Using Filters in FlexCRM to Organize and Segment Your Clients

Description:

One of the most powerful features in your FlexCRM is the ability to filter and organize clients. This makes it easy to identify who's a buyer, who's a seller, where they are in the pipeline, and what kind of follow-up they need. Whether you're managing a few dozen clients or a few hundred, filters help you stay focused, personalized, and efficient.

Step 1: Accessing Filters

First, log into the back end of your website and head to FlexCRM > Clients. Once you’re viewing your client list, locate the filters icon in the top-right corner (it looks like a funnel). Hovering over it will say Update Filters. Click on it to open the filter settings.

You’ll see filter options such as:

• Agent – Filter by assigned team member (useful for brokers with multiple agents)

• Tags – Custom tags you’ve added to clients (e.g., “first-time buyer,” “cold lead,” etc.)

• Status – Where the client is in the process (prospect, client, closed, etc.)

• Role – What kind of client they are (buyer, seller, landlord, etc.)

• Urgency – Their readiness level (hot, warm, cold)

• Source – Where the lead came from (e.g., Facebook ad, referral, Zillow)

• Has/Doesn’t Have Email or Phone – Helps you identify incomplete profiles

• Has Drip Tag – Useful to see who’s enrolled in automated follow-up

Step 2: Managing Filter Options

Many filter categories can be customized. For example, you can create your own status types, assign colors, and add short labels for quick recognition in dropdowns. Just remember:

• Default statuses (like “Lead” or “Closed”) can’t be edited.

• Any custom status you create will override the defaults.

• You can also customize roles (e.g., investor, short-term rental), urgency levels, and sources to match your business model.

Pro Tip: Write down which default options you want to keep before creating your own.

Step 3: Applying Filters to a Client

To assign a role or status to a specific client:

1. Click on the client’s name from your list (e.g., “Tessa Brooke”).

2. At the top of the client profile, you’ll see dropdowns for Role, Status, and Urgency.

3. Make your selections. You won’t be able to create or edit roles or statuses here—those must be set up from the Update Filters section first.

To add a tag:

• Click Update Client in the profile.

• Scroll to the bottom-right and enter a new tag in the Tags field.

• Press the Tab key to lock it in.

• The tag will now appear in that client’s profile and be available for future filtering.

Step 4: Bulk Editing Clients with Filters

You don’t have to update clients one by one.

1. From your client list, select multiple clients using the checkboxes.

   • Click the top checkbox to select all.

   • Or hold Shift and click to select a group.

2. Once selected, click the Bulk Actions button.

3. From here, you can:

   • Add a tag

   • Update role, status, or urgency

   • Assign to a drip campaign

   • Send a message template (single-send email)

Reminder: Role, status, and urgency must be set up first in the filter manager before you can apply them in bulk.

Step 5: Segmenting for Action

Once your clients are properly categorized, you can:

• Sort by urgency to prioritize hot leads

• Filter by role to assign buyer vs. seller drip campaigns

• Filter by status (e.g., “Client”) to send targeted check-in messages

• Use source tags to track marketing ROI and tailor follow-up based on lead origin

Bonus: Updating Visible Columns

Want to see more at a glance? You can customize your columns to display urgency, role, status, and more, making it even easier to scan and segment your database.

Default Options

Here’s what’s included by default in most CRMs:

• Statuses: No Status, Sphere, Prospect, Lead, Client, Contract, Closed, Archived

• Roles: No Role, Buyer, Seller, Buy & Sell, Tenant, Landlord, Agent, Commercial, Short-Term Rental, Investor

• Urgency: No Urgency, Hot, Warm, Neutral, Cold

You can always expand these to match your workflow.