Smart Campaigns: Automating Your Recruiting & Retention Outreach
Automation in Brokerkit is powered by Smart Campaigns. If you want to automate your recruiting or retention outreach —
automated follow-up, automated email and text sequences, scheduled drip-style messaging — Smart Campaigns are the tool.
You'll find them under the Automation menu in the left-side navigation (Automation > Campaigns).
Smart Campaigns are one of the most powerful features in the system. They work in both Recruiting and Retention, so you
can automate outreach and follow-up across your entire pipeline. Used properly, automatically emailing and texting
thousands of leads on a schedule with minimal effort from you can drastically improve your recruiting and retention
numbers. You can also set up Campaign Triggers to automatically start or stop a campaign for contacts based on rules you
define.
Here's what makes Brokerkit's campaigns so smart:
- Smart Campaigns can be customized to better fit your schedule. You can choose the sending window, including the
specific day(s) of the week and time of day when each step of the campaign will be executed.
- Messages can dynamically insert the lead's name and company, are blind copied, and always come from your email
address, meaning the lead has no idea they were part of a scheduled mass campaign.
- If you add additional steps or reorder steps in a Smart Campaign, Brokerkit will never send the same step twice -
even if you remove the campaign from a lead and add it back later. The only exception is if a campaign has been
completed, in which case you’ll need to re-subscribe a lead to send any remaining new steps.
- Tasks can be assigned as steps in campaigns, which is a useful way for you and your team to delegate certain
responsibilities for regularly occurring activities.
- With **Campaigns 2.0,**you can select exactly when email/text/task will be sent
- With Campaigns 1.0, the campaign sending window is from 9 AM to noon in your time zone. If the campaign was
triggered outside this window, it will go out the following day.
Looking for ready-to-use campaign templates? Visit the Campaign Library for pre-built templates organized by category
(Recruiting, Retention, Relitix, Onboarding, Seasonal). Navigate to Campaigns > Campaign Library in the left-side menu
to preview, copy, and customize templates for your account.
Existing campaign progress plays a crucial role in determining why some contacts may not receive your campaign emails or
texts:
- Contacts who have completed the campaign:
- These contacts will not receive any new email steps that you add.
- Contacts who are still active in the ongoing campaign:
- These contacts will receive any new email steps that you add.
Understanding Campaign Status: Subscribed vs. Completed
When you view your campaigns on the Campaigns page, you will see two numbers for each campaign: Subscribed and
Completed. Here is what they mean:
- Subscribed: The number of contacts currently receiving campaign steps. These contacts have been added to the
campaign and have not finished receiving all the steps yet.
- Completed: The number of contacts who have received all the steps in the campaign. Once a contact receives every
email, text, or task step, they move from "subscribed" to "completed."
What does "0 subscribed" mean?
If a campaign shows 0 subscribed, it means all contacts have finished the campaign — they have received every step. It
does not mean you did something wrong. It simply means the campaign has run its course.
For example:
1. You create a campaign with 2 email steps.
2. You add 50 contacts to the campaign → it shows 50 subscribed, 0 completed.
3. After all 50 contacts receive both emails → it shows 0 subscribed, 50 completed.
How to check if your campaign is working:
- If Subscribed > 0: The campaign is actively sending steps to contacts.
- If Subscribed = 0 and Completed > 0: The campaign has finished — all contacts received all steps.
- If Subscribed = 0 and Completed = 0: No contacts have been added to the campaign yet.
How to create a Smart Campaign?
To create a campaign, click on the Campaigns menu option on the left side of the screen.
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From this screen, select the Compose Campaignoption.
Don’t see Smart Campaigns? While campaigns are shared across the account and can be applied and edited by any Staff and
Admins, Agents and Affiliates are unable to apply or edit campaigns. Talk to your Admin about updating your role
in Manage Team as detailed here.
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From this screen, we can see all the campaigns built for your brokerage and can Pause all current subscribers to a
campaign, Edit an existing campaign, or Delete them entirely. For now, click Create from scratch.
📩 Note: If a contact is moved to the Archive, all campaigns they are subscribed to will be automatically paused.
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Please make sure that Campaigns 2.0 is activated to enhance your campaign's flexibility. Campaigns 2.0 are more
effective because they let you tailor how you want your campaigns to go out. If you have Campaigns 2.0 enabled, you will
have the option to:
- Choose the day(s) of the week when this step of the campaign will be executed.
- Choose the time of day that the step of the campaign will be executed. The default is 9 AM - Noon randomly, but you
can change it to Any Time or to a specific hour.
