How to follow up with prospects you haven't contacted in months

The short answer: filter your CRM by when each contact was last touched, not by what's in their fields, and put everyone who's gone quiet into one new campaign. In SiteMap Prospect, start a Custom campaign, pick Contacts, and on the From my CRM tab filter by Last contacted (for example No touch in 90+ days) and Funnel status. Select all the matches, review the list, and add them. It takes about five minutes, and the list stays honest because it reads the same calls and emails you already logged.

Every broker has a CRM full of people they meant to call back. The tenant who said "check back after the holidays." The owner who wasn't ready last spring. Nobody forgot them on purpose. There was just no list that said "these are the ones you haven't talked to."

Why do good prospects go cold in my CRM?

Because a CRM sorts by name, company, or date added, and none of those tell you who you haven't talked to. The contacts you worked hard last quarter sit right next to the ones you haven't called in a year, and they look the same in the list.

The usual fix is a spreadsheet export, a "last activity" column you trust about half the time, and an afternoon of sorting. By the time the list is ready, the call block is over.

Here's how the two approaches compare:

	Export and sort a spreadsheet	Filter a Custom campaign in Prospect
Finding who's gone quiet	Sort by a last-activity column, if you have one	Filter by Last contacted, built from your logged calls, emails, and meetings
Leaving out active deals	Cross-check by hand	Filter out Interested and Converted with Funnel status
Overlap with other campaigns	Ask your team	Check Exclude contacts already in another active campaign
Size of the list	Whatever fits on screen	Select all covers every match in your account
Time to a call list	An afternoon	About five minutes

What counts as "last contacted"?

The same thing the contact's own page shows as the last touch. Any call, email, text, note, or meeting logged on the contact counts. So does activity logged on their company or a site they're linked to, unless that activity was pointed at a specific other person. Tasks don't count, because a reminder to call isn't a call.

That means you don't have to keep a separate "last touched" field up to date. If you log your calls (see How to update your CRM from your phone between showings), the filter is already right.

The choices are:

Never contacted
No touch in 30+ days
No touch in 60+ days
No touch in 90+ days
No touch in 6+ months
No touch in 1+ year

A contact you've never reached also counts as "no touch in 90+ days," since they've gone longer than that without one. Pick Never contacted if you only want the people you've never reached.

How do I build a list of contacts I haven't called in 90 days?

Open Campaigns and tap New Campaign.
Give it a name you'll recognize later, like "Q4 re-engage, 90 days quiet."
Under or build your own, pick Custom, then tap Continue.
Pick Contacts. The whole campaign will be contacts.
Stay on the From my CRM tab and tap Filter.
Set Last contacted to No touch in 90+ days.
Set Funnel status to leave out the people you're already working. More on that below.
Tap Done. Each filter shows as a chip above the list, and you can clear one with a tap.
Tick Select all at the top of the list, then tap Continue to review.

The filter panel also has every regular contact filter, like state, source, and your own custom fields, so you can narrow to one market or one type of tenant in the same step. Every filter you set has to match.

The Filter contacts panel in a Custom campaign, with No touch in 90+ days selected under Last contacted and Not in any campaign, Untouched, and Uninterested selected under Funnel status — Two filters, shown as chips above the list: no touch in 90+ days, and not an active deal (sample data).

How do I leave out tenants I'm already talking to?

Use Funnel status. It uses the same stages as the rest of Prospect:

Not in any campaign: they've never been in a campaign at all
Untouched: in a campaign, but nobody has worked them yet
Prospecting: you've started reaching out, or you're in a conversation
Interested
Converted
Uninterested

For a re-engage list, a good starting point is Not in any campaign, Untouched, and Uninterested. That leaves out anyone who's interested or already a deal. Whether to include Uninterested is your call. A tenant who passed a year ago may be in a different spot now.

There's also an In another campaign filter (Any, Yes, or No). Set it to No if you don't want to call someone a teammate is already working in a different campaign.

The Filter contacts panel on a phone, showing the Last contacted, Funnel status, and In another campaign filters — The same filters on a phone (sample data).

The contact picker on a phone with both filter chips applied, Select all 6 matching ticked, and Continue to review (6) at the bottom — Six contacts match, all selected, ready for review (sample data).

How do I select everyone who matches, not just the first page?

Tick the box next to Select all above the list. The number next to it is every contact in your account that matches the filters, not only the ones loaded on screen. The count on the right shows how many you've selected.

If you untick one person after selecting all, the box changes to a dash so it's clear the list is no longer "everyone." If more than 5,000 contacts match, Prospect asks you to narrow the filter or add them in batches.

The From my CRM contact list with Select all 6 matching ticked, 6 selected, and the Continue to review (6) button — Select all picks every match in the account, and the count shows on the button (sample data).

What happens on the review screen?

You see every contact you picked, under Review your list. Toggle off anyone you don't want, like the tenant you just ran into at lunch last week.

At the bottom, Exclude contacts already in another active campaign is checked by default. It drops anyone a teammate is already working in another live campaign. Then tap Add to my campaign (the button shows the count) and hold the confirm button for three seconds. The hold is there so a big list never gets added by accident.

The Review your list screen with six contacts, the Exclude contacts already in another active campaign box checked, and the Add 6 to my campaign button — Review your list: drop anyone you don't want, then add the rest (sample data).

From there, the campaign works like any other. You call down the list and log outcomes, and each contact moves through the funnel. How to find tenants for a vacant commercial space covers the calling and email steps.

What if my old contacts are in a spreadsheet?

Use Upload a list instead of From my CRM on the same screen. Upload a CSV or spreadsheet, and matches to existing records are linked instead of duplicated.

If the file has a Company column, each contact is linked to the company with that exact name in your CRM. If no company matches, the contact comes in without one and the import log says so. If several companies share the name, the contact goes to the review queue on the Imports page so you can pick the right one. The campaign waits until those are resolved, so nobody joins unreviewed.

The re-engage checklist

Start a Custom campaign of Contacts with a clear name.
Filter Last contacted to 90 days, 6 months, or a year.
Filter Funnel status to leave out interested tenants and active deals.
Select all matches, then review the list and toggle off anyone you just talked to.
Exclude overlap with other active campaigns, and add the list.
Call and log every outcome so next quarter's list is right too.

Frequently asked questions

How often should a broker follow up with old prospects?

Once a quarter is a good rhythm. Use No touch in 90+ days for a regular check, and No touch in 1+ year for a deeper clean-out of contacts you'd mostly given up on.

Does a logged task count as contacting someone?

No. Calls, emails, texts, notes, and meetings count. A task is a reminder to reach out, so it doesn't reset the clock.

Do I need to keep a "last contacted" field up to date?

No. The filter reads the activity you already log on each contact, its company, and its sites. There's no extra field to maintain.

Can I re-engage companies or properties instead of people?

Yes. Pick Companies or Sites when you start the Custom campaign. The Last contacted, Funnel status, and In another campaign filters work the same way for all three.

What if a teammate is already calling some of these contacts?

Set In another campaign to No in the filter, or check Exclude contacts already in another active campaign on the review screen. Both look at your whole team's live campaigns.

The prospects most likely to say yes are often ones you already talked to once. The hard part was never the call. It was finding out who to call.

Prospect keeps your contacts, calls, and campaigns in one place. See how it fits together on the Prospect product page, read about CRM & Pipeline, or compare plans on the pricing page.