How does Presence® CRM work?

An introduction to Presence® CRM — what it does, how to get started, and how to get the most out of it.

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Overview

Presence® CRM helps you find and act on opportunities already in your existing network. It analyzes your contacts, interactions, and relationships to surface timely follow-up recommendations through Smart Tasks — so you spend less time figuring out who to call and more time having the right conversations.

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Key benefits

• Surfaces hidden opportunities — Identifies past clients, referrals, and dormant leads in your existing contact database who may be ready to buy or sell
• Shows you what to do next — Smart Tasks tell you exactly who needs follow-up, why, and what to say
• Gets smarter over time — The more you use it and leave notes, the better the recommendations get

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How to get started with Presence® CRM

Getting value from Presence® CRM comes down to three steps. The order matters — email connection powers everything else.

Step 1: Connect your email

Connecting your email is the single most important setup step. Without it, Smart Tasks won't have the data they need to make accurate recommendations.

Connecting your email automatically imports your contacts, analyzes your interaction history, and powers Smart Task recommendations.

For detailed instructions, see [How to connect your email to Presence® CRM?].

Step 2: Review your Smart Tasks

Once your email is connected, Smart Tasks will begin appearing within 15–30 minutes to a few hours depending on the size of your contact list.

To view your Smart Tasks:

1. Navigate to the Presence® Platform.
2. Click Actions from the left-hand menu.
3. Review your Smart Tasks — the system will already be recommending contacts to follow up with.

Each Smart Task shows you who needs follow-up, why they've been surfaced, and suggested messaging for your outreach.

For more details on how Smart Tasks work, see [How to use Smart Tasks in Presence® CRM].

Step 3: Leave notes after every follow-up

After completing an action, document what happened. Notes make the system smarter and make future follow-ups easier.

To add a note after completing a Smart Task:

1. Click Done on the Smart Task.
2. When prompted, type a note about your interaction (e.g., "Called, left voicemail" or "Sent market update — interested in selling next spring").
3. Click Save.

Notes appear in the contact's record and are used to improve future Smart Task recommendations.

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Tips for getting the most from Presence® CRM

• Check Smart Tasks daily — Make it part of your morning routine. Reviewing and acting on tasks consistently is what drives results
• Always leave notes — Even short notes help. "Interested in selling spring 2026" gives the system context for future recommendations
• Give feedback on Smart Tasks — Mark tasks as helpful or not helpful. This teaches the system what works for you and improves future suggestions
• Add contacts manually when needed — You can add contacts directly in the Contacts section if someone isn't already in your database. That said, connecting your email is much faster and imports years of relationship history automatically

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FAQs

What does Presence® CRM actually do?

Presence® CRM analyzes your contacts, emails, and interaction history to identify follow-up opportunities you might have otherwise missed — past clients who may be ready to move again, referrals that need attention, or old leads that went quiet. It surfaces these as Smart Tasks so you always know who to reach out to next.

Do I have to connect my email to use Presence® CRM?

You can use Presence® CRM without connecting your email, but Smart Tasks won't be as accurate or comprehensive. Email connection is what gives the system the relationship data it needs to make meaningful recommendations. It's the single most impactful setup step.

How long does it take to see Smart Tasks after connecting my email?

Smart Tasks begin appearing within 15–30 minutes to a few hours after your initial email import completes, depending on the size of your contact list.

Can I add contacts manually instead of connecting my email?

Yes. You can add contacts manually in the Contacts section at any time. However, connecting your email is significantly faster and automatically imports years of interaction history that manual entry can't replicate.

What should I do if a Smart Task recommendation doesn't make sense?

Dismiss the task and mark it as not helpful. This feedback helps the system learn your preferences and improves future recommendations.