CRM

What the CRM is

Most CRMs are empty boxes you have to feed. This one is the opposite: it’s wired into your public listings and deal rooms, so it fills itself. The moment a prospect fills out an inquiry, signs an NDA, or downloads a file from a deal room, a contact appears here — and the same person across all three channels is unified into one contact by their email address.

Open the CRM from the left sidebar. Along the top you’ll find the tabs this guide walks through: Contacts, Accounts, Leads, Pipeline, Tasks, Scripts, Automations, and Reports.

1. 1Contacts — Everyone in your book, auto-captured or added by hand
2. 2Accounts — The firms your contacts belong to, with deal rollups
3. 3Leads — A live inbox of new inquiries and NDA signers
4. 4Pipeline — A drag-and-drop deal board
5. 5Reports — Pipeline value, win rate, GCI, and lead sources

Contacts

The Contacts tab is your whole book. Three things fill it: auto-capture (inquiries, NDAs, downloads), the Add contact button, and CSV Import for bringing an existing book with you. Import matches on email, so re-importing never creates duplicates — it just fills in blanks.

Every row shows the source, a lead-type badge (buyer, tenant-rep, seller, landlord, investor), the lead score, a fit chip, and last activity. Click a contact to open its detail page — the full timeline, deals, engagement stats, buy-box, and tasks.

1. 1Import — Bring a CSV; we map the columns and dedupe by email
2. 2Possible duplicates — Same-name contacts you can review and merge
3. 3Hot first / tier chips — Sort by score or filter to Hot / Warm / Cold
4. 4Score + Fit — Engagement score and how many listings the contact fits

Lead score

Every contact gets a 0–100 engagement score and a tier. It’s deliberately transparent — you can always see why a lead is hot from the engagement strip on their detail page. The key design choice: it measures the prospect’s interest, not your effort. Your own calls and emails don’t inflate it, and the clock that cools a lead down runs off the prospect’s last inbound action — so chasing a dead lead can’t keep it artificially warm.

Use the Hot first toggle and the Hot / Warm / Cold chips at the top of the Contacts list to sort your day by who’s warmest.

Buy-box & Fit

Engagement tells you a lead is warm on something. Fit tells you they’re warm on this. On any contact’s detail page, add a Buy-box — their mandate: asset type, market, size, price, and cap rate. The CRM matches that full mandate against your live listings and shows the fit count right on the contact.

A teal Fit chip appears next to the score on the Contacts list, and a “Fits N of your live listings” panel appears on the contact’s detail page — each listing shown with the reasons it matched (asset type, market, size, price, cap) and a link straight to the property. This is what surfaces the quiet buyer whose mandate perfectly fits a new listing, even when their engagement score is low.

1. 1Buy-box — Asset type, market, size, price, cap — the buyer’s mandate
2. 2Fits N listings — Which of your live listings match, and why
3. 3Fit chip — The same count shows on the Contacts list next to the score

Accounts (firms)

Accounts group your contacts by firm — the Salesforce-style company record. Open the Accounts tab to see every firm with its contact count, open deals, and pipeline value rolled up. A firm’s detail page shows its people, its deals (including deals where someone at the firm is a party, not just the primary contact), a firm-wide activity feed, and its type, owner, and notes.

Filing a contact under a firm is a one-click picker on the contact’s page (search an existing firm, create a new one inline, or remove). And it’s partly automatic: link one corporate contact and the firm learns its email domain, so future contacts from that domain file themselves under it — on capture, on manual add, and on CSV import.

1. 1Type & owner — Principal / brokerage / lender / tenant / investor
2. 2Rollups — Contacts, open deals, pipeline, and won — for the whole firm
3. 3Add contact — File any of your contacts under this firm
4. 4Activity — Last touch with anyone at the firm

Pipeline

The Pipeline is a drag-and-drop deal board with CRE-native stages out of the box — Inquiry, NDA Signed, Tour, LOI, Under Contract — each with a default close probability. Deals auto-create when a contact engages a listing, and their value seeds from the listing’s asking price so the pipeline total isn’t understated by a wall of $0 deals.

Each card shows the contact, an editable quick note, a close-date chip, and a “rotting” badge when a deal has sat in a stage too long. Each column header shows the stage’s total value, its probability-weighted value, and count. Open any deal for the full record: inline-edit the value, close date, side, and commission (with a live GCI estimate), step it through stages, and manage the deal’s parties — buyer, buyer-broker, seller, attorney, lender.

1. 1Stage totals — Value, weighted value, and probability per column
2. 2Quick note — Edit a card’s note inline without opening it
3. 3Rotting badge — Flags a deal that’s been in a stage too long

Leads inbox

The Leads tab is a live inbox of new activity — inquiries and NDA signers in one date-sorted list, with type chips to filter (All / Inquiries / NDA Signers). Each row expands for the details: an inquiry’s message and read/unread state; an NDA signer’s views, downloads, expiry, and a revoke control. The CRM item in the sidebar carries an unread count so you know when something new lands.

Tasks & follow-ups

Tasks are your follow-up list. Add one from a contact (“follow up Fri”) or the Tasks tab, assign it to yourself or a teammate, and it shows up with a due date and a reminder. On a team account, a brokerage admin can assign tasks across the team; reassigning re-arms the reminder for the new owner.

Email scripts

The Scripts tab holds copy-and-paste email templates for common moments — a first touch after an NDA, a tour follow-up, a check-in. We ship a set of human-sounding starters, and a team admin can edit them or add company-wide scripts. From a contact, the Email button opens the compose window with the script merged (name, property) so you send from your own mailbox — Gmail, Outlook, or copy.

Automations

Automations are simple “when this, then that” follow-up rules you set for yourself. For example: when a contact signs an NDA, create a task to call them in 2 days — optionally only if you haven’t already touched them. Rules run in the background and drop tasks onto your list so a hot lead never sits.

Reports

The Reports tab answers the Monday-pipeline-meeting questions. Up top: open pipeline value, weighted value, won value, win rate, and GCI. Then pipeline by stage, leads by source and by type, a closing forecast by month (gross, weighted, and GCI), deal aging (how long deals have sat), and — on a team account — a by-agent breakdown. A date-range toggle (All / 30d / 90d / 1yr) scopes the won/lost, lead-source, and activity figures; open-pipeline value and aging are always a live snapshot of what’s on the board right now.

1. 1Range toggle — All / 30d / 90d / 1yr — scopes won/lost, sources & activity
2. 2GCI — Pipeline and won commission, from % or a flat amount
3. 3Forecast & aging — What closes this quarter, and what’s stalled