Welcome to Real Estate OS
Your complete operating system for leads, follow-up, transactions, and lifetime clients.
What You'll Learn
System Setup
Activate pre-built pipelines and smart plans
Lead Management
Master new leads, nurture, and conversion
Transactions
Handle agreements, contracts, and closings
Scale & Optimize
CRM hygiene, reporting, and lifetime clients
System Activation + Pipeline Architecture
60 Minutes • Turn your CRM into a deal-closing machine
Week 1 Video: System Activation + Pipeline Architecture (60 min)
Video Guide - All 60 Minutes (Click to Jump)
Opening & Overview (0:00 - 2:25)
Email & Smart Plans (2:25 - 13:30)
Appointment Workflows (13:30 - 21:15)
Tasks & Pipeline Management (21:15 - 27:30)
Appointment Set Workflow (27:30 - 35:30)
Signed Agreement & Onboarding (35:30 - 41:30)
Final Review & Closing (44:30 - 60:00)
What You're Learning
- How every deal moves through the system
- The purpose of each pipeline stage
- Why pipelines are decision stages (not storage folders)
- Where 90% of agents lose money
- How Smart Plans connect to pipelines
- How to edit your email signature and sender info
- How to activate Smart Plans
- How pipeline movement triggers automation
- How to move leads in bulk
- How to remove cold tags/sources so dead leads don't get texts
The 12 Pipeline Stages
- 1. New Leads
- 2. Attempted Contact
- 3. Follow Up / Nurture
- 4. Appointment Set
- 5. Appointment Met
- 6. Signed Agreement
- 7. Marketing Not MLS
- 8. Marketing in MLS
- 9. Showing
- 10. Submitting Offers
- 11. Under Contract
- 12. Closed → Lifetime → Rejected
Core Principles
- Every lead lives in ONE pipeline. No floating contacts.
- Every pipeline has a Smart Plan. No orphan automation.
- Pipelines control behavior. Move the lead → automation changes.
- Activate first. Optimize later. Do not rewrite everything before it's live.
Implementation Assignment
- Create all 12 pipeline stages exactly as shown
- Confirm stage order matches training
- Remove unused or duplicate stages
- Clean up naming inconsistencies
- Set up your email signature
- Activate Smart Plans for: New Leads, Follow Up / Nurture, Appointment Set
By the end of this video, your pipelines will exist, your Smart Plans will be active, and your CRM will start working for you.
Homework
Completion Checklist
Week 1 is not about mastering the system. It's about turning it on.
Stuck on something?
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New Leads + Nurture Pipelines
Session 2 Video
Coming soon
Core Principle
Pipelines are decisions. Not storage. Every contact must answer: What happens next?
New Leads
Entry: Opt-in leads only:
- Website forms
- Paid ads
- Referrals
- Sign calls
Never import cold lists here.
Goal: Contact within 5 minutes. Appointment within 48 hours.
Required Actions: Immediately: Call, Text, Apply New Lead Smart Plan
Exit:
- Appointment booked → Appointment Set
- No response after 48 hours → Attempted Contact
Leaving leads here longer than 48 hours destroys conversion.
Attempted Contact
Dormant leads. Not dead. Two options:
- Reactivation Smart Plan
- Home Reports drip
Exit:
- Reply → Follow Up / Nurture
- Appointment → Appointment Set
Failure mode: letting leads live here permanently.
Follow Up / Nurture
Purpose: timeline + intent sorting. Every contact must have:
- Buyer or Seller
- Timeframe: 0–1 months, 1–3, 3–6, 6–12, 12+
Default Seller. Listings drive revenue.
Exit: Appointment booked → Appointment Set
Homework – Session 2
Signed Agreements + Under Contract
Session 3 Video
Coming soon
Appointment Set
Purpose: protect the meeting. Automation includes:
- Confirmation text
- 24-hour reminder
- Day-of reminder
- Pre-selling email
Appointment Set ≠ Appointment Met.
Appointment Met
Single decision: Did paperwork get signed?
- YES → Signed Agreement
- NO → 12-Month Follow Up
They did not reject you. They delayed commitment.
Signed Agreement
Daily onboarding for 5 days. Weekly education thereafter.
Then:
- Seller → Marketing Not MLS
- Buyer → Showing
Under Contract
Automations follow transaction milestones:
- Inspection
- Appraisal
- Financing
- Closing
Keep pipeline updated immediately as status changes.
Homework – Session 3
Closed + Lifetime + Reporting
Session 4 Video
Coming soon
Closed
Required actions:
- Send review request
- Deliver client gift
- Move to Lifetime
Every closing becomes marketing.
Lifetime Clients
Automation includes:
- Monthly relationship text
- Quarterly value email
- Client events
- Investor workshops
This is your referral engine.
Reporting
Track weekly:
- New Leads
- Appointments Set
- Appointments Met
- Signed Agreements
- Under Contract
- Closed
If appointments are high but signed is low → sales issue
If leads are high but appointments low → speed issue
The CRM reflects reality.
Homework – Session 4
CRM Hygiene + Scale
Session 5 Video
Coming soon
Daily Rules
Every day:
- Inbox zero
- Tasks complete
- Pipelines updated
Weekly Rules
- Reject bad leads
- Clean duplicates
- Confirm automation
- Update tags
Dirty data breaks automation.
Rejected Pipeline
Bad leads. Lost deals. Protects:
- Deliverability
- Focus
- Team morale
Support
Slack or email. Include:
- Screenshots
- Pipeline name
- Clear question
Final System Truth
You don't manage leads. You manage pipelines.
You don't chase deals. You execute systems.
Real Estate OS removes friction so people can perform.
Homework – Session 5
Congratulations!
You've completed all 5 sessions of Real Estate OS onboarding. You're ready to execute systems and scale your business.
Need Help?
We're here to support you. Reach out through Slack for quick questions or email for detailed help.