Help center
Guides, FAQs, and how-tos.
Everything you need to get CloseBoss running — from importing your first contacts to managing coaching enrollment to sending video email.
Settings, card by card
Every card on your Settings page, with a screenshot and a guide for each one.
How-to guides
Step-by-step walkthroughs.
Getting started
Set up CloseBoss in your first week — pick a follow-up policy, import data, configure phone numbers.
4 min
Ask Max to run your day
Ask Max is the front door to CloseBoss — tell him what you want in plain language and he assigns it to the right AI teammate.
3 min
Set up AI follow-up for new leads
Configure CloseBoss AI to reply to every new lead within 60 seconds — pick a review policy, edit a template, and you're live.
4 min
Import contacts from another CRM
Bring your existing contacts and pipeline into CloseBoss via CSV — duplicate-aware, one-click rollback if anything looks wrong.
3 min
Set up missed-call text-back
Auto-text inbound callers when you can't pick up. Forward calls to your mobile and never lose a hot lead to voicemail again.
3 min
Provision a CloseBoss phone number
Get a local CloseBoss number for inbound calls, missed-call text-back, and outbound texting — provisioned in your area code in under five minutes.
3 min
Invite a team member or assistant
Add a teammate, ISA, transaction coordinator, or admin to your CloseBoss workspace. Each seat gets role-scoped access.
4 min
The Settings tour: what lives on each tab
A map of all four Settings tabs — Voice & Style, Messages, Data & Tools, Channels & Compliance — and which guide covers each panel.
Lead capture & generation
Pull new leads into the CRM — IDX site forms, open houses, lead queue triage, AI-generated content.
3 min
Work the Lead Queue
Triage new inbound leads in under 30 seconds each — claim, qualify, and route to the right follow-up sequence.
4 min
Run an open house with auto-capture
Use the open-house signup page to capture every visitor's contact info on their phone — no clipboard, no lost leads.
3 min
Run the post–open house follow-up sequence
Convert open-house visitors into appointments with a 5-touch AI sequence — same-day text, next-day video email, listing alerts.
3 min
Generate listing social posts with AI
Auto-draft Instagram + Facebook posts for any listing — captions, hashtags, and image overlays — from one screen.
3 min
Capture home-value leads from your IDX site
Embed the CloseBoss home-value widget on any page to capture seller leads with an AI-generated CMA preview.
2 min
Share your Home Value Smart Link
The link you hand homeowners: they type an address, get an estimate, and become a lead attributed to you.
2 min
Join the IDX lead-routing pool and claim your ZIPs
Opt into round-robin assignment for inbound IDX leads, and declare the ZIP codes you actually serve.
Conversations & messaging
Run inbox, drafts, templates, missed-call recovery, and video email day-to-day.
2 min
Record and send video email
Send a personalized 60-second video to any lead or client without leaving CloseBoss. Track plays + completion rate inside the contact.
4 min
Run your day from the Conversations inbox
Triage SMS, email, voicemails, and AI drafts from one inbox. Filters, bulk actions, and keyboard shortcuts for fast clearing.
3 min
Build SMS & email templates that don't sound like spam
Create reusable templates with merge tags, test them, and let the AI personalize them per contact at send time.
2 min
Approve or edit AI drafts before they send
If you run AI follow-up on Require approval, every drafted reply lands here. Triage in batches; approve, edit, or discard with one click.
3 min
Review Policy: decide what sends without you
The single most consequential setting in Messages — autosend, review every message, or pick per category.
3 min
Set quiet hours and daily message limits
Stop the AI texting at 11pm. Set quiet hours, a per-contact daily cap, and the pause that stops the AI talking over you after someone replies.
2 min
Turn on the sphere drip cadence
Auto-enroll your best past clients into a six-touch, ~30-day nurture cadence that runs in the background and honors your review policy.
AI & voice features
AI follow-up, voice AI for inbound calls, deal coach suggestions, and the AI drafting style controls.
3 min
Decide what Max can send without asking
Three settings per channel: you approve everything, Max proofreads and only asks when unsure, or it just goes.
4 min
Configure voice AI to answer inbound calls
Let the voice AI pick up when you can't — it qualifies the caller, books a callback, and writes the CRM note for you.
2 min
Tune the AI's writing voice and tone
Set how the AI drafts messages — professional, friendly, or direct — and what topics it should always escalate to you.
3 min
Use the AI Deal Coach for next-step suggestions
The Deal Coach reviews every active deal nightly and surfaces the one next action that's most likely to move it forward.
4 min
Have your AI call your sphere to follow up
Set your AI to place real outbound voice calls — not just texts — to nurture your sphere and leads. Choose who, when, and what it says.
4 min
Have the AI cold-call and qualify a lead list
Point the Sales Assistant at a lead list and it places outbound calls, qualifies buyers and sellers on budget, timeline, and motivation, and scores who's ready.
2 min
Pick the voice your phone assistant uses
Choose the preset voice and speaking style for inbound calls, and turn on a bilingual English + Chinese greeting.
Deal workflows
Buyer offers, seller listings, the transaction coordinator, and the Buyer Broker Agreement (BBA) workflow.
3 min
Use the Buyer Broker Agreement (BBA) workflow
Capture a signed BBA before tours so every showing is compensated. Track status from request to signature inside the deal record.
3 min
Schedule showings and capture feedback
Schedule tours, send confirmations, and capture per-property feedback from buyers in one workflow.
4 min
Manage buyer offers from draft to acceptance
Draft offers, send for e-signature, track counter-offers, and move accepted offers into the transaction workflow.
