Overview
Your book of business, or sphere of influence (SOI), is the cornerstone of your real estate career. Consistent engagement with your contacts is key to turning them into lifelong clients. To make this easier, the contact record in BoldTrail’s Smart CRM gives you a complete view of your relationship history, activity, and opportunities for follow-up.
By reviewing notes, past conversations, and activity logs, you’ll be better prepared to connect meaningfully and stay top of mind with your clients.
Accessing Contact Records
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Log into your BoldTrail account.
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Click the Contacts tab on the left navigation.
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Search for the contact and select their name.
Tip: You can also use the search bar at the top to quickly find a specific contact.
When a record opens, you’ll land on the Timeline view, where you can see all recent activity, communication, and tasks. From here, you can also send messages, update search alerts, manage Smart Campaigns, and more.
Key Sections of a Contact Record
Each contact record is organized into four main sections:
1. Contact Details
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View essential info: name, status, lead type, contact info, hashtags, and web activity.
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Web Activity shows initial information gathered when the contact entered your CRM.
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Hashtags can be added or edited to group contacts into useful categories.
2. Timeline
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Displays activity history, communications, notes, tasks, and calls.
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Use Show future touch points to preview upcoming Smart Campaign actions and remove any that don’t apply.
Note: Actions within 15 minutes of campaign assignment won’t appear in this view. Deleting a touchpoint only removes it for this contact—it does not affect the campaign itself.
3. Contact Actions & Auto-Communications
Located on the right side, this menu lets you take quick action:
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Communication: Call, text, email, drop a voicemail, or send a video (depending on your subscriptions).
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Manage: Transfer, merge, archive, or export contacts; adjust privacy; or share contacts with team members.
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Search & Social: Quickly look up contacts on Facebook, Google, LinkedIn, or other platforms.
Tip: If buttons are greyed out, it means the contact is unsubscribed or the feature requires an add-on subscription.
4. Personal Information
By clicking Edit in the top right, you can update deeper details:
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Contact info and permissions
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Relationships and addresses
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Social media links
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Home preferences and valuation details
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Assigned agent and lender
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Referral sources
Tip: Adding a property in the Valuation area automatically starts a Seller Valuation Report that will update every 28 days until removed.
Additional Features
Tasks
View and complete tasks for the contact, or click View All Tasks to see a full list.
Appointments
Add appointments directly from the contact record, including type, method, date, guests, and notes.
Engagement
Manage Search Alerts, Smart Campaigns, Market Reports, and Seller Reports. Send Homeownership app invites or create listing presentations if your brokerage has Present.
Files
With Google/Gmail sync enabled, upload and store documents directly in the contact’s Google Drive folder for easy access anywhere. To sync your Gmail, click here
Summary
Your Smart CRM contact records are more than just a digital Rolodex—they’re the hub of your real estate relationships. By regularly reviewing and updating contact records, you’ll be able to:
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Stay organized
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Personalize your outreach
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Strengthen long-term client relationships
Invest time in keeping your SOI updated, and you’ll see greater consistency in repeat and referral business.