Getting Started

Follow these steps and you’ll get your Cloze account up and running in no time. If you'd like to get a full tour of Cloze and all its features, attend one of our webinars. 

Interested in a guided approach to learning? We offer self-paced learning at Cloze CRM University.

Create your Cloze account

First, you'll need to create your Cloze account. If you've already created your account, you can skip ahead to the 5 Steps to Setup Success section below.

  • On your phone, you can download the Cloze app from either the App Store or Play Store (Search for “Cloze Relationship Management” to find the app).
  • On your desktop, go to cloze.com in your web browser and click on the Try it now button.
  • Part of a team? You may also receive an email invitation to join. Look for the email invitation in your inbox to get started.
Tip: Before you setup your Cloze account it can be helpful to pull together all of the usernames and passwords of the accounts you plan to connect to Cloze. In many cases if you are already logged in you won’t need your password to connect—services like, Microsoft 365, Google, Dropbox and Evernote only require your authorization to connect to Cloze

Here's a quick video that walks you through setting up your Cloze account.

Cloze eliminates the busywork by automatically tracking and organizing your communications. When creating your account we'll walk you through connecting your various accounts. It’s best to first connect the email account that has most of your client communication (you can connect as many accounts as you would like).

After you create your account we recommend exploring the other business and productivity apps you can connect to Cloze like: Mailchimp, DocuSign, ActivePipe, BombBomb, Rezora, RealScout, Spacio, dotloop, Zillow, Dialpad, RingCentral, Calendly, DocuSign, Slack, SkySlope, and many others. 

That’s it!

  • Cloze does a lot of the busy work automatically for you. As a result, Cloze needs to process the accounts you have connected. This can take a bit of time (usually less than an hour though).
  • While you’re waiting, Cloze is processing your email and other accounts, organizing your information, figuring out who matters to you, which of your contacts are other agents, what follow-ups you might have due, etc.
  • Cloze will notify you when your account is ready.
  • Cloze will have automatically created an Agenda for you, of action items and upcoming activities we’ve found for you.
  • Browse around and take a look!

The 5 Steps to Setup Success

When your account is ready follow these five steps to complete your setup. 

  1. Import Your Contacts
  2. Organize Your top 50 People
  3. Send Your First Email
  4. Automatically Log Calls and Texts
  5. Start Using Your Agenda

Take 10-20 minutes on each step per day to get set up in a week, or be an overachiever and knock through all of them in a couple of hours.

Step 1. Import Your Contacts

When you connect your Google or Microsoft 365 account, Cloze will automatically import your contacts. You can also import your phone contacts or import a spreadsheet of contacts. In step one, we'll walk you through it.

Pro Tip: Do you have a spreadsheet of clients? Or an export from another system? You can easily import it into Cloze. Here are step-by-step instructions on how to prepare and import your contacts into Cloze.
Or feel free to email the file to support@cloze.com too. We're happy to provide advice and help you import your spreadsheet. 

Step 2. Organize Your Top 50 People

In step two you'll use a wizard to quickly organize your top contacts. Cloze uses AI to analyze your relationships so the people you know best will be prioritized first as you organize. 

Watch a Video or Attend a Webinar

Below is some background context on how to think through organizing your contacts in Cloze. 

Stages, Segments, and Next Steps

When you tap on a contact you’ll find a section within the profile called “Relationship”.

Relationships can be organized by Stages, Segments, Next Steps, and Custom Fields. On your phone, tap on About to see the Relationship section. On cloze.com look for it on the right side of the screen. 

Use the Relationship section to track the client's journey with you. 

  1. Stage - The Stage shows where they are on the client journey with you
  2. Segment - The Segment shows who that person is to you
  3. Next Step - The Next Step is the next task to ensure the person advances to the next Stage

Other sections you'll find directly below the Relationship section.

  1. Contact Info (In this example it is collapsed. Tap to expand the section and view it.)
  2. At a Glance (short form notes like background notes and talking points). 
  3. Custom Fields (In this example, Details and Buyer Profile are examples of Custom Field sections)

TIP ➜   Please note that if you are part of an organization that is using Cloze your account will already be configured with custom Business Segments, Next Steps and Custom Fields. 

When to Use Stages and Segments 

Stages and Segments tell you who the person is to you and where they are on their client journey with you.

What are Next Steps

Each Stage and Segment includes Next Steps so you can embed your process into Cloze. 

Next Steps are an extension of the higher-level Stages—they should mirror your workflow and all of the things you need to get done to move to the next Stage. 

Think of Next Steps as repeatable checklists that you can write once and reuse. In sales, you may refer to the combination of Stages and Next Steps as your "pipeline" or "sales funnel". In Projects, you will track all of the Steps to "win" your engagement (move from Potential to Active) and then track all of your steps to deliver the project or service.

Or, for example, in real estate, you might use steps to track all of the things you need to do to help a client buy a home or sell a home. 

Tags

We also offer Tags. 

  • Tags allow you to organize People, Companies, and Deals beyond their client journey
  • You can add as many tags as you would like
  • They are helpful when you are trying to organize People or Companies that span different Segments
    • For example, the tag “holiday-card” can be applied to people with the Segment Buyer, Seller or Family
  • Track common interests across your clients (e.g. dog lovers, gardening, travel, cooking, hiking, etc..)

Step 3. Send Your First Email

In step three we'll help you set up your email signature. Cloze is an email client so you can send and receive email just like you would in Outlook or Mac Mail or on your iPhone or Android.

Before you send your first email you'll add your email signature. 

Add your email signature to match what you use outside of Cloze in other email apps. 

  • Tap on More  > Settings  > Mail Settings
  • In the Greeting and Signatures section, you can customize an email signature for each email account you have connected to Cloze.

Here are step-by-step instructions on how to add your email signature

Step 4. Automatically Log Calls and Texts

Watch the videos below to set up Cloze to automatically log your calls and texts from your iPhone or Android phone. 

iPhone: Install the Cloze Call and Text Sync App for iOS

❯❯ Install on Mac

If you have an iPhone and Mac computer watch this video.

❯❯ Install on Windows PC

If you have an iPhone and Windows computer watch this video.

Android Phone: Install the Cloze Call and Text Sync App for Android

❯❯ Install on your Android phone

If you have an Android phone watch this video

Step 5. Start a daily routine with the Cloze Agenda

Your account is now set up so you can dive into using Cloze daily. The Cloze Agenda is where you will start your day and check periodically to stay on track and get things done. 

We have designed the Agenda so you can ”live” on it. The Agenda has everything you need, but it is prioritized around  your importance, not that of others (like your inbox). It helps you stay on task and be proactive.

  • The Agenda reorders dynamically to always keep what's important “right now” at the top. 
  • Similar tasks are grouped together so you can take care of similar items all at once.
  • You can take action with a simple swipe.

Explore the Agenda features here. 

Try some features

Now let's dig in! Cloze has many features you can explore. Here are a few features to explore as you get started with Cloze.

  • ChatGPT-powered features - Explore Cloze's ChatGPT-powered features to create unique and compelling content, drip campaigns, newsletters, and more.
  • Mail Merge - Email multiple people at once with a personalized message for each recipient.
  • Email open and link-click tracking - Know when a recipient opens your email or clicks on any link in your email. 
  • Email templates - With Cloze's email templates, you'll never have to copy and paste the same message over and over again.
  • Anniversary reminders - Recurring anniversary reminders are a great way to keep track of the important dates of your clients. 
  • Birthday reminders - Cloze will automatically display birthday reminders on the Agenda so you can quickly reach out. 
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