What happens to records that don’t result in a closed/won deal? Often times they’re moved to a nurture status. But if you’re looking to get more mileage out of your records, consider the shark tank tactic. The Shark Tank is an effective way to revitalize aged or neglected records. The idea is to allow other users the opportunity to claim records that haven’t resulted in a deal. Other reps can pull from - or steal - those records that fall under your shark tank rules. This type of structure can be automated to ensure opportunities aren’t being left behind and have the chance to be re-worked.

Settings PagesDani DunnOctober 8, 2019Shark Tank, Neglected Records

Record Pool (Unassigned Records) in Shape Software

Unassigned records go to the “Record Pool.” Here, users see the list of eligible unassigned records and can choose the one they feel they have the best chance of converting. Users can simply “Claim Record” to move it into their prospects to work.

Settings PagesDani DunnOctober 8, 2019Distribution Rules, Unassigned Records, Lead Pool

Distribution Rules in Shape Software

When a record enters the system either via an automated marketing source, an API integration, or (if your rule defines it, an import), distribution rules can be used to assign the record to the appropriate user at the right time. Distribution rules are optional. If you’d prefer for records to enter the system unassigned to then be manually assigned or for your users to claim leads via the Unassigned Record Pool, then you will not want to have distribution rules defined in your system.

Settings PagesDani DunnOctober 8, 2019Distribution Rules

Manage Guidelines in Shape Software

Manage guidelines helps counsel users through their processes to ensure that they are following proper procedures and protocol. Write out guidelines to help with user training and compliance. Don't see this in your workflow? Go to the "Manage Departments" settings page and enable it into the workflows of the departments you want.

Settings PagesDani DunnOctober 7, 2019Manage Guidelines

Adding Records in Shape Software

This guide covers how to manually add records in the system. This guide also links to resources on how to automatically import records via posting instructions or Zapier webhooks.

Settings PagesDani DunnOctober 7, 2019Call Outcomes, Calling

Manage Call Outcomes in Shape Software

Every Shape Software system comes with general default call outcomes that can be edited in the “Settings” pages. Use call outcomes to disposition your calls within Shape Software. Add and manage your call outcomes via the “Settings” pages.

Settings PagesDani DunnOctober 6, 2019Call Outcomes, Calling

Local Presence Rules & Settings in Shape Software

Local presence enables callers to automatically dial records using local area codes. Local presence dialers can lift call connection rates by up to 400%, because prospects tend to be far more likely to answer unknown calls from local numbers, rather than toll-free or long distance phone numbers. Define your local presence settings and learn how to turn this feature on and off as needed.

Settings PagesDani DunnOctober 6, 2019Profile Settings, Phone Settings, Caller ID, Local Presence

Using Local Presence in Shape Software

Local presence enables callers to automatically dial records using local area codes. Local presence dialers can lift call connection rates by up to 400%, because prospects tend to be far more likely to answer unknown calls from local numbers, rather than toll-free or long distance phone numbers. If local presence is turned ON, then the system will try to match phone numbers in your system with the record’s phone number. If and area code isn’t an exact match, then it will go off of the “Local Presence” settings page rules.

Settings PagesDani DunnOctober 6, 2019Profile Settings, Phone Settings, Caller ID, Local Presence

Using Call Forwarding Phone Preferences in Shape Software

This guide covers Call Forwarding call preferences in Shape. Setup call forwarding in minutes. Divert calls to your personal or business number and never miss a business call again. If you prefer to call from your internet browser instead, use the web phone. No phones, other hardware, or apps necessary for inbound or outbound calls. Headset recommended.

Settings PagesDani DunnOctober 6, 2019Web Phone, Call Settings

Using the Web Phone in Shape Software

This guide covers the Web Phone in Shape. Call directly from your CRM through your web browser. No phones, other hardware, or apps necessary for inbound or outbound calls. Headset recommended. If you prefer to setup call forwarding instead, divert calls to your personal or business number and never miss a business call again.

