Your pipeline tracks every real estate agent your AI has contacted. Each column is a stage, and each card is one agent. As agents move from left to right, they get closer to bringing you deals.
How Your Pipeline Works
- Click Opportunities in the left sidebar
- Select the Agent Outreach pipeline
- You’ll see columns (stages) going from left to right
- Each card is one agent (an “opportunity”)
Agents start on the left and move to the right as the relationship develops.
Understanding Each Stage
QUEUED FOR OUTREACH
What it means: These agents have been added to your system but haven’t been contacted yet.
What’s happening: The AI is scheduled to send the first message to these agents.
Your role: Nothing. Just wait. The AI handles the initial contact.
OUTREACH SENT (AI WAITING)
What it means: The AI sent the first text message to this agent.
What’s happening: The AI reached out and is now waiting for a reply. If the agent doesn’t respond, the AI will follow up automatically.
Your role: Nothing. Let the AI do its thing.
REPLIED & QUALIFYING
What it means: The agent texted back, and the AI is now having a conversation with them.
What’s happening: The AI is asking questions to figure out:
- Does this agent work with investors?
- Do they have off-market deals?
- How often do they come across properties?
- Are they open to working with you?
Your role: You can read the conversation, but let the AI qualify the agent first. The AI will grade them based on their answers.
GRADE A FOLLOW UP
What it means: This agent is a top-tier contact — investor-friendly, understands off-market deals, and is likely to bring you properties.
What’s happening: The AI follows up with Grade A agents every 2 weeks (bi-weekly) to keep the relationship warm and ask if they have any new properties.
Your role: Pay close attention to these agents. When they respond, move fast. These are your best contacts.
Follow-up schedule: Every 14 days. If it’s been more than 17 days since the last follow-up, something may need attention.
GRADE B FOLLOW UP
What it means: This is a good agent — responsive and helpful, but more focused on MLS listings than off-market deals.
What’s happening: The AI follows up with Grade B agents every 2 weeks (same frequency as Grade A, just different quality level).
Your role: Keep these agents in the mix. They might bring you deals occasionally, even if they’re more traditional.
Follow-up schedule: Every 14 days. Overdue after 17 days.
GRADE C FOLLOW UP
What it means: This agent showed some interest but isn’t actively bringing deals. They might be worth keeping in touch with.
What’s happening: The AI follows up with Grade C agents once a month to stay on their radar.
Your role: Low maintenance. Let the AI handle these. If a Grade C agent suddenly gets more engaged, the AI will flag it.
Follow-up schedule: Every 30 days. Overdue after 35 days.
FOLLOW UP SENT (AI WAITING)
What it means: The AI just sent a follow-up message to an agent (any grade). Now it’s waiting for a reply.
What’s happening: The follow-up went out. If the agent replies, they move to “Follow Up Replied.” If they don’t, they go back to their grade stage for the next follow-up cycle.
Your role: Nothing. Let the system work.
FOLLOW UP REPLIED (AI ENGAGED)
What it means: An agent replied to a follow-up message. The AI is now chatting with them again.
What’s happening: The AI re-engages the agent, asks about new properties, and sees if there’s an opportunity.
Your role: Watch this closely. If the agent mentions a property, that’s your cue to get involved.
PROPERTY SUBMITTED
What it means: An agent sent you a property address or property details.
What’s happening: This is the gold — an agent is bringing you a potential deal.
Your role: This is where you take over.
- Get the property address
- Run comps (comparable sales) to figure out the property’s value
- Estimate repair costs
- Decide if you want to make an offer
- If yes, move forward with the deal
WORKING / BOT PAUSED
What it means: You’re actively working with this agent on a deal, and the AI is paused for this conversation.
What’s happening: You’ve taken over the conversation and the AI is not sending messages.
Your role: Handle the deal directly. Call, text, negotiate, and close.
Other Stages
NEVER RESPONDED — The agent never replied after multiple outreach attempts. The AI has stopped trying.
NOT INTERESTED — The agent explicitly said they’re not interested.
WRONG NUMBER — The phone number was incorrect.
SMS ERROR — There was a technical problem sending texts to this number.
What the Agent Grades Mean
The grading system helps you prioritize your agent relationships:
| Grade | Type of Agent | Follow-Up Frequency | What to Expect |
|---|
| Grade A | Investor-friendly, works off-market | Every 2 weeks | Most likely to bring deals |
| Grade B | Good agent, responsive, MLS-focused | Every 2 weeks | May bring deals occasionally |
| Grade C | Some interest, low engagement | Monthly | Keep-in-touch, low priority |
Grade A Agents — Your MVPs
These agents:
- Understand what off-market means
- Work with cash buyers or investors regularly
- Have access to distressed properties, pre-foreclosures, or pocket listings
- Are responsive and engaged
These agents:
- Are responsive and professional
- Mostly work with traditional MLS listings
- Might bring you a deal here and there
- Worth keeping in your network
These agents:
- Showed some initial interest
- Haven’t been very active or engaged
- Might warm up over time
- The AI keeps them in the loop with minimal effort
Moving Agents Between Stages
Automatic (AI does it)
The AI automatically moves agents through:
- QUEUED → OUTREACH SENT (when the first message goes out)
- OUTREACH SENT → REPLIED & QUALIFYING (when the agent responds)
- REPLIED & QUALIFYING → GRADE A/B/C (based on the qualification conversation)
- GRADE → FOLLOW UP SENT (when a follow-up goes out)
- FOLLOW UP SENT → FOLLOW UP REPLIED (when the agent replies)
Manual (You do it)
You manually move agents when:
- An agent submits a property → Move to PROPERTY SUBMITTED
- You start working a deal → Move to WORKING / BOT PAUSED
- An agent tells you they’re not interested → Move to NOT INTERESTED
How to Move an Agent
- Go to Opportunities → Agent Outreach pipeline
- Find the agent’s card
- Drag and drop to the new stage
- Or: Click the card → Click the stage dropdown → Select new stage
Your Role vs The AI’s Role
| Stage | Who’s Responsible | What They Do |
|---|
| QUEUED FOR OUTREACH | 🤖 AI | Sends first message |
| OUTREACH SENT | 🤖 AI | Waits for reply, sends follow-ups |
| REPLIED & QUALIFYING | 🤖 AI | Qualifies and grades the agent |
| GRADE A/B/C FOLLOW UP | 🤖 AI | Sends regular follow-up messages |
| FOLLOW UP SENT | 🤖 AI | Waits for reply |
| FOLLOW UP REPLIED | 🤖 AI | Re-engages the agent |
| PROPERTY SUBMITTED | 👤 YOU | Research the property, decide on offer |
| WORKING / BOT PAUSED | 👤 YOU | Handle the deal directly |
The handoff point is PROPERTY SUBMITTED. Before that, the AI builds and maintains agent relationships. When an agent brings you a property, you take over.
Video: Agent Pipeline Walkthrough — A walkthrough video will be added here soon.
