The operating manual for every seat. One rule runs the whole system: tags move people, people close deals. The bots handle the conversations. You handle the moments the bots hand you — and you make the calls.
Offer Now makes money one way: closed assignments. We contract off-market houses cheap, sell the contract to an investor, keep the fee. Four lanes feed one scoreboard.
Direct to Seller. Motivated-seller lists (absentee, preforeclosure, probate, tax delinquent…) loaded with a motivation tag. Stella texts, qualifies, books the call.
Direct to Agent. Roxie cold-texts SA agents, books Meet & Greets, then farms the relationship ~2x/month. Approved agents send us pocket deals — the cheapest deals we get.
Direct to Buyer. Bella connects with investors, learns buy boxes, gets them vetted (call + POF + tier). The vetted list is what we sell into.
Direct to Agent-with-Buyer. Bella's second audience: buy-side agents repping investor clients. Same vetting path, its own tags and nurture content.
Every record is a Contact (person) plus one or more Opportunities (their spot in a pipeline). Tags tell the automations what to do. At key moments your entire job is adding one tag or logging one call outcome — the workflow moves the card, sends the messages, sets the reminders, and flags the next human. Hand-drag cards or strip tags and the machine breaks silently: leads just stop getting worked and nobody notices until the pipeline's dead.
Roles are seats, not people. Whoever sits in the seat runs the seat's playbook. AI agents are system components — they keep their names.
Every deal decision, every offer, every number, all novation presentations. Follower on every opportunity in every lane. Works a rotation — the system must run without him mid-hitch.
Owner of DTS and DTA contacts + opportunities. Uploads lists, works booked calls, tags outcomes, handles refused-call and prefers-text follow-ups, starts underwriting on submitted deals, and works power-dialer call tasks.
Owner of DTB/DTAB contacts + opportunities. Runs buyer vetting calls, tags vetted / no-show outcomes, markets live deals to the vetted list, drives Dispo Deals to Funded, takes buyer handoffs from Stella, and works power-dialer call tasks.
List pulls, cron runs, data backfills, daily digests, unassigned-lead alerts. Executes; never makes strategy calls. Anything needing judgment gets flagged NEEDS DECISION and stops.
Motivation-aware outreach, qualification, booking. Listens through every wait. Never quotes prices, never mentions novation.
Cold outreach, Meet & Greet booking, relationship farming, deal capture. Numbers live on the call.
Buyer/agent-buyer outreach, buy-box intake, vetting-call booking, quarterly refresh. Never presents or discusses specific deals.
No em dashes. No banned words (AI, bot, automated, system…). Never confirm or deny being human. No prices, dollar signs, percentages, or links by text, ever. No same-day or morning calls. Two booking asks max, then back off. STOP means one polite close and done.
Every escalation and call task lands in two places: your Tasks and your internal Notifications in GHL. Check both at least twice a day. If a bot needed a human and you didn't see it, that's a lost deal, not a missed message.
Owner: ACQ Rep · Bot: Stella · Pipelines: (DTS) AI → (DTS) WP → Dispo Deals, with (DTS) Nurture catching the not-nows.
Upload the scrubbed list, then add these tags to every contact:
sys dts: absentee sys dts: code violations sys dts: divorce sys dts: expired/withdrawn listing sys dts: high equity/long owner sys dts: preforeclosure sys dts: probate/inherited sys dts: tax delq sys dts: tired landlord sys dts: vacant
System then does the rest: creates the opportunity in (DTS) AI, assigns the ACQ Rep as owner, adds Yogi as follower, waits 60 seconds to read the motivation tag, writes the Motivation field, and turns Stella on.
| Phase | Schedule | Reply → | No reply → |
|---|---|---|---|
| Initial (3-day window) | Msg 1 → wait 1 day → Msg 2 → wait 1 day → Msg 3 → wait 1 day | Live Conversation stage — Stella qualifies & books | No Response (timed out) stage; sys dts: no response |
| Re-engagement | RE Msg 1 → ~28h → RE Msg 2 → ~29h → RE Msg 3 | Back to Live Conversation | 45-Day Nurture in (DTS) Nurture pipeline |
| Long-term nurture | 45 / 90 / 180-day / yearly drips | Back to Live Conversation — dormant sellers resurface constantly | Eventually sys: dts: seller dormant / Dead Lead |
Once a lead hits No Response, the Power Dialer also kicks in — see that tab. Text and calls run in parallel until contact is made.
