Set up your Templates and search criteria in RealScout first, then use tags in your connected CRM to archive contacts, pause alerts, or trigger listing Template assignment — without rebuilding searches one by one.
When you apply a specific tag to a contact in your connected CRM, your synced RealScout contact will have that (external) tag populate on its next sync.
You configure your Templates and integrations in RealScout once and. from that point on, your CRM becomes central place for contact management and alert assignment.
RealScout checks for new CRM tags on an hourly cycle. After applying a tag, allow up to one hour for the action to take effect.
Which CRMs Support Tag Actions
This capability is available through native integrations that sync tags into RealScout.
CRM | Supported | Notes |
Follow Up Boss | Yes | Bidirectional tag sync. See RealScout Tags in Follow Up Boss for the full tag reference. |
Cloze | Yes | Tags sync from Cloze into RealScout.
Actionable tags are supported. |
BoldTrail (fka kvCORE) | Yes — Enterprise only | Enterprise-level integration enabled by your brokerage admin. Tags sync from BoldTrail into RealScout. |
Rechat | Yes | Tags sync from Rechat into RealScout.
Actionable tags are supported. |
MoxiWorks | No | Uses Groups, not tags. Tag-based actions are unavailable. |
Zapier | No | Zapier cannot add tags to RealScout contacts. Tag-based actions are not available on Zapier-connected CRMs. Add tags directly to lead in your Contacts page. |
Use Case 1: Contact Management
Three reserved tags trigger specific contact status changes in RealScout when applied in your CRM.
Tag to apply in your CRM | What RealScout does | When to use it |
| Stops all alerts, moves contact to Archived, removes from nurtured contact count | Contact has an invalid or permanently blocked email and is no longer needed for nurture |
| Stops all active alerts without archiving. Contact stays in Nurtured tab and still counts toward your limit. | Client is in contract and should not receive listing emails temporarily |
| Stops only Listing Alerts. Home Value Alerts and Market Activity Alerts remain active. | Contact is a homeowner who should receive seller content but not buyer listings |
Caution: Applying any of these tags does not reverse when the tag is removed. Archiving a contact requires manual unarchiving in RealScout. Disabled alerts do not re-enable when the tag is removed. Review the contact before applying.
The steps below illustrate filtering by email error tags, selecting contacts, and bulk-applying the archive tag.
Step 1: Filter Contacts by Email Error Tags
(Using Follow Up Boss as an example of a third-party CRM; your CRM may look different.)
Log in to your CRM and navigate to your contacts or people list.
Add a filter for tags and set the condition to include any.
Add:
RealScout Email Spam Reportedand/orRealScout Email Rejected.Optionally add
RealScout Email Validation Failedto include contacts with structurally invalid email addresses.
(Using Follow Up Boss as an example of a third-party CRM; your CRM may look different.)
Your contacts list now shows only contacts carrying at least one of the selected tags.
Note: Before bulk-archiving, spot-check a sample of contacts. A contact who recently viewed a property or opened an alert may be worth a manual outreach attempt to get a corrected email address before archiving.
Step 2: Bulk-Apply the Archive Tag
(Using Follow Up Boss as an example of a third-party CRM; your CRM may look different.)
Select all filtered contacts, or select individually to review each one first.
Open the bulk tag action in your CRM.
Type
RealScout Archive Contactand apply.Wait for the confirmation before navigating away.
(Using Follow Up Boss as an example of a third-party CRM; your CRM may look different.)
RealScout will archive the contacts within one hour. If you are using a different actionable tag, the process is identical — substitute the tag name in the apply step.
Note: Bulk tag actions do not trigger CRM automations. If you have automations configured to fire on these tags, they will not run for a batch apply. The tag still syncs to RealScout and the action still occurs.
Step 3: Verify in RealScout
Go to realscout.com/agent/contacts.
Click the Archived tab.
Confirm the contacts you tagged now appear in the Archived view.
If contacts have not moved to Archived after a reasonable wait, confirm the tag is spelled exactly RealScout Archive Contact on each contact profile. A single extra character or space will cause the tag to be ignored silently.
