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Here’s my database with all of my contacts in it. Let me show you how to filter this list to only show specific groups of contacts.

I wanna ask the system: “Show me all of my past clients.”

I can just click on this menu and select past clients.

In about 1 second, it shows me all of my past clients.

From here I can add these contacts to Group Actions and then easily send them an email, start them on an autoresponder, set up a to-do for all of them, and a lot more.

We need to set up this ability in advance. You can’t just decide today, “I wanna look at all of my past clients”… If you haven’t already told the system, that John is a past client, Mary is a past client, and Lisa is a past client. To do that, let’s jump into Settings.

The main ways to segment your database is using Categories and Tags.

In Categories, the contact can only have one of these assigned.

When using Tags you can have multiple Tags assigned to a contact all at the same time.

Once you have Categories and Tags set up, you will assign them to each contact accordingly. 

Now that we’ve laid the groundwork for our searches. It’s easy to sort and segment your contacts from the contact list. 

We have made working with your To-Do Lists fast and easy.

When you get to your To-Do List, you will see checkboxes here along the left side of the screen. You will use these checkboxes when you want to perform a task for a group of To-Do’s.

When we click the items we want to work with, these action buttons will automatically appear.

To select all of the To-Do’s on this page, click this box at the top.

From here, we can mark these items complete, delete these To-Do’s, change their due dates, adjust their priority, or add all of the contacts associated with these To-Do’s into Group Actions.

If you have a team set up, you will also be able to reassign a group of To-Do’s from one team member to another.

Let’s say I want to reassign some To-Do’s to Alexis Brown. I’ll select the To-Do’s but I don’t see a reassign button, so what’s happening here?

In order to be able to reassign a group of To-Do’s I can’t be looking at all of the users on this screen.

First I need to select the user I want to take the To-Do’s from.

This list is just showing the To-Do’s that belong to Jeff.

Now when we select the To-Do’s we want to reassign, the ‘Reassign’ button will appear. Now I can assign these To-Do’s to Alexis.

One last note, be aware that when you select all of the checkboxes, you are selecting all of the To-Do’s on this page only.

You may have other To-Do’s included in this filter on subsequent pages. Those To-Do’s are not affected by what you do on this page.

Also, when using the checkboxes, be sure to finish the actions you are working on before you leave this page.

Once you leave this page, the checked items will revert back to an unchecked state.

When working with your contacts, there will be times when you will want to jot down a note about that contact.

The note could be about a thought you had about them, or perhaps about a conversation you had with them.

When you want to add a note, click ‘Add Note’ and type in your note.

The system will automatically time and date stamp your note when you save it.

The notes section will also include system notes, like when emails were sent to this contact, and when the contact completed a landing page form.

All notes are listed in order from newest to oldest.

If you have an important note that you don’t want to get buried in the list of hundreds of notes, you can click on this pushpin and pin the note to the top of the note section, like this.

A to-do is a reminder to yourself that you need to do something in the future.

If you’re working as a team with other users, you can also assign to-dos to other team members.

This first screen will list all of the to-dos you have for this contact.

There is another screen that will show you all of your to-dos for all of your contacts.

To see the details for incomplete to-dos, just click on the name.

To add a new to-do, click here and fill out the form.

In the date field, you can either type in the date, use the calendar to pick the due date, or use our date shortcuts.
Here’s how the date shortcuts work.

If the due date is in two days, just enter plus 2D.
If the due date is in three weeks, just enter plus 3W.
If the due date is in seven months, just enter plus 7M.

When the date comes up and you need to do something related to this contact, the system will remind you in the Agenda Assistant and here.