Picture a team lead inbox with a few hundred names in it. Some are brand new, some are six months old, and a handful are people you really talked with. Which of them heard from you this week? Which haven't heard from you since the first reply? It's hard to tell by scrolling, and that's the problem with a big pipeline: everyone is in it and nobody is being worked.
If your brokerage or team gives you a CRM like kvCORE, you probably already use it for leads and the pipeline. Follow-up on your own people is a different job, and it's often the one that slips between showings.
This page covers how to run Keystone next to kvCORE. Keystone is follow-up software, not a full CRM, a transaction manager, a website builder, a dialer or a lead source. It works next to your CRM, it doesn't connect to it. There's no live sync. You export a spreadsheet of the people you want followed up with, import the CSV into Keystone, and pick a sequence that's already written.
Your CRM stays the home for the pipeline. Keystone handles the follow-up through email, text, call prompts, printed letters and handwritten cards, delivered as a daily Today list with each message drafted. Because the CRM may be supplied by a team or brokerage, check their policies on client communication and mailing before adding an outside tool.
A practical way to start: pick one slice of your pipeline, such as people you've spoken with but who haven't heard from you in a while. Export just that group, import it, and run it for a few weeks before you add more.
When hundreds of records sit in one place, the ones that need a nudge today look the same as the ones that don't. Follow-up becomes whatever you happen to notice.
Names collected months ago are often the best candidates for a gentle re-start, but nobody wants to write to forty of them by hand.
People can tell a generic blast. Notes with their name, a detail, and a different channel after silence get answered more often.
If your CRM and another tool both message the same person, things get messy. Pick which one follows up with which people.
Export the people you want followed up with from your CRM as a spreadsheet. What you can export depends on your account and permissions, so check what yours allows. Import the CSV into Keystone and the columns match themselves. Then pick a written sequence.
Each morning, the Today list shows the messages due that day, already drafted with the person's details. Send, edit, or skip. When somebody replies, their sequence stops and the reply goes to the top of your list. Connect Gmail or Outlook and Keystone sends as you, and replies sync back both ways.
To keep things clean, import only the people you want Keystone to follow up with, and let it handle messaging for them. Letters and cards wait for your approval with the exact piece and cost shown first. Free for 100 contacts, then $49 to $189 a month. Annual billing is 20% off. Check your brokerage's policies on client communication and mailing before using any outside tool.
Suggested sequence: Re-Start Cold Leads Beside Your CRM
7 steps over 75 days. Each one lands on your Today list as a draft you can edit or send.
Hi Maria, it's been a bit since we first connected. Are you still thinking about a move, or did plans change?...
Hi Maria, it's Sam. Wanted to see if your search is still on or if you've hit pause....
Ask what has changed. Talking points: timeline, price range, whether they've talked to a lender yet....
A short note on a few recent listings and sales in the neighborhoods they asked about....
A one-page letter with a simple market note for their area. You approve the exact piece and its cost first....
A short, signed note with no ask. Held for your approval before it ships....
If the timing isn't right, no problem. Tell me when to check back and I'll do it....
+ more steps in the full sequence
Start on the Free plan. Every message comes drafted for you.