REIvault Podio User Guide - Seller Leads Status Field "Best Practices"
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REIvault Seller Leads Podio "Status" Guide
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Podio Record
Role ResponsibleStatusMetric CreatedAction or Task(s) Created Automatically
Direct Mail field Updated
Purpose
4.0 updates
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FromToAutomatically
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Createdautomatic-New LeadNo Task: REI VAs* Process automaticallyUsed for any newly created lead not generated by REIvault CallRail Phone System or for PATLive captured leads to be worked by Lead Processor
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Createdautomated-HangupHangup
Automated Text Message sent to Seller's "VM Caller ID" ("SMS: Sorry we missed your call..."
Incoming Calls are "Missed calls" or "Abandoned calls" by seller via REIvault CallRail Phone System
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Createdautomated-Voicemail ReceivedVoicemail ReceivedNo Task: REI VAs* Process automaticallyIncoming Calls are "Voicemail recieved" by seller via REIvault CallRail Phone System. The caller left a message on the CallRail voicemail system.
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Createdautomated-Live Call ReceivedLive Call RecievedIncoming Calls are automatically forwarded to Live Call Center or VAs by REIvault CallRail System and the call was picked up (or went to non-CallRail voicemail system).
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Updatedautomated
Live Call Received
HangupHangupIncoming Calls were forwarded to Live Call Center or member's VAs, however Call Duration was less than 80 Seconds (anticipating a Hangup)
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UpdatedREI VAs*AnyResearch
No Task: REI VAs* Process the leads automatically
REI VAs* use this field to automatically pull comparables and property profiles from member's MLS or Realquest accounts and then change the Lead to "Ready to Make Offer", as applicable.
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Updated
REI VAs* or Lead Processor
AnyCall For More InformationViable LeadTask to Call Viable Seller Lead assigned to [Lead Processor]Used for the initial Voicemail or Live Call from a Seller Lead to identify if a "Viable" lead to be contacted. These leads did not leave a Property Address.
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REI VAs* or Lead Processor
AnyReady to make offerViable Lead
Task to Call Viable Seller Lead assigned to [Lead Processor]
Used for the initial Voicemail or Live Call from a Seller Lead to identify if a "Viable" lead to be contacted. These leads did leave a Property Address.
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REI VAs* or Lead Processor
AnyNot InterestedNot InterestedUsed for the initial Voicemail or initial Live Call Received to identify what the seller says. Not to be used if after multiple conversations a seller doesn't want to sell. This is primarily used to track the marketing on initial reaction by seller. This is typically about 15% of the calls as standard. NOTE: REIvault VAs will listen to "Voicemail Received" and will change the status to "Not Interested" if a seller specifically states they are "Not Interested" in selling at this time. If the seller says they want to be removed from mailings on their initial call, the REIvault VA will mark the status "Remove from List"
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REI VAs* or Lead Processor
AnyRemove from ListRemove from ListUsed for the initial Voicemail or initial Live Call Received to identify what the seller says. Not to be used if after multiple conversations a seller doesn't want to sell. This is primarily used to track the marketing on initial reaction by seller. NOTE: REIvault VAs will listen to "Voicemail Received" and will change the status to "Remove from List" if a seller specifically states they want to be "Removed from future mailings." This is typically about 5% of the calls as standard. If the seller says they are "not interested" on their initial call, the REIvault VA will mark the status "Not Interested"
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UpdatedLead ProcessorHangupReady to make offerViable from HangupUsed to track the converted hangups by Lead Processors. Purpose is to capture metrics on all converted hangups into Viable Leads.
Need to change flow to check Previous Status and NOT create task if was hangup
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UpdatedLead ProcessorHangupQualified by SalesViable from HangupUsed to track the converted hangups by Lead Processors. Purpose is to capture metrics on all converted hangups into Viable Leads.
Need to change flow to check Previous Status and NOT create task if was hangup
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UpdatedLead ProcessorHangup
Appointment Scheduled by Sales
Viable from HangupUsed to track the converted hangups by Lead Processors. Purpose is to capture metrics on all converted hangups into Viable Leads.
Need to change flow to check Previous Status and NOT create task if was hangup
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UpdatedLead ProcessorHangupContract SentViable from HangupUsed to track the converted hangups by Lead Processors. Purpose is to capture metrics on all converted hangups into Viable Leads.
Need to change flow to check Previous Status and NOT create task if was hangup
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UpdatedLead ProcessorHangupContract SignedViable from HangupUsed to track the converted hangups by Lead Processors. Purpose is to capture metrics on all converted hangups into Viable Leads.
Need to change flow to check Previous Status and NOT create task if was hangup
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UpdatedLead ProcessorHangupListing SignedViable from HangupUsed to track the converted hangups by Lead Processors. Purpose is to capture metrics on all converted hangups into Viable Leads.
Need to change flow to check Previous Status and NOT create task if was hangup
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UpdatedLead ProcessorHangupRealtor ReferredViable from HangupUsed to track the converted hangups by Lead Processors. Purpose is to capture metrics on all converted hangups into Viable Leads.
Need to change flow to check Previous Status and NOT create task if was hangup
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UpdatedLead ProcessorHangupPending DealViable from HangupUsed to track the converted hangups by Lead Processors. Purpose is to capture metrics on all converted hangups into Viable Leads.
