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Hi there and welcome to the DREAMS family!
We are so glad you are here! You have joined an amazing community of real estate investors, who all share the common goal of building a business that allows them to live life on their own terms.
Our mission is to empower small business owners through software, systems, and education. This guide was designed to help you get your DREAMS account set-up, so you can hit the ground running and fast track your business growth.
Over the next seven days, we will walk you through DREAMS, so you know how to get the most out of your new system.
Here is a quick look at what you will be working on this week:
Day 1: Basic Account Set Up
Day 2: Set Up Your Business Phone Number - Profit Dial Basics
Day 3: Securing a Domain Name & Setting Up Your Business Email
Day 4: Website for Lead Capture
Day 5: Getting your CRM Setup
Day 6: Lead Qualification
Day 7: Property Marketing & Disposition Systems
At the end of each chapter you will see a checklist of items, which will include links to helpful support articles and videos that will guide you through each day’s tasks.
Once you have completed the guide, your DREAMS account will be completely set up, and you’ll be ready to start generating leads, and closing deals!
DAY 01 Basic Account Set-Up
Set up the fundamental account settings for your new DREAMS Account
NOTE: Please reference the checklist at the end of this chapter for helpful training videos and support articles to assist you as you get your basic account settings updated.
Update Basic Account Information
You should have already received an email with your login credentials. The email would have come from email@example.com
After logging in to your account for the first time, your first task is to check your account settings and notification center to ensure the proper information is entered.
We send you notifications about your account to the contact information that is listed in your account settings. You’ll want to make sure what is listed is correct, so you don’t miss any important notifications regarding your account.
The information includes the account holder’s:
- Email address
- Phone number
- Time zone
- Billing address
- Credit Card you have on file
You can also update your password here, which is recommended, since the password provided is automatically generated for you.
Set Up Marketing Profile
Once your basic account information is updated, the next thing you are going to do is update your marketing profile. The marketing profile is used whenever you want to merge your business information into various forms of communication like emails or text messages.
It’s important this information is correct, so potential clients can easily contact you. To access your Marketing Profile simply click on your name in the upper right-hand corner and select Marketing Profiles from the drop-down menu.
Fill out the fields with your business information, and once you are done, click Save Profile to save the information. One thing to note is you have the ability to add a profile image and a company logo.
The profile image can be a headshot of yourself, and by adding one, you have the ability to merge that photo into emails or letter templates to add a personal touch to your marketing. Just like the profile photo you can add your company logo as well.
If you don’t have a company logo yet, we recommend you check out Fiverr.com to have one created. Your logo will become a point of recognition for your clients, and it is the basis of branding of business, so it’s important to have one.
Set Up Notification Settings
Finally, the last thing you’ll do is set up your notification center. The notification center allows you to decide how you want to be notified when you have inbound leads, calls, text messages, or tasks that are assigned to you.
Receiving notifications about inbound calls/texts will allow you to respond back to leads quicker, and increase your chances of potentially closing a deal. To access the notification center, click on your name in the upper right corner, and select System Settings from the drop- down menu.
Once you’re on the system settings page you’ll select notifications on the left-hand side menu. In the notification center, you’ll want to check your email and phone number listed to ensure they are correct. This is where the notifications will be sent, so if they aren’t correct, you’ll want to update them.
Then, you’ll go through and decide which notifications you’d like to receive and how you want to receive them. Once you have selected your preferences click Save Changes.
DAY 1 Checklist
- Update basic account information.
- Set up marketing profile.
- Set up notification settings.
DAY 02 Set Up Your Business
Set up the basic features of Profit Dial. You will need to set up a business phone number and a default callflow. These are the first steps needed to ensure when you receive potential leads, they don’t slip through the cracks.
NOTE: Please reference the checklist at the end of this chapter for helpful training videos and support articles to assist you as you set up your Profit Dial phone number.
Set Up Your Profit Dial Phone Number
As a business owner, a phone number is essential to have. You need to have a way for customers to contact you. Profit Dial is the phone system inside DREAMS. At the Elite level you have one number, but can add additional numbers for $4.99/mo. The TEAM membership level includes 10 numbers, among other benefits such as text, ringless voicemail, Keywords. The TEAM membership is an additional $100/mo. Ask your VA today to upgrade your account if you are ready.
There are two types of numbers you can select from:
Business line or Information hotline
We recommend you set up a business line first, but an information hotline can come in handy for different marketing strategies like Bandit Signs on Wheels for example.
With a Profit Dial Business Line you can receive inbound calls from your prospects, leads, and clients and choose how you want to handle the call.
