At API Nation, we understand the pivotal role your database plays in your business operations. With this in mind, we've curated a set of best practices aimed at ensuring your success. Before creating workflows through API Nation, we strongly advise reviewing this list to ensure a smooth and seamless integration.
Part 1: Clean up your contacts!
Considering the multitude of contact sources, it's crucial to identify which contacts you intend to synchronize before initiating the process. Below, we provide some tips on how to achieve this efficiently.
Determine your source of truth
The "source of truth" refers to the application or system housing the latest information about your contacts. If you haven't chosen one yet, now's the time to decide. This choice will guide your workflow setup and configuration.
For instance, if a client informs you that they have updated their phone number or email address and you immediately update it on your iPhone, iCloud becomes your "source of truth" since it holds the most up-to-date contact information.
Merge contacts as necessary to remove any duplicates
Before enabling any contact sync integration, it is highly recommended to merge or remove duplicate contacts to ensure a clean contact list is transferred to the target application. While some applications offer tools for merging or removing duplicates, not all do.
If you are exporting contacts from KW Command, they have a great feature that will help you with identifying and cleaning up duplicates. KW provides articles on how you can clean up contacts under your agent account or team account.
Consider removing personal contacts you do not wish to sync
As a REALTOR®, your contact network is a vital asset to your business. However, your phone or email contacts may include personal information or outdated entries that you may not want to sync with your CRM. To streamline the process, we recommend archiving contacts in Keller Williams first before starting the sync.
Part 2: Individual Agent vs. Teams - Which option suits your needs best?
API Nation's platform can set up integrations and workflows for two types of KW Command profiles: personal and team. When configuring the integration and connecting KW Command, you can choose which profile to use if multiple options are available. You can select only one profile at a time. If you want to sync certain applications to your personal profile and others to your team profile, simply go through the setup process again and choose the desired profile. This can be done for any profiles that API Nation has access to.
Let’s explore some essential differences between the personal profile (typically the only option for most Individual Agents) and the team profile (available to Admins, Agents, and Rainmakers on a KW Team, who also have a personal profile).
Individual Agent
For Individual Agents, integrations sync directly to/from your personal profile in KW Command. Even if you are part of a Team, you can still purchase and utilize this type of integration should you prefer syncing to your Personal profile in KW Command rather than your team profile.
Teams
Any KW Command account with a team profile should be able to access the integrations on our platform, with no role limitations as of January 2025.
As a Rainmaker, choosing to connect your team profile will provide you with some additional options when setting up your workflow:
- Send to Lead Routing: This action automatically designates all incoming contacts as leads within Command and promptly forwards them to your Lead Routes. You must specify the Lead Source for these leads, which dictates the Lead Routes that Command will utilize.
- Assign to an Agent: This allows you to choose which specific agent to whom the leads should be assigned to when brought over to Command.
- Personal or Team profile: You can select either your Personal profile or Team profile when setting up the integration. (Note: This option is only available if both profiles have been connected.) This flexibility is useful for syncing contacts that are not in your Team profile.