Need to change flow to check Previous Status and NOT create task if was hangup
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UpdatedLead ProcessorHangupClosed for ProfitViable from HangupUsed to track the converted hangups by Lead Processors. Purpose is to capture metrics on all converted hangups into Viable Leads.
Need to change flow to check Previous Status and NOT create task if was hangup
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UpdatedLead ProcessorAnyQualified by SalesQualified by Sales
Task to call Qualified by Sales Lead assigned to [Sales Acquisition Manager]
Used when a Lead Processor qualifies a Good Lead for Sales Acquisition Manager to follow up.
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UpdatedLead ProcessorAnyApointment Scheduled by Sales
Appointment Scheduled by Sales
Used AFTER "Qualified by Sales" selected AND then also an Appointment was schedule by Lead Processor for Sales Acquisition Manager
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UpdatedLead ProcessorAnyDuplicateUsed when this is a duplicate Seller Lead and should be ignored in the future as the other main Seller Record already exists to be worked.
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UpdatedLead Processor or Sales Acquisition ManagerAnyFollow UpFollow UpFor any leads after call with Seller for future followup. As a "Best Practice" a Task should be created for this follow up and the "Next Action Date" field and Notes on the Seller Lead should be updated to improve the efficiency working leads.
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Sales Acquisition Manager
Any Appointment CompletedAppointment CompletedUse to track the # Leads where a Qualified Lead had the Appointment Completed
This should be ADDED as a Status for 4.0 along with Metrics and Flows updated
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Sales Acquisition Manager
AnyContract SentContract SentFollow up Task created for [whoever clicked button] in +3 daysUsed when you have sent out a contract to the seller. You'll have a task to follow up with them in +3 days
Update the flows from Darren's workspace on this for 4.0 via this flow: 4.0 Status Change to Contract Sent
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Sales Acquisition Manager
AnyContract SignedContract Signed
Creates a Deal Whiteboard record with a comment and link to update the Deal Whiteboard and should then be updated from the Deal Whiteboard.
"Removed from STL Mailings"
When Contract Signed, you should work from the Deal Whiteboard record and it will automatically update the Seller Leads statuses. Need to update the Buy and Sell price (etc.) to capture profits
Should automatically unset the Forecast field. Use the flow, 4.0 Status Change to Contract Signed, from Darren's account. Also need to add View like Darren's account for "Top 5 Leads" and also "Top 5 Deals via the Deal Whiteboard"
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Sales Acquisition Manager
AnyListing SignedListing Signed"Removed from STL Mailings"Used when you have a Signed Listing as a realtor on this lead. A Deal Whiteboard record gets created where you should continue to work the Deal and also update profits there
Probably need to capture Listing profits somehow
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Sales Acquisition Manager
AnyRealtor ReferredRealtor ReferredUsed when you Refer a Lead to a Realtor. Note, this lead is not automatically removed from future mailings
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Sales Acquisition Manager
AnyDeadCreates a Task for the VA-STL Mailing Manager to "Remove from STL Mailings""Removed from STL Mailings"Used when there is absolutely no future opportunity for this lead. Usually when the property was sold and closed to another buyer or if the seller does not own the property or a lead with no potential deal ever.
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Sales Acquisition Manager
AnyPending DealPending DealThis should be updated from the "Deal Whiteboard" record automatically. This should not be updated here if possible.
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Updated
Sales Acquisition Manager
AnyClosed for ProfitClosed for ProfitThis should be updated from the "Deal Whiteboard" record automatically. This should not be updated here if possible.
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Sales Acquisition Manager
AnyCancelled ContractCancelled ContractThis should be updated from the "Deal Whiteboard" record automatically. This should not be updated here if possible. NOTE: As a "Best Practice" you should create a task manually to folowup with this lead in 30-45 days. Many Cancelled Contracts can be saved and won this way.
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Sales Acquisition Manager
AnyListed with RealtorListed with RealtorUsed when a lead is listed with a realtor. As a "Best Practice" a follow up task should be manually created to follow up with the seller in 60+ days to see if property sold as these can be great leads.
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Task for VA-STL Mailing Manager to Remove the Seller from future mailings
Remove from STL Mailings
Used to permanently remove a property/seller from the mail. Requires a property address on the Seller Lead (to locate the address mailed)
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Task for VA-STL Mailing Manager to move Seller to Follow Up Letters (8) from future mailings AND create task for [whoever clicked the button] to call and follow up in +10 days
Send STL Follow Up Letters
Used for less than motivated sellers or sellers not able to get back on the phone at 4-20 times dialed. Automatic change to "Follow Up" Status
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Task for VA-STL Mailing Manager to move Seller to 1-Click Offer Letters & Follow Up Letters (4) from future mailings AND create task for [whoever clicked the button] to call and follow up in +10 days
Send Presell/Offer Letters
Used when a seller is not accepting your verbal offer or motivated to sell but you're not able to get them exited on your offer. Automatic change to "Follow Up" Status
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Task for [whoever clicked the button] to create the Contract and Send themselves and Task for [whoever clicked the button] to Follow up in +3 days on the Contract Sent
Send Contract (TASK)Used for a highly motivated seller who accepts your verbal offer or ready for next step. You should send these sellers your own Offer or Letter of Intent or meet them in person!
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