When someone calls in, you choose to forward the call (to your cell phone, office phone, call answering service, or any other phone number) and answer it live, or send it directly to a pre-recorded message and a voicemail.
To get started, we are going to keep things simple and show you how to create a fundamental Callflow so any new call that comes into your business is forwarded directly to your cell phone.
A Profit Dial information hotline is just that, a “hotline” where a prospect can call to learn more about your company or service.
For example, let’s say you put a sign rider on top of a property that you have for sale or for rent that says “Call 314-555-5555 ext. 101 for pricing”.
When they call that phone number, they’re going to be met with a greeting, and a prompt to enter their extension so they can hear about the property and get pricing information.
Information hotlines are used to provide information without involving you or a member of your team. If a prospect is interested in speaking to you, they can dial “0” at any time.
FAQ’s BUSINESS LINES INFORMATION HOTLINES
You can select from a local or toll free number, but we recommend you use a local number. Local numbers make people feel like they are calling a person instead of a corporation, which will increase your response rate!
After selecting the number you want to use, you will be prompted to configure the number. During configuration, you will name the number and set up a default Callflow. The name is for internal use only, so select a name that will help you remember what that number is used for.
For example, if this is your main business line, call the number “Main Business Line”. Once you have named the number, you’ll need to create a new Callflow.
Before we jump into what your default Callflow should include, you’ll need to understand what a callflow is.
Callflows and workflows are the series of automated actions that happen inside DREAMS account.
A callflow is triggered when someone calls your Profit Dial phone number.
A workflow can be triggered multiple ways. It can be triggered when someone fills out a webform, through a keyword, by another workflow, when a contact field is updated in the contact record in your CRM, through a Facebook Lead Ad, or you can manually trigger a workflow.
The callflow and workflow builder is one of the most important features in DREAMS, and you will get very familiar with it over the course of this guide. To get started, we are going to show you how to build a very basic callflow that will simply forward all inbound calls to your cell phone.
As time goes, we will introduce more advanced callflows, but let’s walk before we run. Tomorrow you will be introduced to the workflow builder as you learn how to create your first website. With that said, please refer to the checklist below to get your first Profit Dial phone number and corresponding callflow setup.
DAY 2 Checklist
- Set up your Profit Dial Number and Callflow
- Create your first phone number and callflow
- DREAMS Callfow Builder: A Beginner’s Guide
- Read this post and watch the embedded video
DAY 03 Securing a Domain Name & Setting Up Your Business Email
Secure a domain name to use for your website, and set up a business email address. Assign the domain name to your website, and update your marketing profile with your new business email address.
Secure A Domain Name
As you learned yesterday when you create a website you are provided with an automatically generated URL, also known as a subdomain.
The URL is long, and hard to remember. With that said, you need to select a domain name to use in place of the automatically generated URL.
If you don’t know what a domain name is, it’s simply the URL or web address of your website. For example, the domain name for DREAMS is www.my.dreamsolutionspro.com.
During this chapter, you will learn how to secure a domain name for your business, the best practices for choosing the perfect domain name, and how to buy your first domain name in DREAMS.
If you already own a domain name in another registrar like GoDaddy, HostGator, Bluehost, or others, you will learn how to transfer your domain name into your DREAMS account, so it can be used with your new website.
We are often asked “ How do I choose the right domain name for my website?”
In short, you should select a domain name that is easy to remember and instantly communicates what you do. It also can be the name of your company, (if that domain name is available).
When you are selecting a domain name for your website follow the seven tips below to find the perfect one.
- Make it easy to type
- Make it as short as possible
- Make it local
- Avoid hyphens
- Register the .com
- Use keywords
- Act fast
Download the domain name worksheet to build a domain name in just three easy steps.
You’ll want to create different variations, so you have options in case one of the names you come up with is not available.
When you have created different variations, go into your DREAMS account and purchase the domain name of your choosing.
Once you have secured your domain name, you will then be able to assign it to your new website.
Set Up a Business Email
After securing your domain name you are going to want to set up a business email. There are a couple reasons why you should do this.
Using a free email account, like Gmail or Yahoo, doesn’t look very professional.
It can affect your email deliverability if you’re sending bulk emails from a free account like firstname.lastname@example.org.
We encourage you to use a service like Google’s G Suite to obtain a business email address.
You can create your business email address using G Suite here. At the time of this publication, G Suite is $6/month or $60/year.
You will need to follow the steps G Suite prompts you to take to set up your business email address. You’ll want your email address to be the same as the domain name that you just secured with DREAMS.