Use Case 2: Template Automation
Actionable tags are not limited to the three reserved tags above. You can use any custom tag to trigger Template assignment in RealScout. This is where the capability becomes a workflow tool: your CRM becomes the place where you categorize contacts at intake, and RealScout automatically assigns the right Listing Alert based on that categorization.
The mechanism: create a Template in RealScout with a specific tag. Whenever that tag appears on a synced contact in your CRM, RealScout assigns that Template's Listing Alert to the contact automatically within one hour — even if the contact already has an active alert.
Example: You tag a new buyer contact as buyer-eastside-800k during intake in your CRM. If a Template exists in RealScout with that exact tag, the Template's search criteria are assigned to the contact and listing alerts begin — without you creating the alert manually in RealScout.
Common setups include Templates segmented by buyer type, location, price range, or property class. Build the Template library once in RealScout, then manage contact assignment from your CRM.
How to Set Up Template Automation
Before you begin: Confirm your CRM integration is connected at realscout.com/agent/integrations.
Click New Template and build your listing search criteria.
In the Tag field, enter the tag you will use in your CRM to trigger this Template — for example:
buyer-downtown,buyer-3bd-600k, oreastside-buyer.Save the Template. Templates cannot be edited after creation. If criteria need to change, create a new Template with a new tag.
In your CRM, apply the matching tag to the contact.
Wait up to one hour for RealScout to detect the tag and assign the alert.
Confirm the alert is active on the contact's profile at realscout.com/agent/contacts.
Note: Build your Template library in RealScout before tagging contacts at scale. When a new lead comes in, apply the matching tag in your CRM during intake and alert assignment happens automatically.
Frequently Asked Questions
What is the difference between the three reserved tags and a custom Template tag?
The three reserved tags (RealScout Archive Contact, RealScout Disable All Alerts, RealScout Disable Listing Alerts) trigger specific contact status changes in RealScout. Any other tag you create triggers Template assignment if a matching Template exists in RealScout. The two mechanisms are independent — a custom Template tag will not archive a contact, and the reserved tags will not assign a Template.
If I apply a tag in my CRM and no matching Template exists in RealScout, what happens?
Nothing. RealScout reads the tag but takes no action if no Template is configured with that exact tag. The contact's status in RealScout is unchanged. If you create the Template later, the assignment fires on the next sync cycle after the Template is saved.
If I remove the tag from the contact in my CRM, does the alert or archive status reverse in RealScout?
No. Removing a CRM tag has no effect on what is already configured in RealScout. The Template assignment, active alert, or archived status remains unless you manually change it in RealScout.
Does this work if my contacts come through Zapier?
No. Zapier cannot add tags to RealScout contacts. Tag-based actions and Template automation are not available on Zapier-connected CRMs. For Zapier accounts, assign Templates manually from the contact's profile in RealScout, or use Auto Nurture to handle contacts with no active alert.
How do I confirm a Template tag fired correctly?
Open the contact's profile at realscout.com/agent/contacts. If the Template assigned successfully, you will see an active Listing Alert on the profile within one hour of applying the tag in your CRM. If no alert appears, confirm the tag spelling on both the CRM contact and the RealScout Template is identical, including no extra spaces.
Can I save my filtered contact view so I do not have to rebuild it each time?
Yes. In Follow Up Boss, use Smart Lists. After applying tag filters, save the view and it auto-populates going forward. See Step 7: FUB Smart Lists for RealScout for setup instructions. Check your own CRM's documentation for the equivalent saved filter or list feature.
(Using Follow Up Boss as an example of a third-party CRM; your CRM may look different.)
Does archiving a contact in RealScout delete them from my CRM?
No. Archiving only affects the contact's nurtured status in RealScout — alerts stop and they are removed from the nurtured contact count, but no CRM history is deleted. The contact remains in your CRM exactly as they were.
Note: Contacts deleted in RealScout will display Account Deactivated in their RealScout Alerts Link (Custom Field in Follow Up Boss).
(Using Follow Up Boss as an example of a third-party CRM; your CRM may look different.)
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