Our default account build was shaped by working alongside six- and seven-figure investors, so it’s proven to work at every level. Whether you're brand new to real estate investing or migrating from another CRM, this setup gives you clarity, structure, and efficiency right from the start.
From day one, you'll be managing leads, acquisitions, and deals like a true real estate ninja. 🥷
Note for existing users, to switch to the new setup:
Delete your old SiftLine boards, Sequences, Tasks, and Filter presets related to Lead Management, Acquisitions, and Transactions.
Then click Talk to Us in your account and choose to chat with our team. We’ll get you taken care of!
First Steps
If you work as a team and haven't added your team members yet, send them an invite under the Settings ➔ User Management section.
Need help? Check out Adding Users to your REISift Account for a breakdown of the user roles and permissions.
⬆️ Next, Add some records:
or upload your own lists from other sources
⚙️ Then, set up your tools:
See Integrations Overview for how to connect your dialer, SMS and other tools
Set your account time zone under Settings ➔ Profile page — this affects task due dates/times.
What's Included in the Default Build?
When you create a new REISift account (or enable the default build if you're an existing user), you'll have:
Pre-built SiftLine Boards
Pre-set Property Statuses and Contact Statuses
Task Presets for Lead Management, Acquisitions, and Transactions.
Saved Filter Presets to quickly filter for tasks.
Ready-to-go Sequences (Automations) for smooth daily workflows
Note: You can customize and expand upon these defaults, but the core system is designed to keep you focused on what truly matters to your sales cycle.
SiftLine Boards
SiftLine is where you manage your records after they become a lead. This includes workflows for Lead Management, Acquisitions, Transactions, and your Exit Strategies.
The default boards are:
Lead Management Board - Lifecycle of the lead, from New Lead (Unqualified) to handoff to Acquisitions or Dead Lead.
Acquisitions Board - Appointments/Make offer to Lost Deal or back to Lead Management.
Transactions Board - New Contract to Closed or Fell through.
Wholesale Board - Wholesale exit strategy, New Contract to Closed or Fell Through.
Flips Board - Flipping exit strategy, New Flip to Sold.
Rentals Board - Rental exit strategy, New Rental to Rented.
All permissions are automatically added for the Sensei/Account Owner. If you work with a team, you can add your team to the boards by clicking edit board and selecting your team members and permissions.
SiftLine Permission Levels:
Just Read - Can view the board
Read & Write - Can view the board, move cards through the board, and add cards
Admin - Can view, move, and add cards plus edit the board and phases and delete the board.
Sequences
Sequences are automations in REISift. Default sequences are built for Lead Management, Acquisitions, and Transactions. They work in conjunction with your SiftLine Boards, Tasks, and Statuses.
Automations are triggered directly to status changes and board moves. Tasks loop automatically (e.g., daily follow-up becomes weekly, or moves to ghosting if no contact after a while).
All automations are located on the Sequences page in your account. Here you can edit, delete, toggle on/off, and create new sequences.
To update a sequence open the sequence folder ➔ click on the sequence name ➔ select Make Changes ➔ edit ➔ and Save Sequence.
Tasks
Your account comes pre-loaded with all the Task Presets you'll need for Lead Management, Acquisitions, and Transactions — including follow-ups for leads, offers, and contracts.
Each task is auto-generated using sequences based on lead movement — meaning no lead is ever left without a next action.
Task Presets can be accessed by going to the Tasks page and clicking Configure Presets.
Note:
All tasks are initially assigned to the Sensei (Account Owner).
Solo users: You’re ready to go as-is.
Teams: You can edit the task assignee by clicking the three dots next to the task ➔ select Edit ➔ assign by User or Role.
If you assign by Role (and multiple users share that role), the task will be assigned to all users.
You can also round-robin task assignments across a user group for even distribution.
