Lesson 03 · 6 min 6 min
A full record per lead
Everything about the lead in one place: notes, calls, documents.
Each lead has a record where its whole history lives: contact details, notes, calls, emails, and documents. When anyone on the team opens it, they see the same thing, without asking "where did this leave off?".
The map of the twelve tabs
The record is organized in tabs, and each one has its lesson in this course. Here is the quick guide to knowing where to go:
- Summary: the client details, their notes and the three boxes for who works the lead (lesson 04).
- AI suggestions: the next actions and drafts the AI proposes (lesson 08).
- Activity: the full timeline and the form to log a touch (lesson 07).
- Conversations: calls and messages. It only appears if your brokerage has telephony on.
- Email: the correspondence with the client, filterable by transaction.
- Tasks: what is pending on this lead, with its owner (lesson 08).
- Events: what is booked with this client. It is a view; they are created in the Calendar (lesson 08).
- Parties: the closing professionals linked to the record (lesson 09).
- Intakes: the forms you send the client to fill in themselves (lesson 09).
- Transactions: one per client deal (lesson 10).
- Vault: the documents, organized by transaction.
- Lender: share the client with the lender and follow their status (lesson 09).
What the record holds
- The timeline, with each interaction tagged by type: note, call, WhatsApp, visit, email, and the stage changes, which are logged with who made them.
- Notes and tasks with an owner and a date.
- Attached documents, no digging through email.
The record is what keeps an absence from costing a sale: if an agent is out, another picks up the lead with all the context in front of them.
Tip: Write it in the record, not in your head or a side chat. What isn't on the lead doesn't exist for the team.