Follow Up Boss Integration: What Data Syncs
Purpose: Connect Follow Up Boss (FUB) to Sure Send, understand exactly what data comes over, and manage the integration after it's running. Data flows from Follow Up Boss into Sure Send.
!Before you connect
- Pick One-time Import or One-way Sync before you click Continue. If the sync mode on your integration card shows Select Mode, change it to One-way Sync, or changes made in Sure Send can be sent back to Follow Up Boss.
- Each agent needs the same email address in Sure Send and Follow Up Boss. Otherwise their contacts arrive unassigned.
- Templates, automations, action plans, and smart lists don't come over. Plan to rebuild them in Sure Send.
Before You Begin
To connect Follow Up Boss, you'll need:
- Admin or Owner access to your Sure Send account
- Your Follow Up Boss API Key. Follow Up Boss explains where to find it here: API Key.
- Your agents set up in Sure Send with the same email address they use in Follow Up Boss, so their contacts are assigned to them automatically
Setting Up the Integration
- Click Settings in the left navigation.
- Under Integrations & API, click Integrations.
- Click Add Integration.
- On Choose Sync Mode, select one:
- One-time Import: imports your data once and doesn't keep it in sync. Good for a one-time migration.
- One-way Sync: keeps pulling updates from Follow Up Boss into Sure Send. Nothing is sent back.
- Optional: turn on Sync new records only if you only want contacts that don't already exist in Sure Send. Existing contacts that match by email are left as they are.
- Click Continue.
- Click Follow Up Boss in the integration list.
- Enter your API Key and click Save.
- Review User Mapping (see below) and click Save and Start Sync.
iNote: The connection runs through Rollout, the third-party integration platform that connects Sure Send to Follow Up Boss. By continuing, you agree to Rollout's End User Terms.
Data That Syncs
Contacts (People)
| Field | Syncs |
|---|---|
| First and last name | ✅ On the first import |
| Email addresses (including type and primary flag) | ✅ |
| Phone numbers (including type and primary flag) | ✅ Incomplete or unusable numbers are skipped |
| Addresses | ✅ |
| Stage | ✅ On the first import (see Stage mapping below) |
| Lead source | ✅ On the first import |
| Assigned agent | ✅ When the agent's email matches a Sure Send user |
| Tags | ✅ Added to the contact. Existing Sure Send tags are never removed |
| Created date | ✅ On the first import |
| Custom fields | ✅ Link fields come in as clickable URL fields |
| Relationships (spouse, family, referral partners) | ✅ See Relationships below |
Communication History
| Data Type | Syncs |
|---|---|
| Notes | ✅ Formatting is kept |
| Calls | ✅ |
| Text messages | ✅ A STOP-type reply in the history opts the contact out of texts |
| Emails | ✅ |
Activity, Tasks and Appointments
| Data Type | Syncs |
|---|---|
| Events (activity history) | ✅ |
| Inquiries | ✅ |
| Property views and saved searches | ✅ |
| Tasks | ✅ |
| Appointments | ✅ |
Stage mapping
Follow Up Boss stages are matched to Sure Send stages like this. Any other stage keeps its name and is created in Sure Send if it doesn't exist.
| Follow Up Boss | Sure Send |
|---|---|
| Lead | New Lead |
| Appt Set | Appt Set |
| Active, Active Client | Active Client |
| Showing, Showings | Showing |
| Offer | Writing Offers |
| Contract | Under Contract |
| Close | Closed |
| Archive, Archived | Archive |
Relationships
In Follow Up Boss, a spouse or family member can live inside another person's record. In Sure Send, every person is their own contact.
- When you sync, Sure Send creates a separate contact for each related person, or matches one that already exists, and links the two. The relationship shows on both contacts (for example, Parent on one and Child on the other).
- A related person created this way comes in with their name, email and phone. They are not assigned to an agent and get no stage or tags.
- Relationship types that match Sure Send's types (Spouse, Child, Parent, Sibling, Business Partner, Friend, Relative) keep their type. Any other label comes in as Other. You can change the type on the contact.
- Connected before September 15, 2026? Contact support to bring over relationships from your earlier sync.
Your Sure Send Edits Are Kept
After the first import, later syncs do not overwrite changes your team makes in Sure Send:
- If you change a contact's stage, lead source, assigned agent, pond, or name in Sure Send, later syncs leave your change in place.
- Tags are only ever added. A sync never removes a tag from a Sure Send contact.
