Tracks are grouped, time-released reminders that run a follow-up plan for you. Instead of setting reminders one at a time, you attach a track to a record once and Rex releases each task on schedule, which means every client can be followed up consistently without anyone having to remember to do it.
This article explains what a track is, where you can use one, and who can create and edit them. For the step by step, see Admin, Settings & Other Lists: Tracks: Creating and Editing Tracks.
What Is a Track?
A track is a pre-defined list of follow-up activities that you attach to a record. Each activity in the track is a reminder with its own timing, so the whole sequence releases gradually rather than all at once.
A track can:
- Run for anything from a few days to several years
- Contain any mix of Phone, Task, SMS, Letter, Email and Internal Approval reminders
- Have a merge template attached to each SMS, Letter or Email reminder, so the correspondence is ready to send when the task comes due
- Be colour coded, so you can tell at a glance which track is running
Rex includes a set of default tracks covering common follow-up plans. You cannot edit a default Rex track directly, but you can duplicate one and edit your copy, or build your own from scratch.
Where Can I Use Tracks?
A track is built for a specific module and can only be attached to records in that module. The three options are:
- Contacts - buyer and vendor follow-up plans, prospecting sequences, past client nurture
- Listings - campaign workflows from listing through to settlement
- Properties - longer term property owner follow-up
⚠️ Please Note: You choose the module when you create the track and it determines which records the track can be attached to, so pick it based on where the follow-up plan needs to run.
When Should I Use a Track Instead of a Single Reminder?
Use a single reminder when you need one follow-up at one point in time, for example calling a buyer back on Thursday.
Use a track when the follow-up is a repeatable sequence you will want to run again for other people. A hot buyer plan, a post-settlement thank you sequence, or a twelve month past client nurture are all tracks, because the same series of steps applies every time.
The advantage compounds when merge templates are attached. Rather than opening a task, finding the right template and sending it, the correct template is already attached to the correct step, so completing the task is a single action.
For one-off reminders, see Reoccurring Rex Functionality: What Are Reminders?
Who Can Create and Edit Tracks? 🔒
Creating and editing tracks is controlled by the Track Templates privileges. What you can do depends on which privilege you have been granted:
- No privilege - you can view and apply existing tracks on a record, but you cannot create, edit or delete them
- Manage Own - you can create and manage your own tracks
- Manage All - you can see and manage every track across the agency
Each track also has a sharing setting that controls who else can see it. For the full picture, see Admin, Settings & Other Lists: Merge Templates & Tracks: Sharing and Permissions.
❓ Frequently Asked Questions
Can I edit one of the default Rex tracks?
No. Default Rex tracks cannot be edited directly. Duplicate the track first, then edit your copy. See Admin, Settings & Other Lists: Tracks: Creating and Editing Tracks.
Can one track be used on contacts and listings?
No. A track belongs to a single module. If you need the same follow-up plan on two modules, build a version for each.
What happens to a track already running if I edit it?
Editing a track changes it for future use. Tracks already running on a record keep the steps they were given when they were applied.
Can I stop a track that is already running?
Yes. You can reschedule, reassign or terminate a running track from the record. See Admin, Settings & Other Lists: Tracks: Viewing and Managing a Track in Progress.
Is there a video on tracks?
Yes. In the Rex Video Training centre, look for Salesperson Training > Finding Your Way Around Rex & Organising Your Day > Tracks.