Follow Up Boss Integration: What Data Syncs

Purpose: This article walks you through connecting Follow Up Boss (FUB) to Sure Send, explains what data transfers, and covers the management tools available after your integration is active.

Important: This is a one-way sync — data flows from Follow Up Boss into Sure Send only. Changes made in Sure Send do not sync back to Follow Up Boss.

Before You Begin

To sync data from Follow Up Boss, you'll need:

• Admin access to your Follow Up Boss account
• Admin or Owner access to your Sure Send account
• Your Follow Up Boss API Key (found in your FUB account settings)

Setting Up the Integration

1. Click Settings in the left navigation
2. Under Integrations & API, click Integrations
3. Click Add Integration
4. Under Choose Sync Mode, select one:
   • One-time Import — imports data once and doesn't keep in sync (good for initial data migration)
   • One-way Sync — continuously pulls updates from Follow Up Boss but doesn't push changes back
5. Click Continue
6. On the Select Integration screen, click Follow Up Boss
7. Enter your API Key
8. Click Save

Note: By continuing, you agree to Rollout's End User Terms. Rollout is the third-party integration platform that connects Sure Send to Follow Up Boss.

Data That Syncs

The following data transfers from Follow Up Boss to Sure Send:

Contacts (People)

Field	Syncs
First name, last name, full name	✅
Email addresses (including type and primary flag)	✅
Phone numbers (including type and primary flag)	✅
Addresses (street, city, state, postal, country)	✅
Stage	✅
Lead source	✅
Assigned user	✅
Tags	✅
Created and updated dates	✅
Custom fields	✅

Communication History

Data Type	Syncs
Notes	✅
Calls	✅
Text messages (SMS)	✅
Emails	✅

Activity & Engagement

Activity Type	Syncs
Events (activity history)	✅
Home search activity	✅
Property views and saves	✅
Inquiries	✅

Property activity (viewed properties, saved searches) appears in the Properties tab on contact records, showing MLS numbers, prices, and property details.

Tasks & Appointments

Data Type	Syncs
Tasks	✅
Appointments	✅

System Data

Data Type	Syncs
Stages	✅
Custom fields	✅
Users (for assignment mapping)	✅

Data That Does Not Sync

The following data does not transfer from Follow Up Boss:

Data Type	Syncs
Documents/Files	❌
Email templates	❌
Text templates	❌
Automations/Action plans	❌
Smart lists	❌
Team/branding settings	❌
Reporting data	❌

Note: Templates and automations are unique to each platform. You'll need to recreate these in Sure Send after migration.

Managing Your Integration

Once your Follow Up Boss integration is connected, you'll see several management options on the Integrations page:

Sync Mode

A dropdown lets you switch between One-way Sync and One-time Import at any time.

User Mapping

Click User Mapping to map Follow Up Boss users to Sure Send users. This ensures that when contacts sync, the assigned user is automatically set based on your mappings. Unmapped users will leave records unassigned.

• The screen shows each FUB user alongside a dropdown to select the corresponding Sure Send user
• A summary at the top shows total users, how many are mapped, and how many are unmapped
• Use Auto-map by Email to automatically match users who share the same email address in both platforms
• Click Save Mappings to save without syncing, or Save and Start Sync to save and immediately begin syncing

Tip: Set up your user mappings before running your first sync. This ensures contacts are assigned correctly from the start.

Sync Now

Click Sync Now to manually trigger a sync. This pulls the latest data from Follow Up Boss into Sure Send. You'll see a record count and progress indicator while the sync is running.

Important: Do not click Stop Sync while it's running. If the sync is stopped before completion, some data will not transfer. If your sync was interrupted, click Sync Now to restart it.

Sync Failures

Click Sync Failures to view any records that failed to sync. Each failure shows:

• The record type (e.g., Person) and sync status (e.g., Partial Sync)
• A description of the error (e.g., "Partial sync: phones failed")
• The specific field that caused the issue (e.g., "Phone must be a complete phone number with area code — at least 10 digits")
• A View Person link to jump to the contact record in Sure Send
• The date the failure occurred

You can expand each failure to see Field Errors, Error Details, and the full Payload (the raw data that was sent during the sync). You can filter by type using the All Types dropdown, toggle Show Resolved to see previously addressed failures, or click Dismiss All to clear resolved items. Each failure also has a Mark as Resolved button.

Webhook Status

Click Webhook Status to see which webhooks are active for your integration. Webhooks enable continuous sync — when something changes in Follow Up Boss, the webhook sends that update to Sure Send automatically. Each webhook shows its status (Active/Inactive) and its endpoint URL.

Setup Webhooks

Click Setup Webhooks to configure or reconfigure the webhook connections between Follow Up Boss and Sure Send.

Delete Webhooks

Click Delete Webhooks to remove all webhook connections. This stops continuous sync but does not delete any data that has already been synced.

Disconnect

Click Disconnect to fully remove the Follow Up Boss integration. This stops all syncing and removes the connection credentials. Previously synced data remains in Sure Send.

Sync Timing

The initial sync happens in stages. You can monitor progress on the Integrations page:

1. Custom Fields
2. Stages
3. People (contacts)
4. Notes
5. Events
6. Tasks
7. Appointments
8. Calls
9. Text Messages
10. Email Messages

This takes time. Depending on the size of your database, the full sync can take several hours to a full day. You'll see a progress bar showing how many records have synced (e.g., "3,100 of 35,210 records").

FUB vs. Other Integrations

Follow Up Boss has the most comprehensive data sync of any Sure Send integration:

Data Type	Follow Up Boss	Lofty	Sierra Interactive
Contacts	✅	✅	✅
Notes	✅	✅	✅
Tasks	✅	✅	✅
Calls	✅	✅	❌
Text messages	✅	✅	❌
Emails	✅	❌	❌
Custom fields	✅	✅	❌
Stages	✅	❌	❌
Appointments	✅	✅	❌
Activity / Events	✅	✅	❌

Note: These differences are based on what each platform's API makes available, not limitations of Sure Send.

Where to Find Synced Data

After syncing, your FUB data appears in the corresponding tabs on individual contact records:

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 & searches	Properties tab
Activity timeline (page views, inquiries, etc.)	Activity tab

Tip: Click into an individual contact record and use the tabs along the top to find specific data types.

Troubleshooting

I see contacts but no notes, calls, or activity data

The sync processes contacts first, then syncs notes, events, tasks, appointments, calls, texts, and emails afterward. If you only see contacts, check:

1. Is the sync still running? Look for the progress indicator on the Integrations page.
2. Was the sync stopped? If it shows "Sync Stopped," click Sync Now to restart it.

My sync shows "Sync Stopped"

If someone stopped the sync before completion, data may be missing. Click Sync Now to restart the sync — it will resume syncing any remaining data.

I see sync failures

Click Sync Failures to see which records failed and why. Common causes include incomplete phone numbers (less than 10 digits) or missing required fields. Expand any failure to see the full error details and payload. You can click View Person to go directly to the affected contact record.

Some contacts didn't come over

Check if those contacts exist in Follow Up Boss. The integration only syncs active contacts — archived or deleted contacts in FUB won't transfer.

Contacts aren't assigned to the right agents

Check your User Mapping settings. If FUB users aren't mapped to Sure Send users, their contacts will come in unassigned. Use Auto-map by Email for a quick setup if your team uses the same email addresses in both platforms.