This training provides an overview of the various pipelines. Below you’ll learn the following:
- An overview of the various pipelines
- Which users are responsible for each pipeline
- How opportunities are created
- How to use Opportunity Cards
- How Opportunities move between stages and pipelines
- What the Holding Stage is and common reasons people enter it
Pipelines and User Assignments #
There are seven pipelines within Market Center Sites 3.0, and each will have Users responsible for the recruits that get added to them. Below is a breakdown of the various pipelines, how leads get into them, and which User(s) is/are responsible for the recruits within.
R0 (Not In School) Pipeline #
The R0 (Not In School) Pipeline is managed by Users assigned to any of the following roles:
- NS Recruits
- NS Referrals
Leads flow into this pipeline from the Join KW page when the recruit lists themselves as “Looking for Real Estate School” in the dropdown relating to their licensing status. The objective is to get the recruits to join a Career Night or Info Session and take the next step to enroll in real estate school. Leads can also enter this stage when an agent adds them via the Agent Referrals page and lists them as not yet enrolled in real estate school.
R0 (In School) Pipeline #
The R0 (In School) Pipeline is managed by Users assigned to any of the following roles:
- IS Recruits
- IS Referrals
Leads flow into this pipeline from the Join KW page when the recruit lists themselves as “Enrolled in Real Estate School” in the dropdown relating to their licensing status. The objective is to nurture the recruit through the licensing process, providing value while introducing them to Keller Williams and your Market Center. The goal, once they pass their test, is to get them to commit to joining your office. Leads can also enter this stage when an agent adds them via the Agent Referrals page and lists them as enrolled in real estate school.
R1/R2 (Experienced Agent) Pipeline #
The R1/R2 (Experienced Agent) Pipeline is managed by Users assigned to any of the following roles:
- Brokerage Owner (BO Recruits)
- Licensed Agents (EX Recruits)
- R1 Referrals
- R2 Referrals
Leads flow into this pipeline from the Join KW page when the recruit lists themselves as a licensed agent or brokerage owner in the dropdown relating to their licensing status. The objective is to book a call or meeting with this recruit as quickly as possible and get them to join your Market Center. This pipeline is typically assigned to the Team Leader, and it differs in some important ways from other pipelines, which we’ll go deeper into during the next batch of training links.
KWPrep Pipeline #
The KWPrep Pipeline is managed by Users assigned to any of the following roles:
- KSCORE Admin
- KSCORE Liaison
For Market Centers that run the KSCORE play as intended, recruits flow into this pipeline from the Not-In-School pipeline when the recruit raises their hand to take advantage of the KSCORE scholarship.
Kaplan Pipeline #
The KWPrep Pipeline is managed by Users assigned to any of the following roles:
- KSCORE Admin
- KSCORE Liaison
For Market Centers that offer Kaplan Scholarships, recruits flow into this pipeline when following the standard KSCORE play after completing the first two modules of KWPrep and submitting their blueprint for review, then being approved for the Kaplan scholarship. This pipeline guides the recruit as they complete the Kaplan course.
Long Term Nurture Pipeline #
The Long Term Nurture Pipeline is managed on a recruit-by-recruit basis, based on where the recruit came from and who they were assigned to before being moved to the Long Term Nurture Pipeline. This pipeline was created to keep other pipelines clean and act as a holding place for recruits you want to maintain contact with, but who are not yet ready to take the next step in their real estate journey for whatever reason.
Onboarding Pipeline #
The Onboarding Pipeline is managed by User assigned as the Onboarding Specialist. The goal of this pipeline is to successfully onboard a new recruit into your Market Center.
Understanding Opportunity Cards #
Each recruit that enters the system through the Join KW page, the Agent Referrals page, or one of the Pipeline Insertion forms, will have an Opportunity Card automatically created and placed within the pipeline that aligns with information submitted. The Opportunity Card opens with Opportunity Details that includes key information about the recruit, like their name and contact information. Along the left are navigation points that allow you to add information relating to pipelines, move the recruit from stage to stage, or move them to a different pipeline. We’ll look at the last two items in that list below, as well as the Holding Stage that exists in each pipeline.
How Opportunities Move Between Stages & Pipelines #
First, it’s important to note that moving between some stages is automatic and based on an action, a link click, or “taking attendance” after an appointment. We’ll go deep into the stage-by-stage specifics when we look at each pipeline individually.
When a User must move a recruit to another stage within the pipeline, they will need to follow the steps below. We have built a two-factor authentication into the process of moving recruits within the platform, be it from stage to stage or between pipelines. This takes place within the Opportunity Card itself, so DO NOT drag and drop the opportunity from the main Pipeline Page.
Moving Stages in the Same Pipeline #
Moving recruits between stages in the same pipeline is a two step process. Follow these instructions to move a Recruit from one stage to another within the same pipeline. Note that we have built a “wait” time into automations, so it may take 3-5 minutes for the recruit to show up in the new stage. If an error occurs, they will be moved to the Holding Stage within their current pipeline.
Moving From One Pipeline to Another #
Like moving recruits between stages in the same pipeline, moving recruits from one pipeline to another follows a two step process. Follow these instructions to move a Recruit from one pipeline to another. Again, we have built in a “wait” time, so it may take 3-5 minutes for the recruit to move to the new pipeline. If you are not sending them to the Holding Stage, they will be moved to the “most likely” stage within their new pipeline.
Understanding the Holding Stage #
When an error occurs while moving from one stage or another, such as improperly moving a recruit or forgetting to mark the Approval Check to Yes, a recruit will be placed in the Holding Stage, and an Internal Notification will be sent to the Assigned User detailing what the error was. This email will also include the previous stage and intended stage.
If this happens, or if you are moving the recruit between pipelines and place them in the Holding Stage, follow the steps above to move the recruit to the intended stage. Reference this resource for a deeper explanation of the Holding Stage and the various errors that might land someone here.
