REIvault Podio User Guide - Seller Leads Status Field "Best Practices"

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2	REIvault Seller Leads Podio "Status" Guide
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4	Podio Record	Role Responsible	Status		Metric Created	Action or Task(s) Created Automatically	Direct Mail field Updated	Purpose	4.0 updates
5			From	To			Automatically

6	Created	automatic	-	New Lead		No Task: REI VAs* Process automatically		Used for any newly created lead not generated by REIvault CallRail Phone System or for PATLive captured leads to be worked by Lead Processor
7	Created	automated	-	Hangup	Hangup	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
8	Created	automated	-	Voicemail Received	Voicemail Received	No Task: REI VAs* Process automatically		Incoming Calls are "Voicemail recieved" by seller via REIvault CallRail Phone System. The caller left a message on the CallRail voicemail system.
9	Created	automated	-	Live Call Received	Live Call Recieved			Incoming 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).
10	Updated	automated	Live Call Received	Hangup	Hangup			Incoming Calls were forwarded to Live Call Center or member's VAs, however Call Duration was less than 80 Seconds (anticipating a Hangup)
11	Updated	REI VAs*	Any	Research		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.
12	Updated	REI VAs* or Lead Processor	Any	Call For More Information	Viable 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 not leave a Property Address.
13	Updated	REI VAs* or Lead Processor	Any	Ready to make offer	Viable 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.
14	Updated	REI VAs* or Lead Processor	Any	Not Interested	Not Interested			Used 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"
15	Updated	REI VAs* or Lead Processor	Any	Remove from List	Remove from List			Used 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"
16	Updated	Lead Processor	Hangup	Ready to make offer	Viable from Hangup			Used 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
17	Updated	Lead Processor	Hangup	Qualified by Sales	Viable from Hangup			Used 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
18	Updated	Lead Processor	Hangup	Appointment Scheduled by Sales	Viable from Hangup			Used 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
19	Updated	Lead Processor	Hangup	Contract Sent	Viable from Hangup			Used 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
20	Updated	Lead Processor	Hangup	Contract Signed	Viable from Hangup			Used 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
21	Updated	Lead Processor	Hangup	Listing Signed	Viable from Hangup			Used 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
22	Updated	Lead Processor	Hangup	Realtor Referred	Viable from Hangup			Used 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
23	Updated	Lead Processor	Hangup	Pending Deal	Viable from Hangup			Used 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
24	Updated	Lead Processor	Hangup	Closed for Profit	Viable from Hangup			Used 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
25	Updated	Lead Processor	Any	Qualified by Sales	Qualified 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.
26	Updated	Lead Processor	Any	Apointment 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
27	Updated	Lead Processor	Any	Duplicate				Used 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.
28	Updated	Lead Processor or Sales Acquisition Manager	Any	Follow Up	Follow Up			For 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.
29	Updated	Sales Acquisition Manager	Any	Appointment Completed	Appointment Completed			Use 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
30	Updated	Sales Acquisition Manager	Any	Contract Sent	Contract Sent	Follow up Task created for [whoever clicked button] in +3 days		Used 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
31	Updated	Sales Acquisition Manager	Any	Contract Signed	Contract 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"
32	Updated	Sales Acquisition Manager	Any	Listing Signed	Listing 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
33	Updated	Sales Acquisition Manager	Any	Realtor Referred	Realtor Referred			Used when you Refer a Lead to a Realtor. Note, this lead is not automatically removed from future mailings
34	Updated	Sales Acquisition Manager	Any	Dead		Creates 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.
35	Updated	Sales Acquisition Manager	Any	Pending Deal	Pending Deal			This should be updated from the "Deal Whiteboard" record automatically. This should not be updated here if possible.
36	Updated	Sales Acquisition Manager	Any	Closed for Profit	Closed for Profit			This should be updated from the "Deal Whiteboard" record automatically. This should not be updated here if possible.
37	Updated	Sales Acquisition Manager	Any	Cancelled Contract	Cancelled Contract			This 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.
38	Updated	Sales Acquisition Manager	Any	Listed with Realtor	Listed with Realtor			Used 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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67						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)
68						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
69						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
70						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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