The In School Pipeline is designed to track and engage recruits who are currently enrolled in real estate school. This pipeline ensures consistent follow-up from the moment they express interest until they either join Keller Williams or exit the process. Stages in this pipeline reflect each key milestone in the recruit’s journey — from referral to onboarding.
Below is a breakdown of each stage, its purpose, how recruits enter and exit, and the automations or reminders triggered at that step.
Agent Referral #
This stage is designed to capture and organize recruits referred directly by current agents or leaders. It ensures that these warm leads are documented and routed to the appropriate leader for follow-up, but it does not automatically start any nurture sequences.
- Recruits enter this stage when referred via the agent/leader referral form.
- Notification is sent to the assigned leader.
- No automation is triggered—follow-up is manual.
- Recruits exit only when manually moved to the next stage.
Learn more about the Agent Referral Stage
In School Nurture #
This stage nurtures recruits who have expressed interest in joining KW but are still in real estate school. It focuses on building rapport and keeping them engaged until they are ready for the next step.
- Automatic entry when a recruit fills out the Join KW Form and indicates they’re currently in school.
- A six-month weekly email drip delivers value-based messages and calls-to-action for booking a 1:1 appointment.
- Recruits leave automatically if they schedule a call.
- Manual follow-up may be needed after the drip sequence ends.
Learn more about the In School Nurture Stage
Appointment Call Set #
This stage confirms a scheduled 1:1 conversation with the recruit, creating a clear next step in the relationship.
- Automatic entry when the recruit books via the In School Calendar.
- System sends automated reminders to the recruit.
- Appointment appears on the leader’s calendar.
- Exit is automatic if canceled or manual based on attendance.
Learn more about the Appointment Call Set Stage and How to Take Attendance
No Show/Cancelled Appointment #
This stage captures missed or canceled 1:1 appointments, helping leaders re-engage without losing momentum.
- Entry is automatic via cancellation link or manual if marked as No Show.
- Automated reschedule prompts sent to the recruit.
- Bi-weekly follow-up reminders sent to the leader.
- Exit is automatic upon rebooking or passive after 90 days.
Learn more about the No Show/Cancelled Appointment Stage
Awaiting Exam Date #
This stage keeps track of recruits who have completed preliminary conversations and are now enrolled in real estate school but haven’t scheduled their licensing exam.
- Entry can be automatic (after showing for a 1:1) or manual (upon enrollment confirmation).
- Leader must choose a follow-up cadence within 30 minutes.
- Recurring outreach and check-ins are triggered.
- Manual move to “Exam Scheduled” once the date is confirmed.
Learn more about the Awaiting Exam Date Stage
36 Hours Until Exam #
This stage is a final, high-touch checkpoint before the recruit’s exam to offer encouragement and support.
- Entry is manual after the confirmed exam date is entered.
- Automation sends a reminder to the leader to call or text 36 hours before the test.
- Accurate exam date entry is crucial for correct automation.
- Automatic move to “Exam Taken” once the exam date passes.
Learn more about the Exam Scheduled Stage
Exam Taken #
This stage ensures timely follow-up after a recruit’s exam to discuss results and next steps.
- Automatic entry after the scheduled exam date passes.
- A three-day recurring follow-up task is assigned to the leader.
- Leader adjusts tone and plan based on pass/fail outcome.
- Manual move to “Exam Passed” or “Exam Failed.”
Learn more about the Exam Taken Stage
Exam Failed #
This stage supports recruits who did not pass their exam, keeping them encouraged and on track to try again.
- Manual entry when the recruit is not yet ready to reschedule.
- A 14-day repeating reminder prompts ongoing check-ins.
- When a new exam is scheduled, update the date and move to “Exam Scheduled.”
Learn more about the Exam Failed Stage
Exam Passed #
This stage celebrates a recruit’s success and transitions them toward joining the team.
- Manual entry once the recruit passes their exam.
- A 7-day recurring reminder prompts the leader to set an in-person meeting.
- Manual move to “Scheduled In Person Appointment” once booked.
Learn more about the Exam Passed Stage
Scheduled In Person Appointment #
This stage tracks confirmed in-person meetings that advance the relationship toward signing.
- Manual entry by the leader.
- 7-day recurring reminders prompt ongoing follow-up.
- Exit only by manual update after the meeting occurs or is rescheduled.
Learn more about the Scheduled In Person Stage and How to Take Attendance
In Person Appt Held #
This stage keeps follow-up active after an in-person meeting while awaiting the recruit’s decision.
- Manual entry by the leader.
- A 7-day repeating SmartPlan prompts regular contact.
- Exit is manual based on the recruit’s decision.
Learn mor about the In Person Appointment Held Stage
Joined Another Brokerage #
This stage tracks recruits who have chosen a competitor, maintaining a long-term re-engagement plan.
- Manual entry triggers a 2-year monthly follow-up sequence.
- Recruit is removed from the active pipeline after 30 days, but follow-up continues.
Learn more about the Joined Another Brokerage Stage
Discontinued Process #
This stage is for recruits who decide not to pursue real estate or future contact.
- Manual entry removes them from the pipeline after 30 days.
- No further follow-up occurs.
Learn more about the Discontinued Process Stage
Schedule Onboarding #
This stage kicks off the official joining process by scheduling the recruit’s onboarding appointment.
- Daily notifications remind the onboarding specialist to act.
- Exit is manual after booking.
Learn more about the Schedule Onboarding Stage
Onboarding Scheduled #
This stage tracks recruits who have a confirmed onboarding date.
- Daily automation reminds the specialist to confirm the appointment occurred.
- Exit is manual once the appointment is complete.
Learn more about the Onboarding Scheduled Stage
Joined KW #
This is the final, successful stage in the pipeline marking a new hire.
- Manual entry when the recruit joins KW.
- They remain for 30 days before the system removes them from the pipeline.
- The OP may be notified at this stage.
Learn more about the Joined KW Stage