Stella books in-thread. System adds ai: dts booked and moves the opportunity out of (DTS) AI into (DTS) WP at Appointment Booked. Reminders fire automatically: 24h, 2h, 1h, 30min, 5min before the call. Stella keeps listening throughout.
| Outcome | You add | System does |
|---|---|---|
| ✅ Showed up | dts: appointment completed | Stage → Appointment Completed, thank-you message sent, deal desk begins |
| ❌ No-show | dts: no show | Auto-adds sys dts: missed appt 1, sends rebook message, waits 24h; no answer → Missed Appt Re-engage in Nurture |
| 🚫 Verbally opted out on the phone | dts: not interested | DND enabled, all workflows removed, Stella off, stage → Opted Out |
From Appointment Completed forward, the ACQ seat drives stages manually and tags milestones as they happen: dts: post call offer send dts: negotiation started sys dts: negotiation app booked dts: contract send dts: contract signed dts: declined offer. Seller quality tiers: dts: tier 1 / dts: tier 2. Contract signed → "Under Contract → Sent to Dispo" pushes it to Dispo Deals and the Dispo seat takes over.
| What happened | System does | Your move |
|---|---|---|
| Refused call, prefers text | Stella adds sys dts: refused call + ai dts: prefers to text, stage → Refused Phone Call, task + notification | Work the lead by text yourself. Live leads, just phone-averse. |
| Seller is actually a buyer | Full auto-handoff: DTS tags/workflows removed, dtb: buyer identified from dts added, owner switches to Dispo Rep, Stella hands the thread to Bella, opportunity recreated in Buyer Pipeline only | Dispo seat picks it up. ACQ seat does nothing. |
| Texted STOP | DND on, workflows off, Stella off, dts: opted out, stage → Opted Out | Nothing. Ever. |
Owner: ACQ Rep · Bot: Roxie · Pipelines: (DTA) Agent Cold Outreach → (DTA) Agent Off Market Leads. Relationship-first: the Approved Agent list is the asset.
Upload the agent smart list and add admin: dta start outreach + a market tag. That's the only trigger you apply. The system then adds its own confirmation tag sys dta: start agent cold or, plus sys: dta, sys dta: agent-cold, and agent cold sms, creates the opportunity at New Agent (cold), assigns the ACQ Rep as owner, adds Yogi as follower, and Roxie sends Message #1.
You'll see both the admin: and sys: versions on the contact afterward — that's expected. You only ever add the admin: one; the sys: one is the system confirming it took over.
| Day | Action |
|---|---|
| 0 | Message #1. No reply after 2 days → stage → Contacted (No Response) |
| 2 / 5 / 9 / 14 / 20 | Messages #2 through #6 |
| 21 | Still nothing → outreach tags cleared, sys dta: agent-nurture added, stage → Long-Term Nurture |
Roxie listens through the entire drip and nurture. A reply at any point moves them to Engaged (replied) with sys dta: agent-engaged, and Roxie works toward booking a Meet & Greet. Booked → Call Booked stage, confirmation + 24h/1h reminders automatic. No-response agents also feed the Power Dialer — see that tab.
