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 example, if a client reaches out to you and alerts you that they have changed their phone number or email address and you go and update it in your iPhone right away, then iCloud would be considered your "source of truth" as it will contain the latest contact information.
Merge contacts as necessary to remove any duplicates
Prior to turning on any integration to sync your contacts, it is highly recommended that you first merge or remove any duplicate contacts so that you will receive a clean list of contacts in the application you are moving them to. Several applications provide functionalities for merging or removing duplicates, but 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 network of contacts is invaluable for your business. However, within your phone and/or email contacts, you may find personal emails/numbers or outdated contacts that you prefer not to synchronize with your CRM. We recommend archiving contacts in Keller Williams first before initiating the syncing process.
Part 2: Solo Agent vs. Teams - Which type suits your needs best?
There are two integration types accessible through the KW Marketplace: Solo Agents and Teams. Let's delve into essential details regarding these two options.
Solo Agent
For Solo 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
Only the Rainmaker of a Team can purchase and utilize the Teams version of the available integrations. Some integrations accessible to Agents may not be available for Teams. For example, currently we do not have an integration to Brivity for Teams.
When purchasing a Team integration, ensure you are in the proper Marketplace profile. Once you purchase a subscription for a specific team integration, you will be able to create as many workflows as you want, for that specific integration with Command.
Selecting the Team integration 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 choose between your Personal profile or Team profile when setting up the integration. This flexibility is beneficial if you wish to sync contacts not present in your Team profile.
Part 3: Choosing the right integration
With your contacts organized and an understanding of the integrations you wish to use, you might be wondering what comes next. While many of our integrations provide bi-directional syncing, some are limited to one-way information transfer. Before selecting an integration from the KW Marketplace, we suggest taking a few extra steps to ensure that it aligns with your goals and will be beneficial for your needs.
Review the integration details within KW Marketplace for the integration(s) you would like to utilize
When viewing the details of the integrations within the KW Marketplace, you will be able to find the information you seek broken down into 3 sections:
- Details: This will provide you some highlights of how the integration may benefit you. You will also be able to see how much the integration cost and how many users are included in the subscription
- Product Images: Here is where you will find some images showing you how the integration works, FAQ's, and examples of which fields can be mapped over.
- Features and Benefits: Provides additional features and benefits available through the integration.
Visit our YouTube channel to learn more about setting up the workflow
You can use the search function on our YouTube channel to find specific keywords or dive into the KW Command playlists curated by our Marketing Expert, Gabe.
