.
Even as you automate more tasks, maintain human oversight. For high-stakes communications, set up approval workflows while letting Ace AI independently handle routine follow-ups. This balance ensures efficiency without sacrificing quality or control.
Conclusion: Key Takeaways for Training Ace AI
Training Ace AI to work seamlessly with Follow Up Boss turns it into a smart assistant that understands workflows and enhances productivity. Here's what you need to know:
Start by connecting your Follow Up Boss account and configuring your team's branding through Ace AI's admin dashboard. Adjust the assistant's settings to reflect your preferred writing style, tone, and any specific instructions. This helps Ace AI communicate effectively with your leads and clients.
Next, map out your workflows. Link tags, stages, action plans, and automations so Ace AI can learn your CRM structure and adapt to your communication patterns. This step ensures the assistant provides context-aware support.
Refinement is an ongoing process. Regularly review Ace AI's suggestions, and offer immediate feedback on any missteps, whether it's a misclassified lead or an off-target follow-up. This fine-tuning helps the AI get better over time.
Ace AI is built to help real estate teams respond to leads faster, keep organized contact records, and close more deals within Follow Up Boss. As the AI improves with your guidance, you can expand its role - like automating activity logging or drafting personalized messages for routine tasks.
FAQs
How can I make sure Ace AI matches my real estate team's branding and tone?
To make Ace AI truly reflect your real estate team's branding, start by personalizing its language and messaging to match your unique identity. This means adopting your team's preferred tone, style, and terminology to ensure a unified voice in all client interactions.
You can also tweak Ace AI’s responses to better align with what your audience expects. Whether your clients value professionalism, a friendly approach, or a mix of both, you can adjust the communication style to resonate with them. Keep an eye on client feedback over time and fine-tune the messaging as needed to stay consistent with your brand's personality.
Customizing Ace AI in this way helps create a smooth, personalized experience that builds trust and strengthens connections with your clients.
What should I do if Ace AI's suggestions don't align with my sales process or lead priorities?
If Ace AI's recommendations aren't syncing well with your sales process or lead priorities, the first step is to make sure your lead database is accurate and up-to-date. Eliminate duplicate entries to give Ace AI a solid foundation of reliable data to work with.
The next step is to tailor Ace AI to your specific needs. Train it to understand your unique workflows and priorities. Keep an eye on its performance and fine-tune its settings regularly to boost its accuracy. This ongoing adjustment helps Ace AI adapt and improve as your needs evolve.
Lastly, review your Follow Up Boss system to ensure it's fully optimized for Ace AI. Even small adjustments to your setup can have a significant impact on how effectively it supports your sales goals.
What’s the difference between the Ace and Ace Pro plans, and how do I choose the best option for my real estate team?
The Ace plan is priced at $25 per user per month and comes with essential AI features, including embedded chat, designed to simplify lead management and improve automation.
For those seeking more advanced tools, the Ace Pro plan costs $55 per user per month. It includes features like voice commands, mobile access, and a desktop app, offering greater flexibility, hands-free functionality, and enhanced automation.
If your real estate business revolves around managing leads with core AI tools, the Ace plan is a solid option. On the other hand, if you require more advanced features and the ability to work remotely, the Ace Pro plan is a better fit.