| Outcome | You add | System does |
|---|---|---|
| ✅ Call went well | dta: agent-active relationship | Clears engaged tags, stage → Active Relationship, Roxie enters indefinite check-in / nurture cycle |
| ❌ No-show (1st) | dta: no show | Recovery: rebook now, nudge 18h, final 2 days; no rebook in 4 more days → nurture. Rebooks → sys: dta rebooked, back to Call Booked |
| ❌ No-show (2nd) | Remove dta: no show, then re-add it | Detects repeat, adds sys dta: no-show-2, one acknowledgment message, Long-Term Nurture, creates a task for you |
| 🚫 Kill manually | dta: dnd | Roxie off, workflows removed, stage → Opted out/DND. Bad numbers, wrong person, blacklist |
Active agents get periodic "got anything?" touches. When one replies with a property, Roxie captures the address, tags sys dta: deal-submitted, creates a new opportunity in (DTA) Agent Off Market Leads named by street address, and alerts the ACQ seat. Your move: start underwriting same day. The 24-hour offer-or-fast-no SLA is a promise Roxie already made — keep it.
| What happened | System does | Your move |
|---|---|---|
| Refuses call / prefers text | sys dta: refused call, stage → Agent Refused Call, task + notification | Decide: text-only, retry later, or nurture. |
| Texts STOP | sys dta: opted out, Roxie off, workflows removed, stage → end | Nothing. |
Owner: Dispo Rep · Bot: Bella · Pipeline: (DTB/AB) Buyer Pipeline. Two audiences, one flow, parallel tags. Bella's mission is vetting — never deals.
Upload the list and add the matching trigger + a market tag:
System sets the lead-type field (buyer / agent with buyer), adds the routing tag ai dtb: buyer or ai dtab: agent buyer, creates the opportunity at Buyer/Agent Initial Contact, assigns the Dispo Rep as owner, adds Yogi as follower, and Bella drips at a throttled pace (2 contacts / 3 min).
| Day | Action | No reply → |
|---|---|---|
| 0 / 1 / 2 | Messages 1, 2, 3 | After Msg 3 → No Response stage |
| 6 | 4-day wait after Msg 3 | → No Reply/No Show Nurture (45-day cycle) |
Reply at any point → Live Conversation. Bella collects the buy box (areas, strategy, rehab tolerance, funding, speed, track record) and invites them to the vetting call. Booking auto-detected: stage → Call Booked, reminders 24h down to 1h. No-response buyers also feed the Power Dialer.
| Outcome | DTB tag | DTAB tag | System does |
|---|---|---|---|
| ✅ Vetted | dtb: vetted buyer | dtab: vetted agent buyer | Stage → Vetted/Active; 45-day nurture; quarterly buy-box refresh, forever, automated |
| 📞 Booked outside the system | dtb: buyer booked call | dtab: agent buyer booked call | Stage → Call Booked, reminders attach |
| ❌ No-show | dtb: buyer no show | dtab: agent buyer no show | Rebook Attempt: invite now, "last attempt" 2 days, 3 more days listening; nothing → 45-day nurture; never → sys dtb: buyer-dormant / sys dtab: agent buyer-dormant, Lost/DND |
| 🚫 Opted out on the call | dtb: opted-out/dnd | dtab: dnd | DND on, Bella off, workflows removed, stage → Opted Out/DND |
| 📵 Wrong number | dtb dtab: wrong number (shared, both lanes) | Stage → Incorrect Contact, Bella off, Dispo Rep notified. Texted "wrong number" triggers it automatically | |
Bella never presents, blasts, or discusses a specific deal — not price, condition, terms, or even facts a blast already stated. Any deal question routes to a human same day. The Dispo seat handles all deal conversations personally. Fee is our business, seller info is never shared, no remarketing our deals.
Once a contract lands in Dispo Deals: deal blasted dispo buyer replied offers made dispo offer accepted dispo deal signed dispo deal in title. These mirror the Dispo Deals stages — Funded/Closed is the finish line, assignment fee required on that stage.