- If a contact was already in Sure Send before you connected, it keeps its assigned agent.
- If an agent wasn't set up in Sure Send yet, their contacts arrive unassigned and are assigned to them on a later sync once their account exists with a matching email.
- Tags added in Follow Up Boss after the first import can trigger Tag Added automations. The first import, a Full Sync, and reconnecting do not trigger them.
Data That Does Not Sync
| Data Type | Syncs |
|---|---|
| Birthday, company, job title, background, contact types | ❌ |
| Ponds and groups | ❌ |
| Deals as separate records (only deal details on the person come over) | ❌ |
| Email and text templates | ❌ |
| Automations and action plans | ❌ |
| Smart lists | ❌ |
| Team and branding settings | ❌ |
| Reporting data | ❌ |
iNote: Templates and automations are unique to each platform. Recreate them in Sure Send after you connect.
Managing Your Integration
Your Follow Up Boss card on the Integrations page shows when it last checked for changes, how many records have been imported, and these options:
Sync Mode
The dropdown on the card switches between One-way Sync and One-time Import. If it shows Select Mode, choose One-way Sync.
Sync
The Sync menu has two options:
- Sync Now - changed records only: pulls anything that changed in Follow Up Boss since the last check.
- Full Sync - all records: re-reads every record. Use it if something looks out of date.
Don't click Stop Sync while a sync is running, or some data won't transfer. If a sync shows Sync Stuck, click Retry Sync.
Sync new records only and Lock stages after initial sync
- Sync new records only: only brings in contacts that don't already exist in Sure Send. Existing contacts that match by email are not updated.
- Lock stages after initial sync: stops your Follow Up Boss stage list from being re-synced, so stages you renamed or removed in Sure Send stay that way.
User Mapping
Follow Up Boss agents are matched to Sure Send users automatically by email address. The User Mapping page shows how many users are mapped and unmapped. To map an agent, make sure their Sure Send account uses the same email as their Follow Up Boss account. Contacts for unmapped agents arrive unassigned until the agent is set up.
Sync Failures
Click Sync Failures to see records that didn't come over completely. Each row shows the contact's name, email and phone with a View Person link, the error, and the date. You can:
- Click Retry on a row, or Retry All to try every failed record again.
- Click Mark as Resolved on a row, or Dismiss All to clear every unresolved failure.
- Filter with All Types and toggle Show Resolved.
Disconnect
Click Disconnect to remove the Follow Up Boss integration. Syncing stops and the connection is revoked. Everything already synced stays in Sure Send.
Sync Timing
The first import runs in stages, in this order: custom fields, stages, people, notes, events, tasks, appointments, calls, text messages, email messages. Depending on the size of your database, it can take several hours. The card shows how many records have been imported.
After that, with One-way Sync, Sure Send checks Follow Up Boss for changes about every 5 minutes. The card shows Last checked.
Where to Find Synced Data
| Data Type | Tab in Sure Send |
|---|---|
| Notes | Notes tab |
| Calls | Calls tab |
| Texts | Texts tab |
| Emails | Emails tab |
| Tasks | Tasks tab |
| Appointments | Appointments tab |
| Property views and searches | Properties tab |
| Relationships | Relationships section on the contact |
| Activity timeline (page views, inquiries) | Activity tab |
Troubleshooting
I see contacts but no notes, calls, or activity yet. The first import brings in contacts first, then notes, events, tasks, appointments, calls, texts and emails. Check the card for progress. If the sync was stopped, open the Sync menu and click Sync Now to continue.
The card says Sync Stuck. Click Retry Sync. Stuck syncs also recover on their own after about 15 minutes.
I see sync failures. Open Sync Failures, check the error, fix the record in Follow Up Boss if needed, and click Retry. A common cause is a phone number with fewer than 10 digits.
Some contacts didn't come over. Check that they exist and are active in Follow Up Boss. If you turned on Sync new records only, contacts already in Sure Send are not updated.
Contacts aren't assigned to the right agents. Make sure each agent's Sure Send email matches their Follow Up Boss email. Once it matches, the next sync assigns their unassigned contacts.
A change I made in Sure Send went back to Follow Up Boss. Check the sync mode on the card. If it shows Select Mode, change it to One-way Sync.
Relationships are missing. If you connected before September 15, 2026, contact support to bring them over. A relationship added later in Follow Up Boss comes over the next time that contact changes, or on a Full Sync.