The R1/R2 Licensed Agent (EX) Pipeline is designed for Keller Williams Market Centers to track and manage licensed agent recruits from initial referral through hiring or completion of the process. This pipeline provides clear, automated workflows to ensure no lead is missed and follow-up is consistent.
The EX Pipeline includes the following stages:
1. Agent Referrals #
- Purpose: Captures recruits referred by agents or leaders through a form.
- Key Points:
- Sends a notification to the designated leader.
- Does not trigger automation.
- Recruits leave this stage manually or automatically if they register for an Appointment.
Learn more about the Agent Referrals stage
2. Recruit Leads (Pre-Appointment) #
- Purpose: Manages licensed agents who submit the Join KW form.
- Key Points:
- Recruits are automatically placed here after form submission.
- Leaders receive weekly email prompts to schedule an appointment.
- Using the link in the email, leaders fill out a form confirming when the appointment is scheduled.
- Submission of this form automatically advances the recruit to the next stage.
Learn more about the Recruit Leads (Pre-Appointment) stage
3. Appointment Scheduled #
- Purpose: Tracks recruits once an appointment has been scheduled.
- Key Points:
- Triggered by form submission from the previous stage.
- Weekly emails prompt leaders to confirm whether the appointment was held.
- If held, leaders record the appointment date and notes, and the system moves the recruit to the Post Appointment Nurture stage.
- If missed, the recruit moves back to Pre-Appointment.
- Leaders should never move recruits manually.
Learn more about the Appointment Scheduled stage
4. Post Appointment Nurture #
- Purpose: Maintains contact with recruits after an appointment is held.
- Key Points:
- Leaders receive weekly reminders to follow up (can adjust to bi-weekly or monthly).
- Recruits leave this stage manually when ready for onboarding or another next step.
Learn more about the Post Appointment Nurture stage
5. Schedule Onboarding #
- Purpose: Used when a recruit is ready to book their onboarding appointment.
- Key Points:
- Daily notifications remind the onboarding specialist to take action.
- Recruits leave this stage manually after booking.
Learn more about the Schedule Onboarding stage
6. Onboarding Scheduled #
- Purpose: Tracks recruits who have a confirmed onboarding appointment.
- Key Points:
- Daily automation reminds the specialist to confirm completion.
- Recruits leave manually once onboarding is complete.
Learn more about the Onboarding Scheduled stage
7. Joined KW #
- Purpose: Marks a successful hire and completion of the pipeline.
- Key Points:
- Recruits are added manually.
- They remain in this stage for 30 days, then are removed automatically.
- OP may be notified of completion.
Learn more about the Joined KW stage
8. Joined Another Brokerage #
- Purpose: Tracks recruits who joined a competitor.
- Key Points:
- Moved in manually by the leader.
- Triggers a 2-year monthly follow-up sequence.
- Recruit is removed from the pipeline after 30 days, but follow-up continues.
Learn more about the Joined Another Brokerage stage
9. Discontinued Process #
No further follow-up occurs. The EX Pipeline includes the following stages:
- Purpose: Ends follow-up for recruits no longer pursuing real estate or future contact.
- Key Points:
- Entered manually by the leader.
- Removes Recruit from all active automations.
- Removed from pipeline automatically after 30 days.
Learn more about the Discontinued Process stage
