CRM Management Protocol

Overview and plans

A dedicated CRM manager keeps your surplus funds leads organized, your campaigns running and your lists compliant, so you and your callers can focus on talking to claimants.

1. CRM management and lead organization

The CRM manager oversees all skip traced data and prepares it for your CRM before any campaign runs.

Data processing and file preparation

• Skip traced files from different tools are reviewed, cleaned and formatted to your CRM’s structure (for example Excess Elite).
• Each batch is split into six files: one for the client and five for relatives, each uploaded separately for the power dialer.

Tags applied after upload

• State
• County
• Foreclosure type
• Lead source

2. Ongoing CRM maintenance

Continuous oversight keeps the CRM accurate and compliant:

• Manage CRM automations and make sure leads are routed correctly.
• Remove “not interested” leads and opt-outs (STOP, NO and abusive replies).
• Clear out unresponsive leads after repeated unsuccessful outreach.
• Watch for interested prospects and notify the account owner immediately.
• Help with due diligence and lead verification.
• Make sure no DNC or Y-contact numbers enter any marketing campaign.
• Confirm text, email and auto-dialer campaigns are running and delivering.
• Find and fix internal or technical errors that affect the CRM, campaigns or automations.

3. Weekly CRM management tasks

Each week the CRM manager completes and reports on:

• Gather new leads from every assigned source.
• Import and organize leads into the CRM daily.
• Manage text blasts, email sequences and follow-ups.
• Filter out DNC and Y-contacts before each campaign launches.
• Remove not-interested contacts and opt-outs.
• Clean up cold and unresponsive leads.
• Monitor CRM activity in real time and flag engaged prospects to the client.
• Check every day that campaigns run without errors.
• Troubleshoot system issues affecting campaigns or automations.
• Track auction calendars to capture updated county leads.
• Build auto-dialer lists for the cold callers.
• Give live support to the client and their calling team during the shift.

What you provide, compliance and what is not included

• You provide: access to your CRM, skip traced files or lead sources, your messaging for campaigns, and a contact for urgent replies.
• Compliance: DNC and Y-contacts are filtered out before any campaign launches, and opted-out contacts are removed from your lists.
• Platforms: we work in Excess Elite and other surplus funds CRMs.
• Not included: your own legal review of campaign wording, paid advertising, and a guaranteed response rate. Skip tracing, due diligence and research come with the higher plans only.