4 min
Add a listing and run it through to close
Track active and pending listings — pricing, marketing plan, showings, offers received, and time-to-close in one record.
4 min
Use the Transaction Coordinator kanban
Track every pending deal across the inspection / appraisal / closing pipeline. Date-based reminders prevent dropped balls.
3 min
Run an AI House Search and email a buyer
Describe what a buyer wants in plain English, get matched real listings, refine, and email the best ones to the buyer in a click.
2 min
Set your default commission splits
Buyer-side, listing-side, brokerage split and referral fee — applied to new deals and to your revenue analytics.
2 min
Choose which deal alerts you get
The daily task digest, the weekly growth digest, and the wire-fraud SMS you should leave switched on.
Marketing & content
Marketing plans, seller presentations, postcards, and the AI Comparison Report.
4 min
Run a 30-day marketing plan for a new listing
Auto-schedule the full marketing rollout for a listing — photos, social, video, email blast, just-listed postcards.
3 min
Send postcard mailers (just-listed, just-sold, neighborhood)
Drag-and-drop postcard designer with prebuilt just-listed / just-sold / market-update templates. Mailed by USPS via integrated print.
5 min
Build a seller presentation in 10 minutes
Pull comps, generate a CMA, build a branded pitch deck, and run the listing appointment from your phone or tablet.
2 min
Connect your social accounts
Where to link Facebook, Instagram, LinkedIn and Threads — the step everything else on the Channels tab depends on.
3 min
Let AI run your social media
Hand posting frequency, channels, topics and timing to the AI — or set them yourself and keep approval rights.
3 min
Choose how your TikTok posts go out
TikTok requires the account holder to pick the audience and declare commercial content. Until you do, scheduled TikTok posts are skipped.
3 min
Schedule a specific week of social posts
Pick weekdays, then per day choose text / image / video, a time, the channels, and a topic the AI researches and publishes for you.
Insights & analysis
Performance dashboards, sphere monetization, lead-source ROI, and growth opportunities.
3 min
Read your performance dashboard
Track lead-to-close conversion, average response time, and revenue projections from one screen — updated nightly.
3 min
Calculate ROI per lead source
See which lead sources are paying for themselves — and which are draining your ad budget without producing closings.
3 min
Find your highest-leverage past clients
The Sphere Monetization score ranks past clients and sphere contacts by combined buyer + seller potential — so you know who to call this week.
3 min
Mine the Growth & Opportunities feed
Daily AI-surfaced opportunities — expired listings to call, hot leads going stale, market signals in your farms.
3 min
Generate a Property Deep Report for a buyer
Produce a full buyer-decision report — value, loan affordability, deal rating, investment ROI, schools, neighborhood, and a location map — from one address.
Property tools & calculators
CMA builder, investment analyzers, mortgage / cap-rate / cash-flow calculators, and the report generator.
4 min
Build a Smart CMA in under 5 minutes
Pull MLS comps, weight them automatically, and produce a branded CMA PDF — ready to email or present.
3 min
Analyze a rental with the Property Investment Analyzer
Run cap rate, cash-on-cash, NOI, and 5-year IRR on any rental in under 3 minutes. Saved scenarios stay on the deal.
3 min
Run the AI Real Estate Deal Analyzer
Paste any property URL or address — get a one-page AI-written deal memo covering condition, risks, and target price.
2 min
Use the Zillow / Redfin Link Analyzer
Drop a Zillow or Redfin URL — get an AI-written summary of the listing's strengths, red flags, and price defensibility.
2 min
Send a buyer a custom mortgage calculator
Pre-fill the Mortgage Calculator for a specific property and send the buyer a branded link they can play with.
2 min
Use the Cap Rate & ROI Calculator
Calculate cap rate, NOI, and ROI on any rental in under a minute. Pair with the Investment Analyzer for the full picture.
3 min
Generate a branded property report PDF
Drop an address — get a 6-page branded PDF covering market context, comps, valuation, and neighborhood data.
Sales model & playbooks
Configure your sales model, build playbooks, and connect tasks to lifecycle stages.
3 min
Configure your sales model
Tell CloseBoss how you run your business — lifecycle stages, target conversion rates, average commission — so it can coach you in your context.
3 min
Use playbooks for repeatable workflows
Save your best sequences — buyer onboarding, FSBO outreach, expired follow-up — as repeatable playbooks anyone on the team can run.
2 min
Get a morning briefing and evening summary
Schedule the morning plan and evening recap that appear on your dashboard and in the mobile app — and set the timezone they fire in.
Coaching
Enroll in Producer / Top Producer Track, opt out, and read the weekly playbooks.
Account & settings
Profile, billing, integrations, team seats, compliance settings, and data exports.
2 min
Manage billing and change plans
Upgrade, downgrade, change payment method, and download invoices for accounting from one screen.
2 min
Update your profile and branding
Update your photo, headshot, contact info, signature, brokerage logo, and the default branding applied to every outbound message.
3 min
Connect your email, calendar, and lead sources
Connect Google/Microsoft for email + calendar sync, plus lead-source integrations for Zillow, Facebook, and your IDX site.
2 min
Export your data
Download a full CSV of contacts, deals, and conversation history at any time. No lock-in, no support ticket required.
2 min
The number and address your contacts see
What the Channels card tells you about your sending phone number and email — and why you cannot edit it yourself.
4 min
The compliance rules you cannot turn off
STOP handling, first-SMS opt-out language, the agent-of-record check, California AVM disclosure, and the 30-day draft-only window on new accounts.
1 min
Switch the app to Chinese
Change the dashboard language, and set separately which language the AI writes to your contacts in.
Frequently asked questions
See all →Still stuck?
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