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.

The 5 Steps to Setup Success

First, create your account. When your account is ready follow these five steps to complete your setup. (Tap a link to jump directly to that section of the article.) 

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

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: Canva, DocuSign, ActivePipe, BombBomb, Rezora, RealScout, Spacio, dotloop, Zillow, Dialpad, RingCentral, Calendly, Slack, SkySlope, and many others. 

That’s it!

Cloze handles a lot of the busy work automatically — but first, it needs to process the accounts you’ve connected. This usually takes less than an hour. Cloze will notify you when everything is ready.

During this time, Cloze is:

• Processing your email and other accounts
• Organizing your information
• Identifying your key relationships (like clients vs. other agents)
• Surfacing follow-ups you may have due

When setup is complete, you’ll see your Agenda — a list of action items and upcoming activities Cloze has found for you. Take a few minutes to browse around and explore!

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.

Tip: Do you have a spreadsheet of clients or an export from another system? Please email the file to us at support@cloze.com and we can import the file for you. If you want to import the file yourself, here are step-by-step instructions on how to prepare and import your contacts into Cloze.

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

• Watch a quick video ➜ Click here to watch a short video
• Attend a Weekly Webinar ➜ Tips for Organizing Contacts in Cloze
• Watch a Webinar Replay ➜ Click to watch a webinar replay

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”. Use the Relationship section to track the client's journey with you. Relationships can be organized by Stages, Segments, Next Steps, and Custom Fields. 

Next Steps let you embed your process directly into Cloze. Think of Next Steps as the practical actions that move you forward.

• Each Stage and Segment includes Next Steps.
• They act as repeatable checklists you can write once and reuse.
• Next Steps mirror your process, helping you track what needs to be done before moving to the next Stage.

Examples

• Sales - Together, Stages and Next Steps form your pipeline or sales funnel.
• Projects - Track steps to win an engagement (Potential → Active), then track steps to deliver the service.
• Real Estate - Use steps to follow the process of helping a client buy or sell a home.

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. 

Tags

We also offer Tags. Tags give you a flexible way to organize People, Companies, and Deals beyond their client journey.

• You can add as many tags as you like.
• Tags help you group contacts that span different Segments.
• They’re great for tracking common traits, interests, or activities.
  • Apply the tag “holiday-card” to Buyers, Sellers, or Family so you know who to include.
  • Track client interests with tags like “dog lovers,” “gardening,” “travel,” “cooking,” or “hiking.”

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.