Sierra Home Team

Lead Pipeline & Team Roles

Team Meeting — Friday, March 6, 2026

The Lead Pipeline

Every lead follows the same path. Everyone has a job at their stage.
Fresh
Loan Officer
→
Warm
Loan Officer
→
5/5 Gate
→
Hot
Realtor
→
Pre-Approved
Both
→
Under-Contract
Loan Officer
→
Closed
Owner
Loan Officer
Realtor
Both
Owner
Stage 1
Fresh
Loan Officer

What this stage means

  • A new lead just entered the system
  • No contact has been made yet
  • Lofty sends a notification automatically

What to do

  • Call the lead within 24 hours
  • Offer 2–3 specific meeting times
  • Send the 5-document list after booking
  • Log the call in Lofty

How to finish it

  • Contact is made
  • Pre-approval meeting is scheduled
  • Move the stage to Warm in Lofty
Stage 2
Warm
Loan Officer

What this stage means

  • Meeting is scheduled
  • Lead is gathering their documents
  • Working toward the 5/5 gate

What to do

  • Send day-before reminder (WhatsApp)
  • Run the pre-approval meeting
  • Check all 5 documents at the meeting
  • Pull numbers if all 5 are present

How to finish it (5/5 Gate)

  • 2 years of tax returns + W2s ✓
  • 30 days of paystubs ✓
  • 2 months of bank statements ✓
  • Credit score 660 or higher ✓
  • 1 year of rent history ✓
  • All 5 present → move to Hot in Lofty
The Critical Gate
5/5 Documentation
All 5 items must be present at the pre-approval meeting.
1
2 years of tax returns + W2s
2
30 days of paystubs (talones de pago)
3
2 months of recent bank statements
4
Credit score 660 or higher
5
1 year of rent history

✓ All 5 present

Pull numbers. Move to Hot in Lofty. Realtor gets notified automatically.

✗ Missing items

Stay in Warm. Note what's missing. Set a follow-up date. Send a WhatsApp reminder.

Stage 3
Hot
Realtor

What this stage means

  • Lead is fully qualified and approved to shop
  • Numbers have been pulled by Loan Officer
  • Lofty sends a notification automatically

What to do

  • Contact the client to begin showings
  • Show homes within their approval range
  • Help them find the right property
  • Log all activity in Lofty

How to finish it

  • Client selects a specific property
  • Property-specific numbers are needed
  • Move the stage to Pre-Approved in Lofty
Stage 4
Pre-Approved
Loan Officer + Realtor

What this stage means

  • Realtor found a specific property
  • Need final numbers for that exact home
  • Offer is almost ready to be written

What to do

  • Loan Officer runs property-specific numbers
  • Realtor prepares the offer with client
  • Both stay in communication on timeline
  • Log all activity in Lofty

How to finish it

  • Final pre-approval issued for this property
  • Offer is written and submitted
  • Move the stage to Under-Contract in Lofty
Stage 5
Under-Contract
Loan Officer

What this stage means

  • Offer was accepted by the seller
  • Contract is signed by both parties
  • Working toward closing

What to do

  • Handle all loan paperwork
  • Coordinate inspection and appraisal
  • Move through underwriting
  • Keep client updated throughout

How to finish it

  • Underwriting approved
  • Closing date confirmed
  • Move the stage to Closed in Lofty
Stage 6
Closed
Owner

What this stage means

  • Keys are handed to the client
  • The deal is complete
  • This counts toward the team goal

What to do

  • Mark the lead Closed in Lofty
  • Celebrate the win with the team
  • Stay in touch — this client is a referral source

What comes next

  • Client enters the referral network
  • Team reviews what went well
  • Back to Fresh for the next lead

Lofty Rules

These habits keep the whole system running.
📲
When a new lead comes in — Lofty notifies the Loan Officer automatically. No one has to say anything.
✏️
After every call or meeting — log a note in Lofty. If it's not in Lofty, it didn't happen.
🔄
After each action — move the stage in Lofty. Moving the stage is what triggers the next person.
🏠
When a lead hits Hot — Lofty notifies the Realtor automatically. No phone call needed.
🚫
If a lead goes cold — mark Not Interested in Lofty. Every lead must have a stage.
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