FUBScout Step 2: Account Owners – Best Practices When Backfilling Leads
Backfilling sends existing Follow Up Boss contacts into RealScout so you can nurture them with alerts and market insights. When configured the way you or your team need, this will set the basis for contact syncing and updates pushed from RealScout to FUB.
What "Backfilling" Means
Backfilling is the process of pushing existing Follow Up Boss contacts into RealScout through the FUB integration. Contacts can be created from People with emails in FUB.
It is done after:
Connecting your FUB API key
Confirming contact import/configuration of your integration settings
Deciding which leads, based on tags, you want to nurture inside RealScout
Important: Backfilling is a crucial, but clear step in syncing leads. You are choosing who enters RealScout and who will potentially receive alerts:
Step 1: Clean Up Follow Up Boss First
Before you backfill anything, organize your FUB contacts.
Review and remove:
Invalid email addresses
Duplicates
Archived or dead leads
Contacts you do not want nurtured
Internal or test contacts
Tip: If you would not confidently send this contact a market update today, do not backfill them just yet. Consider leaving them untagged, or hold off on nurturing them if you backfilled them already
Confirm:
Each contact has a valid primary email
Contacts are properly assigned to the correct agent in Follow Up Boss.
If you collaborate on a lead in FUB, the assigned agent will be who the lead is transferred/backfilled to in RealScout.
Step 2: Use Tags or Sync All Contacts
We generally recommend you fo not backfill your entire CRM right away, unless you've already audited your database of leads.
Instead, segment or sync intentionally.
Recommended approach: Tag-Based Backfill
In Follow Up Boss, create a tag such as:
RealScout- this is the default tag you'll see for any leads who sign up using your RealScout search links or onboarding links
Apply that tag only to contacts you want in RealScout.
Confirm the integration is set to sync contacts with that tag.
Important: It's ok to use broad tags like Buyer or Seller for backfilling.
Keep in mind, removing the tag later does not:
Stop any automated alerts for nurtured leads
Delete any contacts who have a buyer or seller tag but have already been added to RealScout
Archive those leads tagged buyer or seller
To do this, you'd use an actionable tag, adding those in FUB. Learn more here.
Alternative: Smart Lists
If you use Smart Lists:
Create a filtered Smart List (e.g., Active Buyers with Valid Email).
Apply your RealScout backfill tag to that list.
Confirm only that tagged segment will sync.
This gives you control over volume and quality.
Step 3: Backfill Leads
Buyer leads are usually the safest first segment to backfill.
Focus on:
Active buyers
Engaged prospects
Warm pipeline leads
Contacts with search conversations
Sellers with addresses in FUB
Avoid:
Leads already unsubscribed in your previous alerting platform
Leads who have opted out or reported an opt out action on other marketing
Tip: Start small. Backfill ~200-400 contacts at first. Confirm everything works before expanding, or use your Market My RealScout links for self-onboarding.
Step 4: Layer in Auto Nurture, Home Value Alerts, and Templates Intentionally
Once contacts are in RealScout:
Sellers should get a Home Value Alert
orUse Market Alerts
orUse Listing Alerts
orEnable Auto Nurture if appropriate
Tip: Many account owners prefer template or alert creation for leads with known preferences, then Auto Nurture for leads with open-ended nurturing needs.
Contact import and backfill reminders:
Step | What to Confirm |
Pre-Backfill | CRM organized, lenders/brokers/co-agents removed, valid emails confirmed |
Segmentation, if using lists/tags | Narrow tag and use lists for organization |
Test Batch | Use the default tag |
Backfill | Use when you need to reconcile your RealScout Contacts so they reflect your FUB People |
Automation | Avoid using the same tag in Auto Nurture or Templates unless ALL your leads are needing the same exact alert type |
Frequently Asked Questions
Should I backfill my entire database?
Start with active buyers or engaged leads, and double-check you've organized your people in FUB.
What happens if I backfill or sync too many unreviewed leads at once?
You risk:
Creating unintended alerts if you have Auto Nurture on for all leads
Increasing unsubscribe rates if you backfill leads who have rejected or opted out of past alerts
Slowing email warmup for your individual account
Can I undo a backfill?
No. You (or your Team Owner) sees this before backfill:
If you backfilled leads who need to be removed in RealScout however, this is done easily when you:
Archive contacts in RealScout
Use an actionable tag to archive
Trash the lead in FUB and/or delete in RealScout.
Avoid needing to reverse it by reviewing the how-to videos ahead of time and reading the pop-ups, or asking for 1-on-1 guidance using the RealScout support messenger in your account.
Does backfilling automatically turn on Auto Nurture?
No.
Please confirm your Auto Nurture settings and review your RealScout templates before backfilling contacts if you'd like automation to occur.