So for example, if your domain name is texaspropertybuyer.com, then your email address should be something like email@example.com.
As you go through the process of setting up your G Suite account, Google is going to ask you to verify that you own the domain name.
To do this. you will have to log into your domain host’s website, which in this case, is DREAMS.
So, you’ll log into your DREAMS account, and navigate to the domain manager.
From there, you will need to update the MX records in DREAMS that you will get from G Suite, or whatever service you decided to use for your email.
If the thought of MX records and domain name verification makes your head spin, don’t worry, DREAMS makes this process easy for you. You can watch the video that is included to walk you through the steps of updating your MX records. But your VA is always happy to do this for you.
Once the verification has been completed, you can complete the setup process for your email.
Now that you have a business email, go back into the marketing profile you set up on day #1, and change your email to your new business email address.
DAY 3 Checklist
- Secure Domain name
- How to Purchase a Domain
- Read This Blog Post:
- Choosing The Right Domain Name for Your Real Estate Investor Website
- Set up a business email
- How to Create a New Custom Professional Email
- Transfer Existing Domain Name to DREAMS (If you don’t have a domain name already skip this step)
- How to Import a Domain
DAY 04 Website for Lead Capture
Build your motivated authority website to establish your online presence and convert website visitors to leads.
Set Up Acquire Authority Website
In this day and age, when a lot of consumers are online, it’s a requirement to have an online presence. You need to meet your prospects where they are. And most, if not all, are online.
The first thing someone is going to do when they receive marketing from you is Google your business. They want to make sure you have a legitimate business, and aren’t just another “fly- by-night” company.
Now, whether you’re just getting started, or you’ve been in business for years, your website should instill confidence in the minds of your prospects, and make it easy for them to do business with you.
Our websites are specifically designed to give your visitors what they need, and convert them into leads at a higher rate than the average “website company” will provide you.
Your website will build credibility. It will build “knowledge, like, and trust” with your prospects and leads.
And the good news is DREAMS makes it super easy to get up and running online. We provide “ready to use” website templates that you can fully customize at your own convenience.
Using a template that DREAMS provides doesn’t require you to be super tech savvy either.
Simply follow the instructions in the checklist at the end of this chapter, and you’ll have a professional website that is primed and ready to convert your visitors into leads like clockwork.
We recommend you set up a website to capture buyer and seller leads, and the template your VA will be using is the “Authority” template.
Once they have selected the template, and the website is built (this usually only takes a few minutes), you are ready to start customizing your new website.
You or your VA should update the site with your business information, and you’ll need to add your company logo to your site as well. As we mentioned, the purpose of this website is to capture motivated buyer and seller leads, and DREAMS uses pre-built webforms to capture lead.
After someone submits their information, they are directed to a Thank You page.
The final automation step DREAMS uses is a workflow that runs every time a new lead is submitted through your website.
Much like a callflow, a workflow is a pre-built set of actions that you want to happen when a new lead is captured (in this case) through your website.
Common actions that you will trigger when a new lead is submitted include, but are not limited to the following:
- Apply a tag Assign a task
- Assign a source Send a confirmation text to your new lead
- Notify a team member
Now, your website is set up and ready for traffic.
DAY 4 Check List
- Create Your First Website to Attract Motivated Sellers
- Review Your Website Template
- Test Your Webform
- Review Your Workflow
- Add Your Company Logo
- Update Your About Us Page
DAY 05 Getting Your CRM Set Up
Set up the basics of your CRM, so you can easily manage your contacts and keep them organized. Getting your CRM set up will make sure you never leave a contact behind.
Now that you have a way to attract and capture leads, you need to ensure you have a way to manage the relationship with your leads, the current deals in your pipeline, and all of the other people you will come in contact with in your day to day operation.
Spreadsheets and notepads just don’t cut it these days. You need to run your business with a CRM (Client Relationship Management) tool, which is the modern day equivalent of a rolodex with a ton of bells and whistles.
A CRM is a tool that allows you to manage the relationship with your contacts. Whether they’re new leads, existing clients, tenants, cash buyers, realtors, contractors, etc.
Anyone you “do business with” needs to be in your CRM.
And DREAMS has the industry leading CRM built right into our platform.
If you’d like to learn more about the DREAMS CRM, feel free to watch this short video.
There are a few important elements of your CRM that you should understand, so you can successfully track and manage your contacts.
The first are tags and sources.
A tag is a way to identify a specific type of contact, and you can have multiple tags for any contact. For example, in the image below, three tags have been applied to this contact: Seller Lead, Absentee Owner, and PPC Lead.
