Real Estate CRM - Flow Documentation

Complete Flow Documentation

Understand how leads move through the system

Flow 1: Telecaller Prospect to Closer

Visual Flow

CRM/Admin → Telecaller → Prospect → Manager Verify → Meeting → Site Visit → Closer → Closed Won

1 CRM/Admin Assigns Leads to Telecaller

Who: CRM Admin
Action: Assign leads from the system to telecallers for calling.
Result: Telecaller receives leads in their dashboard.

2 Telecaller Calls and Extracts Prospect

Who: Telecaller
Action: Telecaller calls the lead, collects information, and creates a prospect if the lead is interested.
Result: Prospect is created with customer details and marked as "Pending Verification".

3 Prospect Sent to Manager for Verification

Who: System
Action: Prospect automatically appears in the Manager's verification panel.
Result: Manager can see all pending prospects from their team members.

4 Manager Verifies/Rejects Prospect

Who: Sales Manager
Action: Manager reviews the prospect and either verifies or rejects it. Only the telecaller's direct manager can verify.
Result: Verified - Prospect moves forward Rejected - Prospect is rejected

                                Important: CRM/Admin can only VIEW prospects, they cannot verify them. Only the telecaller's manager can verify.
                            

5 Meeting Scheduled No Verification

Who: Sales Manager
Action: Manager schedules a meeting with the verified prospect. Meeting can be created from prospect or manager can create their own meeting.
Result: Meeting is scheduled with date, time, and customer details. Status: Scheduled

Note: At this stage, NO verification is required. Meeting is just scheduled.

6 Manager Completes Meeting Photo Required

Who: Sales Manager
Action: Manager marks meeting as completed and MUST upload proof photos (at least 1 photo required).
Result: Meeting status changes to Completed and moves to verification queue.

                                Required: Proof photos must be uploaded. Max 5MB per image. Multiple photos can be uploaded.
                            

7 Meeting Pending CRM Verification

Who: CRM Admin
Action: Meeting appears in CRM/Admin verification panel for review.
Result: Meeting shows as Pending Verification

8 CRM Verifies Meeting Achievement Count

Who: CRM Admin
Action: CRM/Admin reviews the meeting and proof photos, then verifies it.
Result: Meeting status: Verified
Achievement: This counts as 1 Meeting Achievement for the Manager. (e.g., 2/10 meetings completed)

9 Site Visit Scheduled No Verification

Who: Sales Manager
Action: After meeting is verified, manager schedules a site visit. Can convert meeting to site visit or create new site visit.
Result: Site visit is scheduled. Status: Scheduled

Note: At this stage, NO verification is required. Site visit is just scheduled.

10 Manager Completes Site Visit Photo Required

Who: Sales Manager
Action: Manager marks site visit as completed and MUST upload proof photos (at least 1 photo required).
Result: Site visit status: Completed and moves to verification queue.

Required: Proof photos must be uploaded. Max 5MB per image.

11 Site Visit Pending CRM Verification

Who: CRM Admin
Action: Site visit appears in CRM/Admin verification panel.
Result: Site visit shows as Pending Verification

12 CRM Verifies Site Visit Achievement Count

Who: CRM Admin
Action: CRM/Admin reviews site visit and proof photos, then verifies it.
Result: Site visit status: Verified
Achievement: This counts as 1 Site Visit Achievement for the Manager. (e.g., 2/10 site visits completed)

13 Manager Requests Closer Photo Required

Who: Sales Manager
Action: After site visit is verified, manager can request for closer. MUST upload proof photos.
Result: Closer request is submitted. Status: Pending Verification

                                Required: Proof photos must be uploaded for closer request. This is a MANUAL conversion, not automatic.
                            

14 Closer Pending CRM Verification

Who: CRM Admin
Action: Closer request appears in CRM/Admin verification panel.
Result: Closer shows as Pending Verification

15 CRM Verifies Closer Closer Achievement Count

Who: CRM Admin
Action: CRM/Admin reviews closer request and proof photos, then verifies it.
Result: Closer status: Verified
Achievement: This counts as 1 Closer Achievement for the Manager. (e.g., 1/5 closers completed)
Lead Status: Automatically updated to Closed Won

Flow 2: Manager's Own Lead to Closer

Visual Flow

Manager → Create Lead → Meeting → Site Visit → Closer → Closed Won

1 Manager Creates Own Lead

Who: Sales Manager
Action: Manager can create their own lead directly without going through telecaller prospect flow.
Result: Lead is created and appears in manager's leads list.

                                Difference: This flow skips the telecaller prospect and manager verification steps. Manager goes directly to scheduling meeting.
                            

2 Meeting Scheduled No Verification

Who: Sales Manager
Action: Manager schedules meeting with the lead they created.
Result: Meeting is scheduled. Status: Scheduled

                                Note: From this point, the flow is IDENTICAL to Flow 1 (Steps 6-15). Meeting completion, site visit, and closer follow the same process.
                            

3-8 Same as Flow 1 Steps 6-12

Steps:
• Complete Meeting (with photos) → CRM Verifies → Meeting Achievement
• Schedule Site Visit → Complete Site Visit (with photos) → CRM Verifies → Site Visit Achievement
• Request Closer (with photos) → CRM Verifies → Closer Achievement → Lead: Closed Won

                                Important: All verification steps, photo requirements, and achievement counting work exactly the same as Flow 1.
                            

Flow 3: Dead Lead Management

Visual Flow

Any Stage → Mark as Dead → Hidden from Manager → Admin/CRM Trash

1 Dead Lead Option Available at Any Stage

When: At ANY stage (Meeting, Site Visit, or Closer Request)
Who: Sales Manager
Action: Manager can mark a lead as dead if it's no longer viable.
Stages:

During Meeting (scheduled or completed)
During Site Visit (scheduled or completed)
During Closer Request (pending verification)

2 Mark as Dead - Reason Required

Action: Manager clicks "Mark as Dead" button and MUST provide a reason/remark.
Required: Reason field is mandatory (cannot be empty).
Result:

Lead is marked as Dead
Dead reason is saved
Stage at which it was marked dead is recorded
Timestamp and user who marked it dead is saved

3 Dead Lead Hidden from Manager

Who: Sales Manager
Result: Once marked as dead, the lead/meeting/site visit:

Disappears from manager's dashboard
Does not appear in manager's meetings list
Does not appear in manager's site visits list
Cannot be accessed by manager anymore

                                Important: Manager cannot see or access dead leads. They are completely hidden from manager's view.
                            

4 Dead Lead Visible in Admin/CRM Trash

Who: CRM Admin
Location: Admin/CRM panel → "Dead Leads / Trash" section
View: Admin/CRM can see:

All dead leads
All dead meetings
All dead site visits
Dead reason
Stage at which it was marked dead
Who marked it dead and when

                                Purpose: This allows Admin/CRM to review dead leads, analyze reasons, and maintain records.
                            

5 Dead Lead Impact

Impact:

Dead leads do NOT count towards achievements
Dead leads do NOT appear in manager's reports
Dead leads are permanently marked (cannot be undone by manager)
Lead status is updated to "Closed Lost"

                                Note: Once a lead is marked as dead, it cannot be reactivated by the manager. Only Admin/CRM can view it in trash.
                            