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Onboarding guide

From first login to first closing — in six steps.

Follow this walkthrough to set up RealtyFlow AI properly and get the full value out of every lead in your database.

  1. 1. Create your account

    Sign up with email or Google and choose Starter, Professional, or Team. Your workspace is created instantly with demo leads so you can explore before importing anything real.

    • Use the same email your brokerage uses so teammates can find you.
    • Starter fits solo agents up to 250 leads; upgrade any time from Billing.

  2. 2. Add your leads

    From the dashboard, click Add lead and fill in name, contact, buyer/seller type, budget, timeline and notes. The more context you paste into Notes, the sharper the AI summary.

    • Paste raw text messages or Zillow inquiries straight into Notes.
    • Always set Timeline and Budget — they drive the urgency score.

  3. 3. Read the AI intent summary

    Each lead gets a plain-English read on motivation, urgency and concerns, plus a 1–100 urgency score. Use it to decide who gets the first call of the day.

    • Urgency 80+ = call today. 50–79 = nurture this week. Below 50 = drip.
    • Re-check summaries after logging a new conversation — they update.

  4. 4. Work the daily action queue

    Open the Tasks panel each morning and clear it top to bottom. Every task is tied to a lead, a channel (call, email, showing, follow-up) and a priority.

    • Block 9–11am for the queue — that's when contact rates peak.
    • Log the outcome as a note right after the call, while it's fresh.

  5. 5. Move deals through the pipeline

    Update the status dropdown as reality changes: New Lead → Contacted → Qualified → Active Buyer/Seller → Under Contract → Closed. Accurate stages make your forecast real.

    • Mark dead leads Lost instead of deleting — it keeps conversion honest.
    • Anything sitting in one stage 14+ days shows up as at-risk.

  6. 6. Review your metrics weekly

    Check conversion rate, hot leads and at-risk counts every Friday. Double down on the sources producing Active Buyers and cut the ones producing Lost.

    • Track source on every lead so the weekly review is meaningful.
    • Team plans can compare per-agent performance in one view.

Get the most out of it

Pick the playbook that matches how you work.

Solo agent

Run the action queue every morning, keep every lead's status current, and let at-risk alerts catch the buyers you'd otherwise forget.

Small team

Assign leads by source, standardize statuses across agents, and use the shared pipeline as your Monday stand-up agenda.

Brokerage

Onboard agents on the Team plan, review conversion by agent monthly, and use AI insights to coach the follow-up gaps.

Ready to work your pipeline?

Your workspace comes preloaded with sample leads so you can practice the whole flow in five minutes.

Open my dashboard

Stuck on a step? Everything here also lives in your dashboard checklist.