Filter Presets
Filter presets are saved filters so you can quickly filter for the data you need. To access the filter presets, go to the Records page and click Filter Records then Load Presets. In your account you'll find default filter presets for My Tasks, Acquisitions, Lead Management, Transactions, and the REISift Base Presets to help you get started with marketing.
My Tasks - Includes your due today, overdue, and to do tasks. Your team will see their own tasks when filtering using these options.
Acquisitions - offer and offer follow up tasks
Lead Management - QC for lead management. See your lead tasks and any leads that do not have tasks so you can add them to a follow up workflow.
Transactions - Contracts and Title and Seller follow ups
Lists
Lists help you organize your data. Your account comes pre-built with lists for each type of qualifying data or vexation (pain points), along with some specific property types like warehouses.
When you upload your new records, select Add Data ➔ Add to an existing list ➔ choose from the dropdown.
You can still customize lists anytime from the Lists page or create a new one during upload.
Tags
Property Tags provide more specific details on a property.
You'll see tags like Do Not Market and Return Mail already created.
Tags are fully customizable. You can create your own:
From the Tags page,
On upload,
Or when adding tags directly to records.
Phone Statuses should be used to mark phone numbers as correct, wrong, dead, dnc, etc. These are already setup in your REISift account. Phone Tags allow you to tag numbers with specific relationships to the owner (e.g., Husband, Wife, Son, Daughter, etc.
Statuses
Property statuses indicate where a record is in the sales cycle.
Here’s a breakdown of the default statuses:
Status Name | When to Use |
New Lead | When someone says they want to sell a property |
No Contact New Lead | New Lead has come in and you are trying to connect with that lead to qualify |
Cold Lead | Leads that want to sell property in more than 180 days |
Warm Lead | Leads that want to sell property in 30 to 180 days |
Hot Lead | Leads that want to sell property in 30 days or less |
Ghosting Lead | A lead which you have not spoken to over a period of time and have decided to not be considered cold warm or hot, this status is similar to not interested in which it should have a quarterly marketing campaign at minimum |
Dead Lead | Leads considered bad leads, seller is unrealistic or the property is just not a good property, the leads “leads” nowhere |
Not Interested | When someone states they do not want to sell |
Listed | The property is Listed on the market |
Sold | The property has already sold since the time you started marketing or pulled the data |
Under Contract | You have placed the property under contract |
Closed | You have closed the property and received your funds |
Your account also includes default Contact Statuses (e.g., Buyer, Contractor, Agent) to categorize your contacts in the Phonebook.
How the Lead Flow Works
The Core of Lead Management: The 4 Key Components
Each record moves through a simple process based on:
Status: Where the lead is in the sales cycle.
Task: Action you need to complete.
Frequency: How often the task repeats (daily, weekly, etc.).
Phase: The broader sales journey stage (New, Unqualified, Qualified).
The Lifecycle of a Lead
New Lead comes in ➔ Call immediately.
No Answer? ➔ Move to Unqualified (daily follow-up).
Still No Answer after 3–5 days? ➔ Move to Weekly Nurture OR Ghosting.
Answered? ➔ Qualify motivation (Cold/Warm/Hot).
Qualified Lead:
Hot: Offer immediately.
Warm: Stay engaged (every 15 days).
Cold: Light touch every 45 days.
Ready for Offer? ➔ Move to Acquisitions (Make Offer/Offer Follow-up).
Contract Signed? ➔ Move to Transactions (New Contract ➔ Waiting on Title ➔ Closed).
Key Best Practices
Always follow STABM acronym.
Status - Check the property status
Task - Complete tasks daily; no lead should be left without a task.
Board - Don't move records unless you've updated the tasks/status properly.
Message - Review your messages.
💡 What's Next?
👉 See a real campaign in action: Building A Marketing Campaign For Off Market Real Estate in less than 30 Minutes
💬 Need help or have questions for our team?
Check our Help Center where you can browse by category or search by topic.
Or click Talk to Us within your account to get help from our Support Ninjas!
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