The In School Pipeline guides recruits from the start of their real estate education through licensing and into their first steps with Keller Williams. Once licensed, recruits transition into Career Strategy sessions and next-step guidance toward joining Keller Williams. Throughout the pipeline, automated communications and structured reminders support leader accountability while keeping recruits engaged, informed, and progressing smoothly toward licensure and career launch. This pipeline is managed by the Market Center Leader assigned to In School recruits.
In School (Nurture) #
The In School (Nurture) stage keeps recruits who are currently enrolled in real estate school engaged with Keller Williams while they complete their education. Upon entering this stage—automatically triggered when a recruit indicates they’re in school—they’re added to a six-month nurture campaign featuring 29 value-based emails and 4 engagement texts designed to maintain connection and encourage booking an appointment once ready. Leaders don’t take direct action during this stage other than ensuring their In School calendar remains available for scheduling. When a recruit books an appointment, they automatically move to the 1:1 Appointment Set stage. This stage ensures Keller Williams stays top of mind throughout the licensing process, increasing the likelihood of conversion after graduation.
For a deeper dive into this stage, click here.
1:1 Appt. Set #
The 1:1 Appointment Set stage manages recruits who have scheduled a Career Consultation through the In School calendar, ensuring smooth communication and leader accountability. Once a recruit books, they’re removed from the nurture campaign and automatically receive confirmation details and reminder messages leading up to their appointment. Leaders are responsible for completing the attendance action within 48 hours, with automated reminders sent until it’s done. Based on attendance, recruits automatically move to either the 1:1 Appointment Held or 1:1 Appointment (Canceled/No Showed) stage. This stage keeps recruits informed and leaders consistent in follow-up, maintaining momentum through the In School pipeline.
For a deeper dive into this stage, click here.
1:1 Appt. (No Show/Cancelled) #
The 1:1 Appointment (Canceled/No Showed) stage re-engages recruits who canceled or missed their Career Consultation. Upon entering this stage, recruits automatically receive an email and text with a link to re-register for a new appointment. If they don’t act, leaders receive bi-weekly reminders to personally follow up and encourage rebooking. Recruits who re-register move back to the 1:1 Appointment Set stage, while those inactive for 90 days are moved to the Holding stage. This stage blends automation with consistent leader outreach to keep recruits engaged and moving forward in the pipeline.
For a deeper dive into this stage, click here.
In School (Taking Classes) #
The In School (Taking Classes) stage manages recruits who have attended their 1:1 appointment and are actively enrolled in real estate school. Leaders activate a six-month drip of 19 emails, 7 texts, and 6 leader check-ins by setting the “Activate In School Drip” field to Yes, and can optionally track a signed commitment letter if required. Before completing the attendance action, leaders also set the Exam Date Check-In Cadence to define follow-up frequency for the next stage. This stage blends automation with leader accountability to keep recruits supported and progressing until they complete classes, at which point they move to the In School (Awaiting Exam Date) stage.
For a deeper dive into this stage, click here.
In School (Awaiting Exam Date) #
The In School (Awaiting Exam Date) stage tracks recruits who have finished their classes but haven’t yet scheduled their licensing exam. Leaders maintain consistent follow-up through an adjustable check-in cadence—weekly, bi-weekly, or monthly—to encourage timely exam registration. Once the recruit provides an exam date, the leader records it in the recruit card and moves them to the Exam Scheduled stage. This stage creates a clear, organized system for leader accountability and ensures recruits stay motivated and on track as they transition from education to licensing.
For a deeper dive into this stage, click here.
Exam Scheduled #
The Exam Scheduled stage supports recruits who have set their licensing exam date, giving leaders a structured opportunity to engage before the exam. Leaders receive a prompt 36 hours prior to the scheduled date to reach out, offer encouragement, and ensure the recruit is prepared. On the exam date, recruits automatically move to the Exam Taken stage. This stage provides a focused touchpoint at a critical milestone, reinforcing leader support and maintaining the Keller Williams connection.
For a deeper dive into this stage, click here.
Exam Taken #
The Exam Taken stage ensures leaders follow up with recruits after their licensing exam to review results and guide next steps. Three days after the exam, leaders receive automated reminders every three days until they contact the recruit. Once results are confirmed, the leader manually moves the recruit to the appropriate next stage. This stage provides timely, structured follow-up to maintain engagement and support recruits immediately after a key milestone.
For a deeper dive into this stage, click here.
Exam Failed #
The Exam Failed stage supports recruits who did not pass their licensing exam by providing structured follow-up, resources, and guidance for a retake. Leaders receive bi-weekly reminders to connect with the recruit, offer exam prep support, and encourage scheduling a new exam. Once a new exam date is set, the recruit is moved to the Exam Scheduled stage, or exited from the pipeline if they are no longer continuing. This stage ensures continued engagement and guidance, helping recruits stay on track toward licensure.
For a deeper dive into this stage, click here.
Exam Passed (Schedule Career Strategy) #
The Exam Passed (Schedule Career Strategy) stage supports recruits who have passed their licensing exam and are ready to schedule a Career Strategy session. Leaders receive automated reminders every 48 hours to connect and schedule the session, either through the recruit card’s Offer Career Strategy Session option or manually. Once the session is scheduled, recruits move to the Scheduled Career Strategy stage. This stage ensures timely leader follow-up while keeping recruits engaged as they transition from licensing to joining Keller Williams.
For a deeper dive into this stage, click here.
Scheduled Career Strategy #
The Scheduled Career Strategy stage manages recruits who have booked their Career Strategy session. Leaders receive weekly reminders to follow up and complete attendance actions. Recruits who attend the session are automatically moved to Career Strategy Held, while no-shows are returned to the Exam Passed stage for rescheduling. This stage combines automation with leader accountability to ensure sessions are completed and recruits remain engaged in the pipeline.
For a deeper dive into this stage, click here.
Career Strategy Held #
The Career Strategy Held stage supports recruits after they’ve completed their Career Strategy session, providing structured follow-up and leader accountability. Leaders receive repeating reminders every 3 days to connect with the recruit, review session outcomes, and guide them toward the next steps in joining Keller Williams. Once the recruit’s decisions are determined, the leader manually moves them to the appropriate next stage. This stage ensures consistent engagement and personalized guidance as recruits transition from strategy to action.
For a deeper dive into this stage, click here.
Exit Pipeline #
The Exit Pipeline stage is used when moving recruits from this pipeline to another. The location they automatically go to in that pipeline is based on the most likely spot. This can be bypassed by instead moving them to the Holding Stage in that pipeline by selecting that option in the Exit Pipeline/Long Term Nurture section of the Opportunity Card, which is also used for the Approval Check and telling the system which pipeline you wish for the recruit to go.
To learn more about the Exit Pipeline process, click here.
Holding Stage #
Description coming soon…
To learn more about the Holding Stage, click here.
Related Resources #
- Understanding the Exit Pipeline Process
- Moving Recruits Between Stages in MC Sites 3.0
- Understanding the Holding Stage
- Taking Attendance After an Appointment
- Training 4: R0 (Not In School) Pipeline
- Training 6: R1/R2 (Licensed Agent Pipeline)
- Training 7: KWPrep Pipeline
- Training 8: Kaplan Pipeline
- Training 9: Long Term Nurture Pipeline
- Training 10: Onboarding Pipeline
- Training 11: Driving Traffic & Generating Leads
