Lead Tracker Process Flow

Distribution Flow

Lead → Tier 1 → Tier 2 → Recycle

1

Lead Arrives

From any source: Luxury Presence, HAR, Homes.com, Zillow, referral, sign call, etc.

Luxury Presence leads → skip to Management (JRD/KLJ only). All others → Tier 1.

2

Distribute to Tier 1 — Member Agents

Standard lead notification email sent to all 4 member agents simultaneously. No additional message. First to claim gets it.

Tier 1 Members:

Dee DLO

Gabriel GAV

Sergio SMT

Edward EDE

3

Pause — Wait for Tier 1 Claim

Tier 1 agents have until end of business day to claim the lead.

Pause duration: Same business day. If not claimed by EOD, escalate to Tier 2 next business morning.

4

Escalate to Tier 2 — AOHLA

Unclaimed lead sent to Approved OH Leads Agents (AOHLA) next business morning.

Tier 2 Members: AOHLA — Approved Open House Leads Agents (external, pre-approved by management)

Referral fee logic:
• Lead value > $10K → claim includes 25% referral fee agreement (no expiration, auto-agreed on claim)
• Lead value ≤ $10K → no referral fee message

5

Not Claimed by Tier 2 → Recycle

If Tier 2 does not claim within the business day, the lead is added back to the next business day's Tier 1 distribution. Cycle restarts.

Recycle: Unclaimed → next business day → back to Tier 1 → if unclaimed again → Tier 2 → repeat.

6

1 Week Unclaimed → Status: Unclaimed

If neither Tier 1 nor Tier 2 claims the lead after one full week of cycling, status changes to Unclaimed. Management reviews.

C

Claimed → Follow-Up Cycle Begins

When any agent (Tier 1, Tier 2, or Management) claims a lead:
• Confirmation email sent to claimant + management (JRD + KLJ)
• Contact info revealed to claimant
• 3-call follow-up cycle starts (see below)

Management Leads

Luxury Presence → JRD / KLJ Only

Luxury Presence leads go directly to management — they do NOT enter the Tier 1/Tier 2 flow.

Management (Lead Agents):

Joseph Ray Diosana JRD

Keri Josephson KLJ

Claim page shows JRD/KLJ only (tier=mgmt). Same 3-call follow-up applies after claim.

Follow-Up Process

3-Call Contact Cycle

After claiming a lead, the claimant is responsible for 3 contact attempts. Each attempt is logged with date and notes. Management sees all activity.

1

First Contact

Within 24 hours of claim

2

Second Contact

Within 48 hours of first

3

Third Contact

Within 72 hours of second

How It Works

Claimant clicks Claim on the claim page → contact info revealed
Claimant calls the lead → logs the attempt on the claim page (date + notes)
System tracks: attempt number, date, notes, and time between attempts
After each attempt, claimant records the outcome:
- Engaged — spoke with lead, conversation happening
- Opportunity — lead is interested, next steps defined
- Campaign — added to long-term nurture
- False Info — bad number/email
- Has Realtor — already working with another agent
After 3 attempts with no engagement → lead moves to Campaign or Closed

Reminder Schedule (Claimant)

After claiming, the system sends the claimant email reminders:

Immediately: claim confirmation + lead contact info + "Call within 24 hours"
24 hours: reminder if call #1 not logged — "You haven't logged your first contact"
After call #1: "Call #2 due within 48 hours"
After call #2: "Call #3 due within 72 hours — then log final outcome"
After call #3 or 1 week: "Log your final result for this lead"

Reporting

Weekly Report — Fridays 8:55 AM

Automated email to management (JRD + KLJ) before KLJ's Friday 1-on-1 meetings.

New leads this week (count, source breakdown)
Claimed vs unclaimed (active only, not legacy)
Claimed by whom (specific individual names)
Follow-up compliance: who completed 3 calls, who hasn't
Tier 1 vs Tier 2 performance
Leads stuck in cycle (approaching 1-week unclaimed)

System Info

Tracker Metadata

Tracker launch date	March 22, 2026
Legacy leads (pre-launch)	397 — tracked, not counted as unclaimed
Active leads (post-launch)	10
Lead sources	Luxury Presence, Homes.com, HAR, Zillow, ShowingSmart, Realtor.com, Rent/Apartments, referrals
Claim page	claim.html (?tier=mgmt for management)
API	lead-action.js (Cloudflare KV)
Weekly report	Fridays 8:55 AM to JRD + KLJ