Overview

An Extra List is a supplementary list of high-potential contacts pulled from your database to fuel specific marketing campaigns, such as Direct Mail or targeted Cold Calling.


Unlike your daily automated flows, this is a manual pull designed to target "Prospects" who have a high propensity to buy or sell (based on their Score) but are not currently enrolled in an active fulfillment plan. This ensures you are targeting fresh opportunities without overwhelming contacts who are already being nurtured.

Part 1: Filtering Your Data

Complete these steps within your CRM or Data Platform.

To ensure high data quality, we apply a "funnel" approach: starting with location and status, and ending with score adjustments to reach your target volume.

1. Define Your Geography (Counties)

  • Navigate to your main filter options.

  • Select County.

  • Check the boxes for the specific counties you wish to target for this campaign.

2. Set Contact Status

  • Locate the Property Status filter.

  • Select Prospect. (This ensures we are targeting potential leads, not current clients or past sales).

3. Apply Exclusion Filters (Clean the List) It is vital to remove contacts who have opted out or are currently being worked.

  • Opt-outs: Filter to exclude anyone marked as "Opt-out" for the specific channel you are using (e.g., ensure Direct Mail Opt-out is NO).

  • Suppression Tags: Exclude tags such as Direct Mail No, Do Not Contact, or Bad Address.

  • Active Plans: Filter by Action Plans. Ensure you exclude any contacts currently in a "Fulfillment" plan or those who have received an action plan within the last [X] days.

    • Goal: You want to ensure the list does not include anyone currently receiving active marketing from you.

4. Adjust by Score to Hit Target Volume

  • Locate the Buyer/Seller Score (0-100).

  • Strategy: This is your volume dial.

    • Start by filtering for a high score (e.g., 60+).

    • Check the total number of records found.

    • If you need more records, lower the minimum score (e.g., drop to 50+).

    • If you have too many records, raise the minimum score (e.g., raise to 70+).

  • Adjust until your total count is slightly above your target goal (e.g., if you need 10,000 records, aim for ~11,000 in the search results to allow for duplicate removal later).

5. Export the Data

  • Once your filters are set and the count is correct, click Select All.

  • Choose Action > Export.

  • Select the appropriate view (e.g., "Direct Mail View") to ensure mailing addresses are included.

  • Download the CSV file.

Part 2: Refining the List

Complete these steps in Excel or Google Sheets.

Now that you have the raw data, we need to clean it to ensure maximum efficiency and exact pricing.

1. Remove Duplicates

  • Open your CSV file.

  • Select the Mailing Address column.

  • Use the "Remove Duplicates" function in Excel.

  • Why? Multiple prospects may live in the same household. This ensures you only send one piece of mail per home, saving budget.

2. Prioritize by Score

  • Select your entire dataset.

  • Sort by the Score column.

  • Choose Descending (Largest to Smallest).

  • Result: Your highest-value prospects will now be at the very top of the list.

3. Trim to Exact Volume

  • Scroll down to your exact target number (e.g., row 10,000).

  • Highlight and delete all rows below this number.

  • You now have a clean, deduplicated list of exactly 10,000 high-scoring prospects.

4. Save Final File

  • Save the file as a CSV. It is now ready to be uploaded for your campaign.

Important Considerations

  • Campaign Timing: Ensure you are not pulling an Extra List for an area that just received a "Just Listed" or "Just Sold" blast within the last 2 weeks to avoid ad fatigue.

  • Score Sensitivity: The "Score" is a dynamic number. A contact with a score of 80 today might be a 60 next week. Always pull Extra Lists fresh, rather than reusing old exports.

  • Exclusions: Failing to exclude "Active Fulfillment Plans" (Step 1.3) is the most common error. This can result in a prospect receiving conflicting messages or double the marketing volume.


Need More Help?

We are here to ensure your campaigns are successful.

  • Contact Support: If you encounter technical issues or have trouble exporting your file, please reach out to our Support Team.

  • Ask Your CSM: For questions regarding strategy, timing, or selecting the right filters for your market, please contact your dedicated Customer Success Manager (CSM).