In this article, we'll guide you through setting up all the essentials for your CRM in under 30 minutes. You’ll learn how to:
Create custom statuses to qualify your leads.
Set up task presets for effective follow-ups.
Configure your pipelines (SiftLine boards).
Automate workflows with Sequences.
1. Property Statuses
Property Statuses help you categorize leads based on their progress. To get started, select Statuses from the left side bar of your account, and Create Custom Status.
Create the following custom statuses from the Statuses section in your REISift account:
No Contact New Lead: For any leads that enter your system, but haven't been contacted or qualified yet. These can include leads marked by your team or received from PPC or PPL companies.
Cold Lead: Leads with low motivation to sell.
Warm Lead: Leads with moderate motivation to sell.
Hot Lead: Highly motivated leads ready to sell quickly.
2. Set Up Task Presets
Tasks help you manage leads efficiently and ensure timely follow-ups. To set them up, select Tasks on the left sidebar of your account, then click Configure Presets.
Lead Management Tasks
Create a task group named Lead Management.
Next, create the following tasks under Lead Management:
Call New Lead - Assign to yourself or your lead manager and set the due date for 1 day
No Contact New Lead Follow-Up 1 - Assign to yourself or designated team member, and due in 1 day.
No Contact New Lead Follow-Up 2 - Assign to yourself or designated team member, and due in 1 day.
No Contact New Lead Follow-Up 3 - Assign to yourself or designated team member, and due in 1 day.
No Contact New Lead - Nurture - Assign to yourself or designated team member, and due in 1 week.
COLD Follow-Up (45 Day) - Assign to yourself or designated team member, and due in 45 days.
WARM Follow-Up (15 Day) - Assign to yourself or designated team member, and due in 15 days.
HOT Follow-Up (2 Day) - Assign to yourself or designated team member, and due in 2 days.
Send Back to LM (Review) - Assign to Lead Manager and due in 1 day. Use this task for leads that need reassessment by the Lead Manager.
Acquisitions Tasks
Create a task group named Acquisitions and add the following tasks:
Make Offer - Assign to yourself or acquisitions team member, and due in 1 day.
Offer Follow Up - Assign to yourself or acquisitions team member, and due in 1 day.
Transaction Tasks
Create a task group named Transactions and add the task:
Process Contract - Assign to yourself or transaction team member, and due in 1 day.
3. SiftLine Boards
SiftLine boards are kanban-style boards that help you visually manage your pipelines. To create a SiftLine board, select SiftLine on the left sidebar of your account, then click the link or the plus sign.
SiftLine Board Permissions:
Just Read - Allows for viewing the board and cards. Assign this permission to team members you want to have access to the board but not move cards or make changes.
Read & Write - Allows for viewing the board and cards and moving cards through different phases on the board. Assign this permission to team members that will be working in the board.
Admin - Full permissions to view, move, edit and delete the board. Assign this permission to team members who will be helping you manage or create boards.
Next, create these three main boards and phases:
1. Lead Management Board:
New Lead
No Contact New Lead (Unqualified)
COLD Leads (Qualified)
WARM Leads (Qualified)
HOT Leads (Qualified)
Send to Acquisitions
Needs Review
Lost Deal
Became Buyer
Not Interested Anymore
Not A Deal
2. Acquisitions Board
Appointment / Make Offer
Offer Follow-Up
Offer Rejected
Offer Accepted
Under Contract
Referred Lead
Lost Deal
Send Back to Lead Management
3. Transactions Board
New Contract
Waiting on Title
Title Issues
Clear to Close
Closed
Lost Deal
Exit Strategy Boards:
Below are optional boards you can create based on your exit strategies:
Wholesale
New Contract
Pushing VIP Buyers
Pushing ALL Buyers
Buyer Found
Assigned
Deal Fell Through
Flips
New Flip
Demo
Rehab
Rehab Complete
Listed
Sold
Rentals
New Rental
Demo
Rehab
Rehab Complete
Listed Rent
Rented
4. Sequences
Sequences are used to automate some actions in your REISift account. We're going to create some sequences to automatically assign tasks and move SiftLine cards to the next board. Select Sequences from the left side bar of your account.
