One of the biggest misconceptions about adopting a new real estate tool is that it requires hours of setup. If you’ve ever purchased a CRM, spent an afternoon importing contacts, watched a dozen training videos, and still weren’t sure where to start, you’re not alone. Closing Circle was designed differently.
Instead of overwhelming you with complicated workflows and endless configuration options, it helps you accomplish one goal: stay connected with the people who already know and trust you. For most Texas real estate agents, getting started takes about ten minutes.
Here’s how.
Step 1: Create Your Account
The first step is creating your Closing Circle account. Once you’re signed in, you’ll have access to your Client Management dashboard, where you’ll manage your contacts and schedule meaningful outreach throughout the year. Want to really set yourself up for success? Our guide walks you through the process.
Step 2: Connect Your Phone or Email
Closing Circle works with the communication methods you’re already using. If you prefer texting your clients, connect your phone to enable messaging (including iMessages) from your phone. If email is your preferred method, connect your email account instead. Because messages are sent from your own phone number or email address, your clients recognize who’s reaching out. That keeps every conversation personal instead of feeling like it came from a marketing platform. Here are some helpful guides for texting and for email.
Step 3: Import Your Contacts
Now it’s time to bring over the people you’ve already worked so hard to meet. Closing Circle supports several common file formats, including:
- CSV files
- Microsoft Excel spreadsheets
- VCF contact files (perfect for iPhone users)
Simply upload your file from the Client Management dashboard, and your contacts are ready to go. If your contacts are stored on your iPhone, we’ve created a step-by-step guide to getting them into our system. You can also add a new contact using the 'Add a new contact' button on the right side of your dashboard.
Step 4: Send Your First Message
You’re ready. Choose a contact and send your first message. If you’d rather test everything before reaching out to a client, that’s perfectly fine. Send yourself a text. Send one to your spouse. Send one to a family member.
It’s an easy way to confirm everything is working exactly as expected before you begin reaching out to your contacts. Once you’re comfortable, you’re ready to start reconnecting with past clients.
What Happens Next?
This is where Closing Circle starts paying dividends. Instead of trying to remember who you should contact each month, Closing Circle helps you stay on top of the moments that matter most. Reach out on a client’s birthday. Wish them on a happy anniversary. Check in on the anniversary of their home purchase with an updated market analysis. Those simple conversations help keep your name top of mind long after the closing table. We start notifying you about upcoming special events 7 days ahead of time so you can order gifts for some of your favorite past clients.
Spend Less Time Managing Contacts—and More Time Building Relationships
We built Closing Circle on the belief that real estate is built on relationships, not databases. There is a time and a place for paid leads and automation, but we do not think that you should rely exclusively on paid leads. You've already done the hard work to build the relationship, why not invest in nurturing it? Read our guide about staying in contact with past clients and help yourself become part of the 12% of agents that re-use their agent to sell the home they bought several years ago. We also help you resurface past clients, friends, or acquaintance with our daily contacts feature. We use this to go through our database and find people that we haven't connected with in a while. Our template for this scenario is based on a simple idea - hey, it's been a while, are you free to catch up over coffee next week. It's low pressure and a good way to connect with people. Before the meeting you can do a cursory look at homes sales in the neighborhood, but that's not the point. The point is to reopen a relationship that you worked very hard to build months or years ago.
Closing Circle isn’t trying to replace every system in your business. It’s designed to help you consistently nurture your past clients so they think of you first when it’s time to buy, sell, or recommend an agent. In about ten minutes, you can have your account set up, your contacts imported, and your first message sent. Sometimes the smallest investment of time creates the biggest return. To learn more about our existing solutions, visit our home page. We currently offer client management, prospect and listing management, with contract to close coming soon.