Applies to ACQ Rep and Dispo Rep, all three lanes. When a lead goes cold on text, the system turns it into a phone call task for you. Your whole job: check tasks, dial, log the outcome. The system does the rest.
| Step | Do this |
|---|---|
| 1 · Check tasks daily | CRM → Dashboard → Tasks. Look for Manual Call tasks. They're auto-created — you never hunt through pipelines. |
| 2 · Make the call | Open the task, dial the number shown, directly from the task. Do not text. Add notes only if they answered. |
| 3 · Log the outcome | Mark exactly one outcome before closing. This is what routes the lead. |
| You mark | Means | System does |
|---|---|---|
| ✅ Completed | They answered, you spoke | Adds the lane's call-completed tag (sys dta: call completed / sys dts: call completed / sys dtb: call completed), removes from dialer workflows, sends a thank-you. Done. |
| 📵 No Answer 📳 Voicemail 🔴 Busy ❌ Cancel | Didn't connect | Routes to the lane's Did Not Pick Up workflow: schedules 1 call/day for up to 3 more days. A fresh Manual Call task appears each day — repeat the loop. |
Always mark an outcome — an unlogged call leaves the lead stranded with no next step. Never skip a task — each missed call breaks that lead's follow-up chain. Only call — no texts, no manual stage moves, no tagging (the system tags on completion). Notes only when they answered.
Every active pipeline, what it tracks, and who owns movement. If a workflow owns the movement, humans don't drag cards.
| Pipeline | Lane | What it tracks | Who moves records |
|---|---|---|---|
| (DTS) AI (ACQ) | DTS | Top of seller funnel: New Lead, Live Conversation, No Response, Opted Out, Sender Error | Stella's workflows (automatic) |
| (DTS) WP (ACQ) | DTS | Seller deal desk: Appointment Booked → Completed → Offer → Negotiating → Contract stages → Sent to Dispo. Plus Refused Phone Call + Missed Appointment | Booking workflow lands them; ACQ seat + Yogi move deal-desk stages |
| (DTS) Nurture (ACQ) | DTS | Not-now sellers: re-engage, missed-appt, 45/90/180-day + yearly drips, Dead Lead | Workflows (automatic) |
| (DTA) Agent Cold Outreach (ACQ) | DTA | Agent funnel: New Agent → Contacted → Engaged → Call Booked → Active Relationship / Long-Term Nurture | Roxie's workflows (automatic) |
| (DTA) Agent Off Market Leads (ACQ) | DTA | Agent-submitted deals: New Deal → Underwriting → Offer → Under Contract → Dispo → Closed | ACQ seat / Yogi (manual) |
| (DTA) MLS Offers (ACQ) | DTA | Offers on listed properties: Underwriting → Offer Submitted → Countered / Accepted / Closed | Deal desk (manual) |
| (DTB/AB) Buyer Pipeline (DISPO) | DTBAB | Buyer/agent-buyer vetting: Initial Contact → Collect Criteria → Call Booked → Vetted/Active, plus Rebook, Nurture, Wrong Number, DND | Bella's workflows (automatic) |
| Dispo Deals (DISPO) | DEAL | The deal, buy-side: New Deal → Blasted → Offers → Accepted → Signed → Title → Funded/Closed | Dispo seat (manual) |
| Novation Nation (ACQ + DISPO) | HOLD | RetailMax / novation program. Built, deferred. Human-only; never pitched by SMS. | Yogi only |
| (DTW) Cold Outreach / Micro Flipping (DISPO) | LOW | Future JV-wholesaler bucket. Not built out, not a focus. | — |
| Preforeclosures / Relatives Foreclosure | LEGACY | Older lead pools from prior campaigns. | — |
GHL stores the owner in two places: on the Contact and on the Opportunity. The board reads the Opportunity; the contact page reads the Contact. A lead can look unassigned on the board while being fully assigned. Do not "fix" it by reassigning or dragging — workflows now write both fields and Ops is backfilling old records. See one? Note it, don't touch it.