Tags are also an easy way to filter through your contacts to find a specific contact, or group of contacts.
They can also help you distinguish where a contact is in your marketing funnel.
- Below are the basic tags you should add to your account:
- Seller Lead Offer Made
- Appointment Scheduled Contract Signed
- Appointment Complete Closed Deal
You can set up other tags to use, but those six are the ones you need to help you track your leads through the sales process.
It is important to tag every new contact as they enter your CRM. If they come through a phone call, or opt in to a web form on your website, the process of tagging contacts can be automated using callflows and workflows. You can learn more about tags by watching the videos linked in the checklist at the end of this chapter.
A source indicates the source of the lead. In the example below, this lead came from a Google Ad. You can only apply one source to a contact.
Create Custom Fields
After you’ve set up your tags and sources, you will need to set up the custom contact fields.
Contact fields, simply put, are the data points you are collecting from your leads.
You can create an unlimited number of custom contact fields. The fields you create will depend on the type of leads and contacts you are working with.
For example, a probate lead, an absentee owner lead, a pre-foreclosure lead, and a cash buyer will all have different data points that will need to be collected.
Create Contact Tabs
Once you have all the custom fields created, you can create Contact Tabs to group the different data points together.
Contact tabs are a simple way to keep the custom contact fields organized for each contact record.
You also have the option to add any tabs to any contact record. It wouldn’t make sense for a contact that is a seller lead to have the same information as a contact who is a buyer.
So you can add a seller tab to the contact who is a seller lead, and a buyer tab to the contact who is a buyer. One thing to note is every contact record will have a default details tab with basic information like name, phone number, email address, etc.
Now that you have the basic foundation to keep your CRM organized, it’s time to import your existing contact list.
If you do not have any existing contacts, you can skip this section and head straight to the checklist at the end of this chapter, so you can get right to work getting acquainted with the CRM in your new DREAMS account.
If you are importing contacts, the contact file will need to be in a .csv format. When you start the import process, you will be prompted to map the fields from the .csv file to the corresponding contact field in your DREAMS CRM.
Now that you have contacts in your CRM, you have the ability to filter through your contacts based on their name, if they’re associated with a property, or by tags. That is the simple way you can search through your CRM.
You can also build and use more advanced search filters to find a more specific segment of your contact list.
There are a lot of options for advanced filters.
You can search by:
- Date the contact was added
- Campaign tracking fields
- Property filters
- Any of the custom contact fields you’ve created.
Create Saved Searches
You can also save the advanced filters you create, and you may want to do this if it’s a search you use often, or if you’re using the searches to find some metrics.
For example, you may want to know how many probate leads that you’ve generated in the last 30 days.
You can do this by running an advanced filter by using the date the contact was added, and the tag probate seller lead. You would then save this filter if this is a metric you track regularly.
DAY 5 Checklist
- Create tags
- Create sources
- Create custom fields
- Create contact tabs
- Create saved searches
DAY 06 Lead Qualification
Set up the process for qualifying leads inside the property pipeline of your account. Having this process in place will make it easier when you call a lead back. All of your YES PI sheets will automatically flow into your property pipeline. You can also add any closed lead to your property pipeline with the push of a button.
Customize Your Lead Sheet
Once you have leads starting to roll in, you are going to have to filter through each lead to see if it’s a deal you want to pursue or not. Not every lead you get will result in a deal.
There are going to be leads that you won’t be able to come up with a solution that works for both parties involved, or the lead doesn’t fit your criteria. The property pipeline is a great tool inside DREAMS to help you qualify each lead to see if it’s a property you’d like to purchase.
You have a lead that has come in and you need to call them back, but you aren’t sure what questions to ask. With lead sheets, all the important questions are lined up, ready to go for you.
When you’re ready to call the lead back, you just need to open the lead sheet for the property they submitted and fill in the fields as you receive the answers.
Lead sheets are fully customizable, so as you complete more deals, you may find that there are certain criteria you’re looking for when purchasing properties. Change the lead sheet to reflect what you’re looking for in each deal.
Customize your Repair List
One of your criteria may be the type of repair(s) a property needs. Not every property you purchase is going to be retail ready. Quite a few of them may need repairs.
The repair list tool inside the property pipeline provides a way for you to quickly build repair estimates. The repair list is customizable, so if there is a field that’s not already listed, you can simply add it and include it in the repair calculations.
Knowing how much the repairs will cost is important, so you can factor that into your offer, or assist you in determining if it’s a deal you’d like to move forward with.
