Getting Started

OAT Video Walkthrough

Before You Begin

You’ll need to schedule an onboarding meeting before setting up your account. Our team will help get everything ready for you.

• If you’re joining a team that already uses OAT, ask a teammate to add you under Settings > Users. You’ll get an email invitation to create your account.
• If you need help getting added to your team, email amphelp@smartasset.com or contact your account manager.
• For your caller ID, have your IRS Form CP-575 or another document showing your legal business name and EIN. A mismatch with IRS records delays approval.

This guide shows every step, but we’ll walk you through them on a video call. That way your account is set up correctly and you can ask questions as you go. After the call, use this guide to review what we covered.

Step 1: Connect Your Email

1. Go to Settings > Email.
2. Click Configure email. The Configure Email window opens.
3. Select your email provider.
4. Follow the on-screen steps to sign in. The status reads Email connection pending, then changes to Email connected after a few moments.

You don’t need to send a test email yet. You’ll test your emails when you edit your campaign.

Note

Campaign emails are sent directly from your connected email address.

For step-by-step instructions, see Connect your Email.

Import Your Email Signature

1. On the same page, click Edit Signature.
2. Click Import my signature.
3. Follow the instructions to send your signature from your email.
4. Click Check for signature.
5. Check that the imported signature looks correct.

For step-by-step instructions, see Import your email signature.

Step 2: Connect Your CRM

1. Go to Settings > CRM.
2. Click Connect to CRM. The CRM Configuration window opens.
3. Select your CRM’s tab: Redtail, Wealthbox, Hubspot, Salesforce, Zoho, Smart Office or Pipedrive.
4. Follow the on-screen steps to connect.
5. Configure your CRM settings to sync new leads automatically.

For step-by-step instructions, see CRM Integration.

Step 3: Connect Your Calendar or Scheduling Tool

1. Go to Settings > Calendar.
2. Click Add Calendar Integration.
3. Select your tool’s tab, for example Calendly, OnceHub, Microsoft Bookings, Acuity Scheduling, Google Calendar or Outlook Calendar. Hubspot Meetings appears when HubSpot is your connected CRM.
4. Follow the on-screen steps to connect.
5. Go to Settings > User.
6. In Scheduling link, check that your booking link is filled in. You can add it to emails and texts as a snippet.

Once connected, OAT detects meetings your leads book through your tool. It changes the lead’s status to Responded, which stops their campaign, and adds the Contact made and Meeting set tags.

For step-by-step instructions, see Calendar Settings.

Step 4: Set Up Your Local Phone Number

Your company’s OAT numbers are listed under App Phone numbers. To add one:

1. Go to Settings > Phone Numbers.
2. Under App Phone numbers, click Add New. The Add Phone Number window opens and shows the monthly cost of an additional number.
3. In Area Code, enter the area code you want.
4. Click Search.
5. Next to the number you want, click Select.
6. To confirm, click I’m sure.

Set Up Your Business Profile and Caller ID

Your OAT team will help you create a business profile and caller ID during onboarding, so leads see your business name when you call.

Set Up Your Call Forwarding Number

Each OAT user sets their own forwarding number. When a lead calls your OAT number, the call forwards to this number. Leads only ever see your OAT number.

1. Go to Settings > Phone.
2. In Calls Forwarded To, enter your forwarding number. This is usually your mobile phone.
3. Click Save.

For step-by-step instructions, see Calling Features.

Step 5: Final Setup and Configuration

Configure Notifications

To choose how you’re alerted when a new lead comes in, a new text arrives or a lead calls you, go to Settings > Notifications.

For a walkthrough of each option, see Notifications.

Assign Your CRM Configuration

1. Go to Lead Sources.
2. Find the SmartAsset lead source. By default its Campaign is (No campaign) and its CRM Configuration is (Just Contact Info).
3. In CRM Configuration, select your CRM configuration.
4. In Assigned Number, select your OAT phone number.
5. In Assigned User, select the user who should receive these leads.
6. Set Fast Call to Enabled.
7. At the bottom of the section, click Save SmartAsset Settings.

Everything is now set up except the campaign. New SmartAsset leads aren’t enrolled in a campaign until you assign one.

If you use Lead Types, you can assign a different phone number to each Lead Type on the Lead Sources page, for example to match a lead’s zip code.

Edit Your Campaign

1. Go to Campaigns.
2. Next to a pre-built campaign, click Open. To start from scratch, click New campaign instead.
3. In Campaign Name, enter a name that says what the campaign is for.
4. Select Include unsubscribe to add an unsubscribe link to your emails.
5. Under a step’s number, click Edit.
6. Edit the email or text message.
7. Click Test Email or Test Text to send yourself a test.
8. Click Save. You can edit only one step at a time, so repeat steps 5 to 8 for each step.
9. After you’ve edited and tested every step, select Is approved to mark the campaign as approved for compliance. This box appears when Approval Tracking is on.

Tip

In your test emails, check the content, links, snippets and email signature.

For step-by-step instructions, see Campaigns.

Assign Your Campaign to SmartAsset

1. Go to Lead Sources.
2. On the SmartAsset lead source, in Campaign, select the campaign you just edited.
3. At the bottom of the section, click Save SmartAsset Settings.

New SmartAsset leads are now enrolled in the selected campaign automatically.

For more about configuring lead sources, see Lead Sources: Routing & Automation.

Check Your Setup

Before you work with real leads, test your setup:

• Refresh the Lead Sources page, and check that your campaign is still assigned.
• Email amphelp@smartasset.com to request a test lead. It checks your campaign assignment and Fast Call setup.
• Add a lead yourself on the Leads page, then make a test call.

Step 6: Get to Know Your Daily Tools

Once your account is set up, these are the screens you’ll work in day to day. Each one is in the side nav.

• Next Tasks shows the calls, emails and texts that are due for your leads, so you always know who to reach out to next. See Next Tasks.
• Newsletters keeps you in touch with your leads and clients automatically. OAT generates the drafts based on your preferences, and you review and approve them before they go out. See Getting Started with Newsletters.
• Hello Pages is a video landing page that introduces you, answers common questions, and lets leads book a meeting. See Hello Pages.

Note

Every guide is listed on the user guide home page.

Getting Help

For help with setup, team access or troubleshooting, email amphelp@smartasset.com or contact your account manager. You can also find more guides and resources under Resource Center in the side nav.