The complete live registry, organized by family. Color stripe = lane. Read any tag with the grammar: admin: = a human trigger you apply, sys = machine-written (never touch), ai = bot routing, prefix = lane.
| Tag | Fires | Applied by |
|---|---|---|
| admin: dta start outreach | Agent cold outreach (Roxie). System then confirms with sys dta: start agent cold or | ACQ seat at upload |
| admin: dts start outreach | Seller outreach (Stella) + Workflow #1 | ACQ seat at upload |
| admin: dtb start outreach | Buyer outreach (Bella) | Dispo seat at upload |
| admin: dtab start outreach | Agent-with-buyer outreach (Bella) | Dispo seat at upload |
| sys: dts sys: dta sys: dtb | Which side of the house. Every contact carries one. Routing and reporting key off it. |
| sys: dta rebooked / sys: dts: seller dormant | Lifecycle markers. |
| sys dta: call completed sys dts: call completed sys dtb: call completed | Written automatically when a rep logs a call as Completed. Removes the lead from dialer workflows and sends the thank-you. Reps never add these by hand. |
| Motivation / list source (at upload, one per contact) | |
|---|---|
| sys dts: absentee sys dts: code violations sys dts: divorce sys dts: expired/withdrawn listing sys dts: high equity/long owner sys dts: preforeclosure sys dts: probate/inherited sys dts: tax delq sys dts: tired landlord sys dts: vacant | The distress story. Selects Stella's message set and writes the Motivation field. Read a seller's tags and you know their situation before opening the thread. |
| Conversation & booking (machine-written) | |
| ai: dts booked / ai dts: prefers to text / sys dts: no response / sys dts: refused call / sys dts: missed appt 1 / sys dts: negotiation app booked | Sequence, booking, and appointment state markers |
| Human-applied outcomes (ACQ seat) | |
| dts: appointment completed / dts: no show / dts: not interested | Post-call outcomes — each fires a follow-on workflow |
| dts: post call offer send / dts: negotiation started / dts: contract send / dts: contract signed / dts: declined offer | Deal-desk milestones |
| dts: tier 1 / dts: tier 2 | Seller lead quality |
| dts: opted out | Opt-out — radioactive |
| Machine-written state | |
|---|---|
| sys dta: start agent cold or / sys dta: agent-cold / sys dta: agent-engaged / sys dta: agent-nurture / sys dta: no-show-2 / sys dta: refused call / sys dta: deal-submitted / agent cold sms | Roxie lifecycle. deal-submitted = an Off Market Leads opportunity exists, underwriting clock running. |
| Human-applied (ACQ seat) | |
| dta: no show | 1st: add. 2nd: remove, then re-add |
| dta: agent-active relationship | Call went well — starts farming cycle |
| agent-qualified | Qualified-agent marker (legacy unprefixed) |
| dta: dnd / sys dta: opted out | Kill switches — radioactive |
| Routing & source | |
|---|---|
| ai dtb: buyer / ai dtab: agent buyer / dtb: section 8 / dtb: buyer identified from dts | Bot routing, list source, and the Stella→Bella handoff marker |
| Human-applied outcomes (Dispo seat) | |
| dtb: buyer booked call / dtab: agent buyer booked call | Manual booking override |
| dtb: vetted buyer / dtab: vetted agent buyer | Vetted — starts nurture + quarterly refresh |
| dtb: buyer no show / dtab: agent buyer no show | No-show — fires rebook recovery |
| dtb dtab: wrong number | Wrong number (shared, both lanes) |
| Machine-written state | |
| sys dtb: buyer-dormant / sys dtab: agent buyer-dormant / sys dtb: refused call / buyer - not interested | End-states and refusals |
| dtb: opted-out/dnd / dtab: dnd | Opt-outs — radioactive |
| deal blasted dispo buyer replied offers made dispo offer accepted dispo deal signed dispo deal in title | Buyer-side deal motion, mirroring the Dispo Deals stages. |
| mkt: san antonio tx mkt: austin tx mkt: dallas ft worth tx mkt: houston tx | Which market a contact belongs to. San Antonio live; rest pre-wired for expansion. Every upload carries one. |
| dnd dts: opted out dts: not interested dta: dnd sys dta: opted out dtb: opted-out/dnd dtab: dnd | Anything containing dnd, opted, or not interested = do not touch, do not message, any channel, forever. TCPA compliance, not preference. You don't need to memorize the variants — the rule covers them all. |
| jojo user maga buyers memphis tn buyers | Historical imports. Read-only; don't reuse for new uploads — new lists follow the grammar. |
Registry pulled live 2026-08-09. admin: dta start outreach verified on live contacts; the other three admin: triggers and the three call completed tags come from the current SOPs and follow the same confirmed pattern. New tags require: grammar-compliant name, a named workflow that reads it, and a registry line — or they don't get created.