First, we're going to create some folders to organize our sequences. Select Create Folder and create the following:
Lead Management
Acquisitions
Transactions
Now select Create New Sequence and create the following:
Note: If you are on the Professional plan, you can create up to 8 sequences. The Business plan offers unlimited sequences. The starred (*) sequences are the recommended ones to create with the Professional plan, along with any two additional sequences. Many users choose to automate cold, warm, or hot lead follow-ups.
Lead Management Sequence
These sequences help automate your Lead Management tasks and follow ups. For each of these sequences, select the Lead Management folder after naming them.
*New Lead
This sequence is set to trigger when the property status is changed to New Lead. Name the sequence New Lead and select the Lead Management folder. Then select the following:
Trigger: Property Status Change.
Condition: Property Status Change. Select from Any to New Lead.
Actions: The first two Actions are optional. The last two are necessary to follow up with Leads.
Assign Property (Optional) - select Clear Assignee. This is so the record can be unassigned from the previous caller.
Clear Property Tasks (Optional) - Can be used to clear any previous follow up tasks that were assigned during prospecting.
Create New Card - Select Lead Management board and New Lead Phase. This will add the record to your Lead Management board.
Create New Task - Click Create New Task or Choose Preset, then Choose a Preset. Select the New Lead task preset under the Lead Management group.
Select Save Sequence when all of the above options are complete.
No Contact New Lead -> FU1
This will update the property status and create a follow up task when the card is moved to No Contact New Lead phase in SiftLine.
Trigger: SiftLine Card Moved
Condition: SiftLine Card Moved. Select from the Lead Management board and any phase, then to Lead Management board and No Contact New Lead (Unqualified) phase.
Actions:
Clear Property Tasks
Change Property Status - Select No Contact New Lead
Create New Task - Select the No Contact New Lead Follow Up 1 task preset.
No Contact New Lead -> FU2
This sequence assigns the next No Contact New Lead Follow Up task after the first follow up task is marked complete.
Trigger: Task Completed
Condition: Task Is. Select the No Contact New Lead Follow Up 1 task
Action: Create New Task. Select the No Contact New Lead Follow Up 2 task preset.
No Contact New Lead -> FU3
This sequence assigns the next No Contact New Lead Follow Up task after the second follow up task is marked complete.
Trigger: Task Completed
Condition: Task Is. Select the No Contact New Lead Follow Up 2 task
Action: Create New Task. Select the No Contact New Lead Follow Up 3 task preset.
No Contact New Lead -> Start Nurture
This Sequence assigns the Nurture task after all the third follow up task is completed.
Trigger: Task Completed
Condition: Task Is. Select the No Contact New Lead Follow Up 3 task.
Action: Create New Task. Select the No Contact New Lead - Nurture preset.
No Contact New Lead -> Nurture Loop
This Sequence allows you to "loop" or reassign the No Contact New Lead - Nurture task so you can follow up one per week if they have not responded.
Trigger: Task Completed
Condition: Task Is. Select the No Contact New Lead - Nurture task.
Action: Create New Task. Select the No Contact New Lead - Nurture preset.
New Cold Lead
This Sequence updates the property status and assigns the cold lead follow up task when the card is moved to the COLD Leads (Qualified) phase.
Trigger: SiftLine Card Moved.
Condition: SiftLine Card Moved. Select from the Lead Management board and any phase, then to Lead Management board and COLD Leads (Qualified) phase.
Actions:
Clear Property Tasks.
Change Property Status - Select Cold Lead.
Create New Task - Select the COLD Follow-Up (45 Day) task preset.
Cold Lead Loop
This sequence loops or reassigns the cold follow up task so you can follow up every 45 days if there is no response.
Trigger: Task Completed
Condition: Task Is. Select the COLD Follow-Up (45 Day) task.
