How Trevy's emails work

Trevy follows up by email with the contacts in your Follow Up Boss database. Each email is written for one person, from what Trevy knows about them: their city, the homes they've looked at, their price range and the notes on their record. FUB sends it from the contact's assigned agent's mailbox, signed with the agent's first name.

Trevy decides what each contact gets and when, from what they do. Your team decides which kinds go out, on the Emails page.

Turning it on

Switch on Follow-up emails on the Emails page, or click Start Trevy at the end of setup, which switches on follow-up emails, monthly market reports and hot-lead alerts together. Follow-up emails need Follow Up Boss connected, sending through FUB set up, and a running free trial or a card on file. Until then, the page says what's missing, for example "Nothing goes out yet. Set up sending through Follow Up Boss above first."

The first time follow-up emails go on, Trevy adds four flows, listed on the Flows page.

Which kinds go out

Under the Follow-up emails switch, each kind has its own switch:

• New listings: homes for sale that fit what the contact looks at, with photos. Buyers only. See Listing alerts.
• Market updates: what homes near them are selling for. A seller gets these in place of listings. This switch also covers the home-value email. See Market updates.
• Check-ins and notes: a note from their agent: the first hello, a check-in, asking what they're after, picking back up after a quiet spell. See Check-ins and short follow-ups.

All three are on to start. An email of a kind that's off is passed over, unsent, and the next email in the flow keeps its day. What counts is the email the contact would actually get: a listing step that becomes a market update for a seller follows the Market updates switch.

One email stays on whatever you switch off: the check-in that asks a contact who has stopped answering whether to keep hearing from their agent. Mail nobody answers is what sends an agent's mail to spam. See Contacts who stop answering.

The four flows

A flow is a series of emails, each on a day counted from when the contact enters. Trevy runs them; your team doesn't build or edit flows.

• New Lead, when a contact with an email address is created in FUB: a personal intro on day 0, listing alerts on days 1, 5 and 14, market updates on days 3 and 10, check-ins on days 7 and 30, and a home-value email on day 21.
• Gone Cold, after more than 30 days with no activity: a market update on day 0, a listing alert on day 14, a check-in on day 30 and a no-pressure note on day 60.
• Re-engaged, when a contact opened their market report in the last 7 days: a check-in on day 0, a listing alert on day 3 and a market update on day 7.
• Property Hot, when a contact looked at 5 or more homes in the last 7 days: a listing alert on day 0, a home-value email on day 2 and a check-in on day 5.

A contact is in one flow at a time. Property Hot takes over from any other flow, and New Lead and Re-engaged take over from Gone Cold. Once a contact finishes or leaves a flow, they can't enter it again for 30 days.

The Flows page lists each flow with what starts it, how many steps it has and how many contacts are in it now. Each flow has its own switch. Switching one off stops it: nobody new enters it, and contacts in it get no more of its emails.

Each email fits the person

Listings and home-value emails go only to contacts who are buying; everyone else gets a question or a market update instead, and agents, lenders and vendors get no follow-up emails. See How Trevy tells buyers from sellers. A step that needs a city becomes a check-in, or is skipped, when there's none.

Who Trevy emails

Only contacts in the stages and tags your team picked on the Contacts page, not on your Leave out list, and with an assigned agent in FUB. See Choosing who Trevy emails.

When emails go

Trevy checks for due emails every 15 minutes. A contact gets one email at a time, and an account sends at most 400 follow-ups in any 24 hours.

When a contact has shown a usual hour, from their clicks, report visits, replies and tour requests over the last six months, Trevy moves their next email to that hour, as long as it isn't in your quiet hours. Contacts without a usual hour get their emails on the flow's own schedule.

Nothing goes during your quiet hours, 9:00 PM to 8:00 AM until you save your own on the Emails page (see Sending hours and time zones), or once your email credits run out.

What stops the emails

• The contact emails or texts your team: every flow they're in pauses, and no flow starts for them again on its own. See When a contact replies.
• They unsubscribe through the link in FUB's email footer.
• They're deleted in FUB.
• You add them to your Leave out list on Contacts, or they stop matching your picks.

What you can change

• On the Emails page: Follow-up emails, a switch for each kind, and Quiet hours.
• On Your page, How Trevy sounds: Warm, Professional or Casual, the voice of every follow-up email Trevy writes for your team.
• On the Contacts page: who Trevy works and who it leaves out.
• On the Flows page: a switch for each flow.

Monthly market reports and tour requests run on their own schedules.