The whole human job in the automated lanes. Print this one. If your moment isn't here, the machine is handling it — leave it alone.
| Seat | Moment | Your action |
|---|---|---|
| ACQ Rep | Uploading a seller list | Add admin: dts start outreach + one motivation tag + mkt: |
| Uploading an agent list | Add admin: dta start outreach + mkt: | |
| Seller showed for the call | Add dts: appointment completed | |
| Seller no-showed | Add dts: no show | |
| Seller opted out on the phone | Add dts: not interested | |
| Agent no-showed (1st / 2nd) | Add dta: no show · 2nd: remove, re-add | |
| Agent call went well | Add dta: agent-active relationship | |
| Roxie flags a submitted deal | Open Off Market Leads, start underwriting — 24h SLA | |
| Dispo Rep | Uploading a buyer / agent-buyer list | Add admin: dtb or admin: dtab start outreach + mkt: |
| Buyer vetted after the call | Add dtb: vetted buyer / dtab: vetted agent buyer | |
| Buyer no-showed | Add dtb: buyer no show / dtab: agent buyer no show | |
| Booked a call yourself, outside the system | Add dtb: buyer booked call / dtab: agent buyer booked call | |
| Wrong number / verbal opt-out on a call | Add dtb dtab: wrong number, or the lane's dnd tag | |
| Both seats | Manual Call task appears (Power Dialer) | Dial from the task, mark the outcome. System tags + routes. |
| Kill a record manually | Add the lane's dnd tag (dta: dnd etc.) | |
| Task or notification appears | A bot handing you a human moment — work it same day |
1) Open Tasks — clear every bot escalation and Manual Call task. 2) Open Notifications — refused calls, prefers-text, wrong numbers, submitted deals. 3) Work today's booked calls + dialer tasks. 4) Tag/log every outcome same-day — an untagged outcome is a lead the machine can't follow up on. 5) Log anything weird to Ops; don't hand-fix it.
If you remember nothing else, remember these. Each one exists because breaking it costs real deals or real legal exposure.
Your job at key moments is adding one tag or logging one call outcome. The workflow moves the card, sends the messages, sets the tasks. Hand-dragging in bot-owned pipelines desyncs the record and the lead goes dark.
sys and ai tags are the system's — it writes them, you don't. One admin: trigger per upload, by lane.
Every call gets its outcome the day it happens. Late means missed rebook windows, dead reminder chains, no-shows that never got recovered, and dialer chains that break.
No price, offer, fee, percentage, or dollar amount by text or email — from you or a bot. Every number lives on a call.
Retail-anchored sellers get the bridge line and a booked call. Only Yogi presents that option.
Anything tagged dnd / opted out / not interested is never messaged again, any channel, forever. Federal law, not etiquette.
Specific-property questions in buyer threads route to a human same day. Fee, seller info, contract price never shared.
No same-day calls, no mornings, every lane. Only offer slots actually open on the calendar.
Roxie tells agents they get an offer or fast no within 24 hours. When a deal hits Off Market Leads, that clock is running.
Weird owner fields, duplicates, cards in the wrong place — flag to Ops. One-off hand-fixes hide systemic bugs and break backfills.
8 signed contracts a month, 4–6 closed. Every hour traces to that number. If a task doesn't help close the next deal, question it out loud.
Sources: lane SOPs (DTS / DTA / DTB-DTAB / Power Dialer), live GHL pipeline + tag registry pull (2026-08-09), agent system prompts, Executive Desk instructions, Decisions Log, KPI Targets & Funnel Model. Print-friendly — Ctrl/Cmd+P renders each tab as its own page.