Route seller leads into a pipeline with tags and assignment

Why it matters

Speed and ownership decide whether a seller lead becomes a conversation. If a lead sits unassigned overnight, the owner who just asked about their home's value may have already called someone else. Consistent tags and stages also make the funnel measurable in chapter 7.

Step by step

1. 01

   HighLevel: create the Seller Pipeline

   Name it Seller Pipeline. Add stages 1 to 8 from the template with Stage Name > Add stage; reorder with the arrows. HighLevel adds Won and Lost automatically. Stage names must be unique. Use the funnel and pie icons to keep every stage visible in reports.

   Check: The pipeline shows 8 stages in order.

2. 02

   HighLevel: build the routing workflow

   Set the trigger filter Form Is to your seller form. Add the actions from the template. Create Opportunity takes Pipeline, Pipeline Stage, Opportunity Name, Opportunity Source, Status, Duplicate Opportunity and Opportunity Value. Assign To User takes Select the Users, Split Traffic (Equally is round robin; Unevenly is weighted) and Only Apply To Unassigned Contacts, which keeps a past client with their existing agent.

   Check: The workflow is published and shows the trigger plus five actions.

3. 03

   Follow Up Boss: route by source with Lead Flow

   For your website source, set the Agent (or a group) and an Action Plan. Use the advanced rules to route by tag, price, city, state, zip, MLS number or phone: for example, zip 00000 goes to the Harbor Pines farm agent. Create a group at Admin > Groups > + New Group with type Round Robin or First to Claim to share leads among agents.

   Stages: Follow Up Boss's defaults already include Lead, Attempted Contact, Spoke with Customer, Appointment Set, Met with Customer, Listing Agreement, Active Listing, Under Contract, Nurture and Closed. Map the template's nine stages onto these rather than inventing new ones. The Owner can add or rename stages at Admin > Stages; Lead, Closed and Trash cannot be renamed.

   Check: A test lead from your website lands with the right agent and Action Plan.

4. 04

   Follow Up Boss: track listings as Deals

   Follow Up Boss ships with Buyers and Sellers deal pipelines. When a seller signs a listing agreement, create a deal in Sellers with Name, Price, Projected closing date, Contacts and Commission. Deal pipelines and stages are edited by the Owner in Settings.

   Check: Your test seller has a deal in the Sellers pipeline.

5. 05

   Add one tag convention and stick to it

   Tag	Meaning
   seller-lead	Asked about selling or a value range
   src-landing-harbor-pines	Came from that page (one src- tag per source)
   cu-harbor-pines	Opted in to that Community Update
   cu-engaged	Replied to or requested a value from a Community Update
   seller-timeline-0-3 / 3-6 / 6-12 / 12plus	Timeline from the form or qualification call

   Check: A tag search for src- shows one tag per lead source, no near-duplicates.

Copyable templates

WORKFLOW: Seller | Harbor Pines value request (HighLevel)

Trigger:   Form Submitted
           Filter: Form Is = "Harbor Pines Value Request"

Actions:
  1. Add tags:            seller-lead, cu-harbor-pines, src-landing-harbor-pines
  2. Update contact field: Consent Source = "Harbor Pines page, consent-v2, {{right_now.date}}"
                          (only if the marketing SMS box was checked)
  3. Create Opportunity:  Pipeline = Seller Pipeline
                          Pipeline Stage = New seller lead
                          Opportunity Name = {{contact.name}} | {{contact.address1}}
                          Opportunity Source = Harbor Pines landing page
                          Status = Open
                          Duplicate Opportunity = off (one open seller opportunity per contact)
  4. Assign To User:      Select the Users = Dana Reyes, Sam Lee
                          Split Traffic = Equally
                          Only Apply To Unassigned Contacts = ON
  5. Internal notification / task to assigned user: "Call within 5 minutes during business hours"

SELLER PIPELINE STAGES (use the same names in both CRMs)

1. New seller lead         form submitted or seller signal confirmed
2. Contacted               two-way conversation happened
3. Qualified               timeline, motivation and property known (qualification script)
4. Nurture                 real seller, timeline 6+ months
5. Listing appt set        date and time booked
6. Listing appt held       appointment happened (you met in person or on video)
7. Listing agreement signed
8. Active listing
9. Closed                  (HighLevel: Won)
   Lost                    (HighLevel: Lost; record the reason)

Try it

How to test it

1. Submit the form as a new fake seller. Within a minute: tags present, pipeline record at New seller lead, agent assigned.
2. Submit again with the email of an existing contact who has an agent. The agent must not change, and no second open opportunity appears.
3. Submit 4 fake leads. With Split Traffic Equally (or a Round Robin group), assignments alternate between agents.

Troubleshooting

Advanced technical details

Optional. You can follow every step above without these.