Settings PagesDani DunnOctober 6, 2019Web Phone, Call Settings

Call Recording in Shape Software

This guide covers the ways to record calls in Shape Software. Please note that in the United States, there are laws and regulations at the federal and state level that apply to recording calls, including California’s Invasion of Privacy Act and similar laws. It is important to familiarize yourself with the laws and standards that will apply to your specific call recording use case to make sure that you record calls in a legally compliant manner. Shape Software requires its customers to comply with all applicable laws.

Settings PagesDani DunnOctober 6, 2019Call Settings, Inbound Call Routing, Call Greetings, Call Recording

Campus Cloud + Shape Integration for Shape Software Education CRM

With the Campus Cloud–Shape bi-directional integration, education reps who are using Shape to automate their admissions processes and to manage their lead & student database, can seamlessly create new records in Campus Cloud directly from within Shape, maintaining all important student information and correspondence in a single location.

Settings Pages, IntegrationsDani DunnOctober 6, 2019Campus Cloud, SIS Integration, Education Tools

Zapier Webhook Instructions for Shape Software

Create or open up a marketing source via your “Marketing Sources” settings page. After opening or creating a new source, scroll down to the bottom of the source page to find the posting URL and field mappings. This guide walks through the Zapier webhook instructions in accordance with Marketing Sources.

Settings Pages, IntegrationsDani DunnOctober 1, 2019Marketing Sources, Lead Posting, Post URL, Zapier, Integrations

Generic Posting URL Instructions for Shape Software

Create or open up a marketing source via your “Marketing Sources” settings page. After opening or creating a new source, scroll down to the bottom of the source page to find the posting URL and field mappings. This guide walks through the generic posting URL instructions in accordance with Marketing Sources.

Settings PagesDani DunnOctober 1, 2019Marketing Sources, Lead Posting, Post URL

Configuring User Phone Settings in Shape Software

After you’ve enabled your phone integration and gone through the “Manage Call Settings” page, visit your user profile page and configure your settings. Each user can change his or her own call settings to his or her preferences. Admins (and Managers if that role permission in your system allows to manage users) can also do this on behalf of users by using the “Manage Users” settings page and opening each user account.

Settings PagesDani DunnSeptember 30, 2019Profile Settings, Phone Settings, Caller ID, Web Phone, Call Forwarding

Import & Data Migration in Shape Software

You can easily import external data into Shape. Import supports data in the comma delimited text format (.csv) to map your data fields to Shape fields within your system. Follow this guide for importing and data migration best practices

Settings PagesDani DunnSeptember 30, 2019Import, Data Migration

Importance of Clearing Cache & Cookies

Cookies are files created by sites you visit. They make your online experience easier by saving browsing data. The cache remembers parts of pages, like images, to help them open faster during your next visit. Shape continuously improves features to advance functionality and user experience. If we change a file that your browser has cached, your browser may continue to pull the old, cached version of the file and you won’t see our most recent changes. If you’re having an issue, clearing the cache and cookies in a browser helps fix this.

General SupportDani DunnSeptember 30, 2019Clearing Cache

Connecting Realtors & Associates to Prospects & Borrowers in Shape Mortgage Software

Use the “Realtors & Associates” tab to connect saved Realtors and Associates in your system to Prospects and Borrowers. Want connected realtors and associates to receive email and text notifications as well? Use their tags in the “See Tags” button on your templates to send templated communications to the connected records at the right time.

General SupportDani DunnSeptember 23, 2019Mortgage Tools

Configuring User Profile Settings in Shape Software

There are 4 tabs to configure in the user profile settings. Each use must configure their user profile settings.

Settings PagesDani DunnSeptember 22, 2019Rich Text HTML Editor, WYSIWYG Editor, Profile Settings, Email Signatures

Lending Tree + Shape Software Mortgage Integration

With the Lending Tree–Shape integration, mortgage users who are using Shape to automate their processes and to manage their lead & customer database, can seamlessly get Lending Tree leads directly into Shape. Once you have communicated your desire to send leads to Shape and received confirmation and information from Lending Tree, here’s how to connect Lending Tree in Shape.

Settings Pages, IntegrationsDani DunnSeptember 22, 2019Mortgage Tools, Lending Tree

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