Automated Ecosystem
User Manual
The complete operational guide to Harbor Realty's automated lead-to-close machine. Understand triggers, logic, and operational guardrails.
8
Workflows
22
System Tags
11
Custom Fields
7
Pipeline Stages
System Architecture & Lifecycle
The Linear Journey
Technical Trigger Map
Lead Sources
Website • CSV • Referral • Ads
Lead Capture & Routing
Tag Source • Assign Agent • Create Opp
Instant Response
Email + Internal Alert (within 5m)
Qualification (Form)
Outreach → Calculate Score
WF4B
Cold Nurture
WF4A
Hot Nurture
Site Visit
Reminders & Logic
Negotiation
Offer & Follow-ups
Closing
E-sign & Tokens
Retention
Review & Referral Loop
Core Design Principles
Tag-Driven Control
Every workflow transition is triggered by a tag, not a form submit or pipeline stage change. Tags act as "state flags" — making it incredibly easy to audit a contact record.
Entry Safety Guards
Each workflow checks for an "active" tag (e.g., closing-active) at entry. If the tag already exists, the workflow ends immediately, preventing double-execution.
Agent-Controlled Outcomes
Critical decisions — visited, deal-agreed, lost — are triggered manually by the agent adding a tag. Automation handles all the follow-up; agents just control the outcome.
Reply Stops Automation
In nurture sequences (like WF4A), if a lead replies at any step, they are assigned to an agent and removed from the automation loop. Human conversation always takes priority.
Core Components
Sales Pipeline
Realty Harbor – Sales Pipeline
Custom Fields
System uses 11 mapped fields
| lead-source | Dropdown | FB, Google, web, etc. |
| budget | Dropdown | WF3A Q&A capture |
| preferred-loc | Text | Drives Geo-routing |
| property-type | Dropdown | Villa, apartment, etc. |
| timeline | Dropdown | Scoring logic (+1 if urgent) |
| purpose | Dropdown | Buy, rent, investment |
| lead-score | Number | 0 to 4 (WF3B computed) |
| assigned-agent | Text | Team routing flag |
| property-id | Text | Matches Google Sheet |
| referrer-name | Text | WF8 referral tracking |
| referrer-phone | Text | WF8 referral tracking |
Tagging System Taxonomy
The 22 system tags are categorized by their function within the architecture.
Lead Status
Journey Events (Agent)
Conversion Tracking
Lead Sources
Active State (Safety Guards)
Applied at entry to workflows to prevent duplicate triggers.
Lead Sources & Capture Forms
| Source | Entry Method | Tag Applied | Status |
|---|---|---|---|
| Website Form | Embedded in Harbor Realty funnel. | source-website | Live |
| Referral | Client referral form (fills referrer custom fields). | source-referral | Live |
| CSV Import | Bulk upload with mapped headers. | source-csv | Prepared |
| Google Ads | GCLID tracking enabled; import via Zapier. | source-google | Partial |
| Click-to-chat link with pre-filled message. | source-whatsapp | Deferred | |
| Meta Ads (FB/IG) | Lead Ads native integration. | source-fb-ig | Deferred |
Lead Capture Form Fields
Harbor Realty – Lead Capture Form
| Field | Type | Required |
|---|---|---|
| First Name | Text | |
| Last Name | Text | - |
| Phone | Phone | |
| Budget | budget | - |
| Pref. Location | preferred-loc | - |
| Property Type | property-type | - |
| Timeline | timeline | - |
| Purpose | purpose | - |
| SMS Consent | Checkbox |
Site Visit Booking Calendar
Harbor Realty – Site Visit Booking
Lead Capture & CRM Entry
Trigger
Contact Created
WF1 is the universal entry point. It identifies origin, routes geographically, and ensures one clean opportunity.
Source Identification
Checks where the lead came from and applies the matching tag.
Geo Routing
Reads preferred-location and assigns to correct City Team.
Opportunity Handling
Check for existing open opportunity in pipeline.
Instant Response (within 5 min)
Automated Acknowledgment
Triggered by new-lead. Sends an email with a property brochure attachment and fires an internal notification to the assigned agent.
Form Qualification & Scoring
3A Qualification Outreach Trigger: new-lead
Wait 5 Minutes
Condition: Check Fields
Checks Budget, Location, Timeline, Purpose
qualification-complete tag. End workflow.
• Send SMS & Email with Magic Link to Form.
• Wait 24 Hours.
• Send Reminder Email.
• Wait 12 Hours.