Set up your Max Allowable Offer Calculator
After you qualify a lead and decide you’d like to move forward with the lead, you’ll have to make an offer. Sure you’d love to be able to help every person you talk to, but you also need to make a profit in the process.
The max offer calculator will help you determine the maximum amount of money you can offer for each deal. There are fields that you will need to fill out based on what is typical for each deal you close.
Those fields will include net investor profit, realtor fee, holding costs, closing costs, misc costs, and the assignment fee you’d like to make on each deal.
There are fields that will be pulled automatically that you don’t need to fill out. Those fields include the after repair value (ARV), and the repair estimate.
The ARV will be pulled from the comps you select, and the repair estimate will be pulled from the repair list. Once all the numbers are plugged in, the max allowable offer will be calculated, so you know how much you can offer while still making a profit.
Outsource Lead Qualification Process
Qualifying a lead can be a time consuming process from start to finish, but it’s something you should handle yourself at first until you perfect the process for your business.
Once the process is perfected, and you start receiving more leads than you can handle by yourself, outsource the lead qualifying process to a call center like PATLive. To set up service with PATLive and receive a discount use the link ronlegrand.com/patlive.
DAY 6 Checklist
- Customize your Lead Sheet
- Lead Sheet: Overview
- Customize your Repair List
- Repair List: Create Your Own
- Repair List: Editing Fields
- Repair List: Saving Defaults
- Set up your Max Allowable Offer Calculator
- How To Use The Max Offer Calculator
DAY 07 Property Marketing & Disposition
Set up your website and landing page to acquire buyers and start building your buyers list. Use the marketing tab inside the property pipeline to use various ways to market your property outside of your buyers list.
Set Up a Number for Buyers
You’ve gone through the process of acquiring leads, qualifying them, making an offer, and then you’ve closed on a deal. You have a property you need to sell, so now is when you are going to market that property to your buyers list.
If you’re just getting started, you may not have a buyers list yet, so you need set up ways to acquire buyers similar to what you did for sellers.
You will need to get a phone number for your buyers. We recommend you use another business line phone number. You don’t want to use the same number you’re using for sellers because it will get messy having both types of contacts calling into the same number.
You’ll find yourself trying to determine who is a buyer and who is a seller. Save yourself some time and have a separate number for each.
Create a Property Listing
When it’s time to start marketing your property, the marketing tab inside the property pipeline has multiple ways you can market the property. Before you can start using the different tools inside the marketing tab of the property pipeline, you need to update the property details first.
This is where you will put all the information you have on your property. You can add descriptions, photos, and even things like video tours and school zone info.
This is a great time saver because the information you enter here automatically updates across all flyers, websites and emails having to do with that property. Once you have updated the property details, you can start setting up various ways to market the property to your buyers.
The various ways you can market your property are as follows:
- Single property website
- Property flyer
- HTML flyer
- Property blaster
- Marketing profile
- Add to current website
Single Property Website
Each property in your pipeline can have its very own dedicated website that you can launch with the click of a button.
Information is pulled directly from the property details section, and you can see how many visits and leads you captured right on the website tab.
You can also assign a domain name to your single property website to give your site an even more professional feel.
If you are holding an open house or want flyers outside the property, you can use this tool to quickly print out professional looking property flyers.
If you want to post your property on blogs and external websites you can create a digital property flyer with this tool. It will create a snippet of HTML code that you can just copy and paste onto your Facebook page, realtor’s website, or any other site on the internet that accepts HTML code.
Just want to send an email to a prospective lead telling them about the property? Use this tab to simply enter their email address and they will receive a professional looking email telling them all about your property. You can edit the email if you’d like before sending it out.
Some external websites, like HotPads and Oodle, allow you to post your property on their site to help increase its exposure You can use this tool to do this automatically, so that you don’t have to go to each website and fill out all the information manually.
Finally, you can control what contact information is displayed on the property website, flyers, emails, and other tools using this section. Just fill out your desired email, phone number, name and so forth, and this is what other people will see. You can also select a marketing profile that has already been created from the Choose A Marketing Profile For This Property drop down menu.
Add to Current Website
You can also add a property as a featured property to your Authority website. By doing this, people who are interested in becoming a buyer have the ability to see a property you have.
DAY 7 Checklist
- Set Up a number for Buyers
- How to Add a Number to Profit Dial
- Update Your Logo
- How to Create a property listing
You have officially set up your DREAMS account! You have everything in place you need to start running your business and acquiring new seller leads.
You are now one step closer to landing your first deal (or next deal). We can’t wait to see everything you accomplish on your road to financial freedom
Click on the next Jumpstart videos below to keep pushing forward!