Manage HOAs and want a way to manage them in LeadSimple? You can import your HOA contacts into LeadSimple, start processes, and send emails and texts in bulk. Read below to learn how!
Import Your HOAs into LeadSimple
First, export the list of your HOAs from CINC Systems or other HOA software you use.
You'll need to format the spreadsheet and then send it over to us at support@leadsimple.com and we'll get it uploaded for you! Follow this article to learn how to format that spreadsheet.
Specific column formatting recommendations for HOAs:
Pipeline Name - use a name like Homeowners Associations. This should be a brand new pipeline in the account.
Name - This would be each unit's Owner's first & last name
Stage Name - for current HOAs, this could be Current
Source Name - This could be the name of your HOA software or you can simply leave it blank
Tags (Important!) - this should be the name of the HOA each owner is a part of. This will allow you to filter by HOA easily in LeadSimple.
Property Tags - add the name of the HOA to the property tags column as well to
Custom Fields - use custom fields or tags for any other data you'd like import over as well!
Filtering and Customizing Your Views
Once your HOA data is uploaded, you'll see it in your account in the pipeline you chose.
From there, you can filter the list by the tag you added to pull the list of all the owners and properties in that HOA.
You can also customize the dashboard view to show the name of the HOA, the property address, and any other info you imported in.
Sending Emails or Texts in Bulk in LeadSimple
To send emails or texts to all the owners in an HOA at one time, you'll first want to add the email to a stage and then filter and move all your owners in that HOA to that stage in bulk so the email or text will send.
Start by adding another stage to your HOA pipeline. Call it Send Email if you like.
Then add an email or text step to the stage:
Then add an email template and draft up your email.
Include merge tags as well where needed.
From there, set the step to be automatic.
Then add an assignee to the step so LeadSimple will know whose connected email or LeadSimple phone number to send from.
Alternatively, add a default From Email Address to the pipeline in the General tab.
Finally, don't forget to add a final step to move back into the Current stage so you won't have to move the HOA owners back into their original stage.
Now that that is all set up, let's go back to the list of HOA owners and filter and select the HOA we want to send the email to. Then click the Update Leads button that appears in the top right.
Then select the Send Email stage that we just created and click Save.
Now LeadSimple will move all the leads into the stage and send out the emails. If you are dealing with more than 100 leads it may space out the emails to ensure the system doesn't hit the automatic rate limit with your email provider.
Starting Processes in Bulk
You may also need to start processes in bulk for your HOA owners.
To do this, first make sure that the process you want to start has the contact roles mapped to your HOA pipeline. Find these under the General tab in your Process Settings.
Then filter your HOA owner list and bulk select. Then click Create Processes in the top right.
Then select your process type and fill out the remaining info you need. Click Start Processes.
Using Inbox to Manage Communications with your HOA Owners
You can also use LeadSimple Inbox to manage your communications with your HOA owners.
Any inbound emails and texts will be automatically connected to your HOA owner contact records so all communication will be tracked automatically and be available in their record.
Offboarding an Association
If you part ways with an HOA, remember to update the stage in LeadSimple to a past stage.
Filter the list by the HOA and click Update Leads. Then change the stage to Past HOA and click Save.
And there you have it! If you have any questions reach out to support@leadsimple.com and we'll help you out!