• Push to WF3B (Scores 0 → Cold Nurture).
Catcher Workflow Trigger: Form Submit
Form: Qualification Form : Workflow 3a
Kill Switch: Remove from WF 3A immediately to cancel pending 24h/12h waits and reminders.
Add tag qualification-complete to trigger WF3B.
3B Logic & Routing Trigger: qualification-complete
Starts independently to avoid race conditions. Resets score to 0, then adds +1 for each field populated.
If Score ≥ 3 (HOT)
- Tag hot-lead
- Assign User (Round Robin)
- Move pipeline to Qualified
- Start WF4A (Hot Nurture)
If Score < 3 (COLD)
- Tag cold-lead
- Move pipeline to Unqualified
- Start WF4B (Cold Nurture)
Lead Nurturing Sequences
WF4A: Hot Lead Nurture
Trigger: hot-lead
Aggressive 7-day sequence. "Stop on response" is natively disabled; manual workflow logic handles exits.
Add safety tag: nurturing-hot
Day 1, 3 & 5: Outreach
Sends Email (Property Matches) + SMS. Waits 2 days for reply.
If Lead Replies
Sequence stops. Agent notified instantly to take over. Restores new-lead tag.
Day 7 (Timeout)
If ignored entirely, moves to Unqualified stage, adds cold-lead and sends to Cold Nurture (WF4B).
WF4B: Cold Lead Nurture
Trigger: cold-lead
Long-term, low-pressure sequence to revive dead leads. Allowed to re-enter if a future deal is lost.
The Loop
Sends Market Updates via Email/SMS spaced far apart (7+ days).
If Lead Replies
Re-activated! Tagged as new-lead, assigned to agent.
If Exhausted
Tagged re-trigger-cold and exits.
Site Visit Booking & Logistics
Trigger Event
This workflow manages the entire logistics of a site visit. The visit is either booked manually by the agent, or directly by the lead via calendar links provided in the warm nurture sequence emails. It strictly prevents re-entry loops and acts as the gateway to the Negotiation stage.
The Visit Timeline
site-visit-completed, move to Visited stage, start WF6.
No-Show Recovery (72 Hrs)
| Attempt | Message |
|---|---|
| Inst. | "We missed you — reschedule? [LINK]" |
| 24h | "Still interested? Pick a time [LINK]" |
| 48h | "Last msg — reschedule anytime [LINK]" |
| 72h | Timeout: Move to Qualified, Start WF4A |
Safety Catchers
WF5 Catcher — Late Visited
If agent applies visited after WF5 ends, this independent workflow cleans tags, moves pipeline, and kicks off WF6 safely.
WF5 Catcher — Late No-Show
If agent applies no-show late, this ensures the 3-step recovery sequence still runs.
Negotiation & Closing Master
WF6: Proposal & Negotiation Trigger: site-visit-completed
Adds lock tag negotiation-active at entry to prevent duplicate sequences.
-
+2H
Post-Visit: Sends Email Offer & details.
-
D 2
Follow-up: SMS check-in.
-
D 5
Comparison: Email with Market Comparisons & FAQs.
-
D10
Final: Creates Task for final call. Ends workflow.
Agent Controls Exit
No Pipeline Movement Inside WF6. Agent explicitly tags outcome to move forward or backward:
- Tag deal-agreed → Starts WF7
- Tag lost → Moves to WF4B Cold Nurture
WF7: Closing Sequence Trigger: deal-agreed
Adds lock tag closing-active at entry.
E-Sign Task Created
Wait for Signature
Token Confirmation
Sends receipt SMS/Email. Add token-sent.
Wait for Client Tag (max 30d)
Waits for agent to tag client to confirm full payment.
Satellites & Catchers
closing-active, updates Opp to WON, and starts WF8.
payment_date_1/2/3 custom fields. Only send if closing-active exists.
Post-Sale Retention & Referrals
Triggered by client. Adds lock tag retention-active. Converts closed clients into advocates in an infinite loop.
Day 1
Welcome Kit SMS/Email
Day 7
Review Link sent.
Add tag: review-requested
Day 30
Referral invite sent.
Add tag: referral-asked
Quarterly Loop
Newsletter sent.
Add tag: newsletter-sent
The Referral Loop Back
When an existing client fills out the Harbor Realty – Referral Form, the system applies the source-referral tag to the new lead. This instantly triggers WF1, injecting the referral securely into the top of the sales pipeline.
Operations: Roles & Responsibilities
The system is designed so that automation handles all routine communication — humans only intervene at key decision points, system monitoring, and edge-case handling.
