Follow Up Boss Smart Lists: The Complete Guide to Segmenting Your Real Estate Database

Smart lists are one of Follow Up Boss's most powerful features, and one of the most underused. While most agents just look at their "All Leads" view, top producers use smart lists to automatically surface exactly who needs their attention and when.

What Are Follow Up Boss Smart Lists?

Smart lists are dynamic, saved filters that automatically update in real time. Unlike a static export, a smart list always shows current contacts that match your criteria. When a lead's status changes, they move in and out of the appropriate smart list automatically.

The 10 Smart Lists Every Agent Should Have

1. Hot Leads (Activity Last 7 Days)

Contacts who have opened emails, clicked links, visited your website, or engaged with your content in the last 7 days. These are your most engaged leads — prioritize calling them today.

2. New This Week

All leads added in the last 7 days. Useful for a weekly review to ensure every new lead is properly tagged, has an action plan assigned, and has been contacted.

3. No Contact in 30 Days

Leads that haven't been contacted in over 30 days and are still active in your pipeline. This is your "leads falling through the cracks" list — review it every Monday.

4. Overdue Tasks

Any contact with a task that was due in the past but hasn't been completed. If this list is long, your follow-up process is broken and you're losing deals.

5. Pre-Approved Buyers

Filter by your "Pre-Approved" custom field to see all contacts who are pre-approved and actively looking. These are your most transaction-ready leads.

6. Sphere of Influence

All contacts tagged "Sphere" — friends, family, and past colleagues. These people are your best source of referrals and should get a minimum of quarterly personal touchpoints.

7. Past Clients (Anniversary Month)

Filter past clients by their closing month to see who has a home anniversary this month. This triggers a congratulatory message and a market update — a simple touch that generates referrals.

8. Long-Term Nurture (12+ Months)

Leads who are interested but not ready for 12+ months. These should be on a light-touch nurture action plan and reviewed quarterly to check if their timeline has changed.

9. By Lead Source

Separate smart lists for each of your lead sources (Zillow, Google, Facebook, Referral, etc.). This lets you see the ROI of each source and tailor your outreach accordingly.

10. No Action Plan

Contacts with no active action plan assigned. This should always be empty — every active lead in your database needs to be on some kind of follow-up sequence.