- Specify the wait duration in days after the prior step before this step is to be executed. Note that the wait will
be processed first, and then the "On" and "At" parameters will determine when this step will be executed.
Looking to send a one-time email to many recruits right now?
Smart Campaigns are designed for multi-step, scheduled outreach over time (e.g., a 3-email recruiting sequence over 2
weeks). They are not the right tool for a one-time blast or "send now" email.
If you want to send a single email to a group of contacts — immediately or at a scheduled time — use Bulk Email instead:
- Select your contacts from the Recruiting or Retention list, click Send Email, write the message, and either click
Send to deliver it now or click the clock icon to schedule it for later (date, time, and time zone of your choice).
- See Sending Bulk Email for the full walkthrough, including how to schedule and cancel a scheduled bulk email.
Use Smart Campaigns when you want a sequence of messages spaced out over days or weeks. Use Bulk Email when you want one
message sent now or at a specific time.
Name your campaign something you and your staff will easily recognize - leads will never see this. You can Create from
Scratch or choose an existing campaign to edit, so you aren't constantly reinventing the wheel. If you choose the
Taskoption, you can add a task as a step at any point in the campaign. You can also name the task and assign it to other
users in your office.
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Next, selectEmail or****Textand use the From drop-down menu to select which Admin or Staff member will send the message.
Fill in a Subject that's bound to grab the lead's attention and all your content in the Body. In all steps,
use Variables to dynamically insert names, and avoid typing anything that's specific to a single lead.
Sender Configuration
Each step in a campaign can have a different sender. For example, step 1 could come from a specific manager, step 2 from
the contact owner, and step 3 from another team member. This applies to email steps, text steps, and task steps.
When creating a campaign step, you select who will send the message (for email and text steps) or who will own the task
(for task steps) from the From dropdown menu. You have two options:
Option 1: Select a Specific User Choose a specific Admin or Staff member from the dropdown. That step will be sent from
(or assigned to) this person, regardless of the contact's owner.
Option 2: Use "Contact Owner" (Dynamic Sender) Select "Contact Owner" from the dropdown to send each email or text from
the contact's assigned owner, or assign the task to the contact's owner. This creates a more personalized experience, as
contacts receive communications from their designated representative.
Reply Routing When a contact replies to a campaign email or text, the reply goes to the person who was set as the sender
for that step. For example, if step 1 came from the contact owner, replies to step 1 go to the contact owner. If step 2
came from a specific manager, replies to step 2 go to that manager.
What happens when a contact has no owner? If you select "Contact Owner" as the sender and a contact doesn't have an
owner assigned, Brokerkit uses a fallback chain: first the contact's owner, then the user who enrolled the contact, then
the trigger user, and finally the first active non-admin team member.
Best practice: Use a specific user when every step should come from one person; use Contact Owner when each contact's
owner should send or own steps. When a team member leaves, review steps using them as From sender or task owner, and
pause or remove Contact Owner campaigns for contacts they own before reassigning.
Note: We suggest clicking Save Campaign in-between steps to be sure you never lose any of your work.
Once you're happy with your first step, select Email or Text under Add Another Step.
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In the second step, you’ll also choose a duration to wait before sending the next text or email. Note that this time
duration is the time in between steps - not from the start of the campaign. You can create these campaigns to make
digital content similar to a mailer, and you can make this as simple or complex as you would like.
How to Access Campaign Settings
To view or change the settings for a campaign (including auto-pause on reply):
1. Go to Automation > Campaigns in the left-side menu.
2. Click on the name of the campaign you want to configure.
3. Click the Settings tab at the top of the campaign editor.
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In the Settings tab, you can manage how your campaign handles replies. By selecting the option "When a contact replies
to any text -> Pause the campaign for this contact," you ensure that if a contact responds to any message (e.g. they
reply with "stop"), their campaign subscription will pause. Meanwhile, other contacts in the campaign will continue to
receive messages as scheduled. If you prefer that contacts remain subscribed to the campaign even after they reply,
simply deselect this option.
- 📩 Note: If the contact replies to a text and the "Pause the campaign for this contact" settings is checked, the
system will log a timeline activity in the contact's profile, indicating that the campaign was paused due to the
reply. To find these contacts, use Advance filters, look for the field "Engagements" and select **Text
Unsubscribes.**Be sure to check this guide for more info. To resume the campaign, simply navigate to the contact's
profile and click the "play" button on that campaign to unpause it.