Action: Create New Task - Select the COLD Follow-Up (45 Day) task preset.
New Warm Lead
This Sequence updates the property status and assigns the warm lead follow up task when the card is moved to the WARM Leads (Qualified) phase.
Trigger: SiftLine Card Moved.
Condition: SiftLine Card Moved. Select from the Lead Management board and any phase, then to Lead Management board and WARM Leads (Qualified) phase.
Actions:
Clear Property Tasks.
Change Property Status - Select Warm Lead.
Create New Task - Select the WARM Follow-Up (15 Day) task preset.
Warm Lead Loop
This sequence loops or reassigns the warm follow up task so you can follow up every 15 days if there is no response.
Trigger: Task Completed
Condition: Task Is. Select the WARM Follow-Up (15 Day) task.
Action: Create New Task - Select the WARM Follow-Up (15 Day) task preset.
New Hot Lead
This Sequence updates the property status and assigns the hot lead follow up task when the card is moved to the HOT Leads (Qualified) phase.
Trigger: SiftLine Card Moved.
Condition: SiftLine Card Moved. Select from the Lead Management board and any phase, then to Lead Management board and Hot Leads (Qualified) phase.
Actions:
Clear Property Tasks.
Change Property Status - Select Hot Lead.
Create New Task - Select the HOT Follow-Up (2 Day) task preset.
Hot Lead Loop
This sequence loops or reassigns the hot follow up task so you can follow up every 2 days if there is no response.
Trigger: Task Completed
Condition: Task Is. Select the HOT Follow-Up (2 Day) task.
Action: Create New Task - Select the HOT Follow-Up (2 Day) task preset.
Acquisitions Sequences
*Make Offer
This sequence is used to transition the card from the Lead Management board/pipeline, to Acquisitions. Name the Sequence Make Offer and select the Acquisitions Folder. Then select the following:
Trigger: SiftLine Card Moved.
Condition: SiftLine Card Moved. Select from the Lead Management board and any phase, then to Lead Management board and Acquisitions phase.
Actions:
Clear Property Tasks.
Move Card - Select Lead Management for the card original board, then Acquisitions and Appointment / Make Offer phase for the destination board.
Create New Task - Click Create New Task or Choose Preset, then Choose a Preset. Select the Make Offer task under the Acquisitions group.
After all options above are selected, click Save Sequence.
*Send Back to LM
This sequence sends the card back to Lead Management if the owner decides they are not ready for an offer. Name the Sequence Send Back to LM and select the Acquisitions Folder.
Trigger: SiftLine Card Moved.
Condition: SiftLine Card Moved. Select from the Acquisitions board and any phase, then to Acquisitions and Send Back to Lead Management phase.
Actions:
Clear Property Tasks
Move Card - Select the Acquisitions board as the original board. Then select Lead Management and Needs Review as the destination board and phase.
Create New Task - Click Create New Task or Choose Preset, then Choose a Preset. Select the task Send Back to LM (Review).
Transaction Sequence
*Under Contract
This sequence is used to transition the card from the Acquisitions board/pipeline, to Transactions. Name the Sequence Under Contract and select the Transactions folder.
Trigger: SiftLine Card Moved.
Condition: SiftLine Card Moved. Select from the Acquisitions board and any phase, then to Acquisitions and Under Contract phase.
Actions:
Clear Property Tasks
Move Card - Select the Acquisitions board as the original board. Then select Transactions and Under Contract as the destination board and phase.
Change Property Status - Select Under Contract.
*Closed Deal Status
This sequence changes the status to closed and deletes property tasks when a card is moved to the Closed phase on the Transactions board.
Trigger: SiftLine Card Moved.
Condition: SiftLine Card Moved. Select from the Transaction board and any phase, then to Transactions and Closed phase.
Actions:
Clear Property Tasks
Change Property Status - Select Closed.
🎉 CONGRATS! 🎉
You now have all the basics set up for your REISift CRM.
What's Next? Watch the video below to see how records flow through these pipelines.
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