Sales Agent
Primary role: Managing conversations and applying outcome tags at the right moment.
- Book site visits manually on the calendar when speaking directly with leads.
-
Apply
visitedorno-showtag within 1 hour after a site visit ends. -
Apply
deal-agreedwhen verbal terms are set. -
Apply
agreement-signedafter e-sign is returned to move WF7 forward. -
Apply
clienttag upon token/payment receipt to close deal. -
Apply
losttag if a lead drops out post-visit. - Respond to escalated manual conversations and clear GHL tasks daily.
Admin / Ops
Primary role: System configuration, monitoring execution, handling deferred items.
- Monitor workflow execution logs weekly for errors.
- Update city/geo routing in WF1 as new geographical locations are added.
- Manage property inventory in Google Sheet (prep for Phase 6 Zapier sync).
-
Configure payment dates (
payment_date_Xfields) on each closed contact. - Activate deferred channels (SMS, WhatsApp, email domain) when ready.
- Handle duplicate contacts flagged by the GHL system matching rules.
Agent Tag-Action Quick Reference
| Situation | Tag to Add | System Reaction |
|---|---|---|
| Lead visited the property | visited | Opp moves to Visited → WF6 Starts |
| Lead did not show up | no-show | 3-attempt re-engagement SMS sequence starts |
| Deal verbally agreed | deal-agreed | WF7 Closing Master Starts |
| Agreement document signed | agreement-signed | WF7 advances to token confirmation step |
| Full payment / token received | client | Opp moves to Won → WF8 Retention starts |
| Lead not interested / dropped | lost | Opp moves to Lost → Lead re-enters WF4B |
Platform Integrations
GHL Native Forms
LiveLead Capture Form and Referral Form embedded in funnels. Fully operational.
Round Robin Calendar
LiveSite Visit Booking calendar with equal distribution, auto-confirm, and WF5 trigger.
Google Sheets
Inventory
Partial
Sheet created with correct columns. Zapier connection to GHL deferred to Phase 6.
Google Ads
PartialGCLID tracking enabled in GHL tracking codes. Full offline conversion sync via Zapier deferred.
DocuSign / SignDesk
DeferredE-signature for agreements. Will be connected via Zapier webhook in WF7. SignDesk is India-focused alt.
Facebook Lead Ads
DeferredRequires Facebook Business Manager, Page, and domain validation. Will wire to WF1 source branch.
WhatsApp Bus. API
DeferredRequires Meta Business validation + Stripe active. Will activate WF2 and WF5 reminders.
Twilio / A2P SMS
Deferred10DLC registration required for compliance. Blocks all SMS steps in WF3A, WF4A/B, WF5, WF6 currently.
Troubleshooting Guide
| Issue Encountered | Likely Cause | Admin Fix |
|---|---|---|
| WF1 not triggering for new contact | Contact created manually without meeting triggers, or WF paused. | Check WF1 is published. Verify creation method matches triggers. |
| Lead entered WF3B twice | qualification-complete tag added manually. |
Check WF3A/Catcher — tag should only add once. Remove dupes manually. |
| Lead receiving duplicate messages | Multiple entry paths active simultaneously. | Check for duplicate lock tags (e.g., both nurturing-hot and nurturing-cold present). Remove incorrect one. |
| WF5 check not triggering WF6 | Agent did not apply visited tag within 1 hr limit. |
Manually add site-visit-completed tag to trigger WF6 (or use Catcher). |
| WF7 stuck waiting for signature | Agent did not add agreement-signed tag. |
Confirm doc signed, then manually add agreement-signed tag. |
| Email not being sent | Email domain not verified (Deferred limit). | For pre-launch: confirm default GHL domain. Post-launch: verify DNS. |
| Opportunity in wrong stage | Geo-routing in WF1 failed to find City. | Manually move. Check preferred-location value. Update WF1 logic if new city. |
| WF4B not re-entering lost lead | cold-lead tag was not re-applied by WF6 outcome. |
Confirm agent applied lost. If not, manually apply cold-lead. |
| WF8 not starting after deal closed | client tag not added, or retention-active exists. |
Remove retention-active if present from old run. Re-add client. |
| Duplicate contacts created | Lead used different email/phone on separate form. | GHL dedupes on exact matches. Merge duplicates natively in Contacts. |
KPIs & Metrics to Track
Use GHL's reporting and pipeline views to track these key conversion metrics across your funnel.