Pause Campaigns Automatically on Email Replies
We've enabled the campaign setting to pause campaigns on email replies.
Campaigns will automatically pause for a contact as soon as they reply, ensuring your automated system never interrupts
a budding conversation.
How it Works:
It’s like passing the baton. When a contact writes back, the automated part of the race is over. The system pauses the
campaign and lets you, the closer, take it to the finish line.
The Ground Rules:
- Individual Focus: Only the contact who replies is paused. It's a private conversation, after all.
- Full Transparency: The handoff is noted in the contact's timeline for a clear record of engagement.
Important Prerequisite:
Giving Your Campaigns Eyes and Ears to know when to pause, Brokerkit must first see the reply. This is powered by our
Email Capture feature. Please ensure auto-forwarding is active for email to your unique Brokerkit email address.
Once you're all finished, click Save Campaign.
Note: Staff or Admins will need to set up their Brokerkit system number before they appear as an option in the
From menu. To set up your system number, click your name in the upper right-hand corner and select Phone Number. Enter
your local area code, and select an available number that Brokerkit can use to text on your behalf. Then, enter the cell
phone you'd like any calls and replies forwarded to.
Once you've built a Smart Campaign, you need to assign it to determine who will receive the email, SMS, or task,
depending on the step. You can add new contacts to the campaign individually or in bulk, which will automatically send
the selected communication to the recipients.
How to duplicate a campaign?
To clone a campaign, follow these steps:
1. Click on Campaigns under Automations in the menu on the left side of the screen.
2. On that screen, click Compose Campaign.
3. Instead of selecting "Create from scratch," choose one of the campaigns listed below to duplicate and edit.
4. Use the available options to customize your duplicated campaign as needed.
How to subscribe or add contacts to a campaign?
You can subscribe new contacts to a campaign individually or in bulk:
- To subscribe contacts to a campaign individually, from the Recruiting or Retention screen, select an agent to open
their profile. In the agent profile, go to the Campaign section, select the Smart Campaign you'd like to assign to a
lead. Next, Select a Start Date for your campaign and click Schedule to save. Note: The specific time of day (such
as 12pm ET) must be configured in the campaign settings before adding contacts. When subscribing contacts, you can
only choose the start date - the campaign's pre-configured timing settings determine when messages are sent.
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If you started a campaign and then later edit an email or phone number in a step. It will continue to run as scheduled.
- To subscribe contacts to a campaign in bulk, From the Recruiting or Retention screen, use the Advanced Search
Options to narrow your target audience as detailed here. Next, individually check or Select All the agents you'd
like to reach, and Brokerkit will display a list of your bulk action options. From here, you can choose to Select
All Records on the Page OR**All Records in the List.**Then, click Smart Campaigns and select Add to Campaign.
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Select the campaign you want to apply and, just like with an individual lead, Select a Start Date.
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And that's it - you just expanded your reach to thousands, automated your follow-up, and freed up precious time for
high-impact recruiting activities. Smart Campaigns can be as simple or as complex as you want to make them, but no
matter how you use them, they should become an invaluable tool in your arsenal.
Keep in mind that spamming your audience is never effective, and specific, targeted touches are always more effective
than a scattershot approach.
Note: If an agent is already in an active campaign, you can't add them to the same one again to avoid sending the same
message twice. Use labels to track campaign assignments—agents can have multiple labels.
Editing Campaigns After They've Started You can edit your Smart Campaign at any time, even after it has started and contacts are already subscribed. Changing Email Delays and Timing If you change the number of days to delay before sending the next email step: ✅ Changes will apply to already-subscribed contacts - Contacts currently in your campaign will receive upcoming emails with the updated timing - The new delay takes effect for all future campaign steps ✅ Changes are prospective, not retroactive - Emails already sent are not affected - Only upcoming emails will use the new timing Example: - Your campaign has 3 steps with 7 days between each step - Contact A is subscribed and has received Step 1 - You edit the campaign to change delays to 3 days - Contact A will receive Step 2 in 3 days (not the original 7 days) - Contact A will receive Step 3 three days after Step 2All contacts currently subscribed to the campaign will automatically follow the new timing for upcoming steps.
Notification Center
- The Notification Center is a great way to track engagement for your contacts. Please take a look at this helpful
article for more details.
- Be sure to track message responses also in your Brokerkit Inbox.
- If you've deactivated text notifications, you can still see who replied to your text campaigns by checking the
Notification Center (bell icon) and your Brokerkit Inbox.