WF3
Qualification Rate
Formula
Hot leads ÷ Total new
WF5
Visit Conversion
Formula
Completed ÷ Booked
WF6
Deal Agreed Rate
Formula
deal-agreed ÷ visited
WF7
Closing Rate
Formula
client ÷ deal-agreed
WF8
Referral Rate
Formula
Referrals ÷ Clients
WF4A
Reply Rate (Hot)
Formula
Replies ÷ WF4A entered
Pipeline Stage Filtering
Use GHL's pipeline view filtered by stage to get a live count of leads at each lifecycle point. Combined with date filters, this allows weekly conversion reporting without any external dashboarding tools required.
Future Roadmap
Planned enhancements for Phase 6 and beyond, once core integrations are activated.
| Enhancement | Phase | Dependency | System Impact |
|---|---|---|---|
| WhatsApp API Activation | Phase 6 | Meta Business validation + Stripe | Adds WhatsApp channel to WF2, WF5 reminders. |
| SMS / A2P 10DLC | Phase 4 | Number purchase + registration | Unblocks SMS steps in WF3A, WF4A/B, WF5, WF6. |
| Custom Email Domain | Phase 4 | Domain purchase + DNS setup | Branded email sending (removes GHL default). |
| Zapier → G-Sheets Sync | Phase 6 | Zapier account + GHL API | Automated property matching in nurture emails. |
| DocuSign via Zapier | Phase 6 | Zapier + e-sign account | Automated agreement sending in WF7. |
| Facebook Lead Ads | Phase 6 | FB Business Manager + Page | Ads leads auto-enter WF1 mapped correctly. |
| AI Qualification Agent | Phase 7+ | Workflow stability testing | Replaces WF3A static SMS Q&A with dynamic AI bot. |
| GHL Snapshot Creation | Phase 7 | All WFs tested in production | Enables rapid replication for new sub-accounts. |
| SaaS Plan Activation | Phase 7 | Stripe active + snapshot complete | Enables automated client sub-account provisioning. |
Appendix: Dictionaries
Naming Conventions
Tags & Fields
new-lead
preferred-loc
All lowercase, hyphen-separated.
Forms, Calendars & Workflows
Harbor Realty – Lead Capture Form
Workflow 1 — Lead Capture
Title Case with "Harbor Realty –" or "Workflow X —" prefix.
Complete Tag Dictionary
| Tag Name | Category | Applied By | System Purpose |
|---|---|---|---|
| new-lead | Status | WF1 | Entry flag — triggers WF2 and WF3A |
| hot-lead | Status | WF3B | Triggers WF4A hot nurture |
| cold-lead | Status | WF3B/WF4A | Triggers WF4B cold nurture |
| client | Status | Agent/WF7 | Triggers WF7 catcher + WF8 |
| lost | Status | Agent | Triggers WF4B re-entry |
| site-visit-booked | Journey | WF5 | Marks active scheduled visit |
| visited | Journey | Agent | Confirms visit happened — triggers WF5 success |
| no-show | Journey | Agent | Triggers WF5 no-show recovery |
| site-visit-completed | Journey | WF5 | Triggers WF6 negotiation |
| deal-agreed | Journey | Agent | Triggers WF7 closing |
| token-sent | Conversion | WF7 | Records token confirmation sent |
| agreement-signed | Conversion | Agent | Advances WF7 past signature wait |
| qualification-complete | System | WF3A / Catcher | Controlled handoff — triggers WF3B |
| re-trigger-cold | System | WF4B | Flags lead exhausted cold sequence |
| nurturing-hot | Active State | WF4A | Lock tag — prevents WF4A re-entry |
| nurturing-cold | Active State | WF4B | Lock tag — prevents WF4B re-entry |
| negotiation-active | Active State | WF6 | Lock tag — prevents WF6 re-entry |
| closing-active | Active State | WF7 | Lock tag — prevents WF7 re-entry |
| retention-active | Active State | WF8 | Lock tag — prevents WF8 re-entry |
| engaged-post-visit | Active State | WF6 | Marks lead replied during negotiation |
| source-website | Source | WF1 | Originated from website form |
| source-fb-ig | Source | WF1 | Originated from Meta Ads |
| source-google | Source | WF1 | Originated from Google Ads |
| source-whatsapp | Source | WF1 | Originated from WhatsApp |
| source-csv | Source | WF1 | Imported via CSV |
| source-referral | Source | WF1 | Referred via referral form |
| source-unknown | Source | WF1 | Fallback for unmatched source |