A quick guide for the team — what every part does, and how your work connects to the shared Google Sheet. Everything you do here is shared with the whole team in real time.
1. Signing in
Enter your email and click Send code. You'll get a 6-digit code by email — type it in to sign in. Your session lasts 7 days, so you usually won't have to do this often.
- Only approved emails can receive a code or sign in. If you can't get in, ask the admin to add your email.
- The code expires in 10 minutes. Check your spam folder if it doesn't arrive.
2. The call list (results)
The main list shows one card per person, each with their validated phone numbers. The name in grey next to a number is the caller-ID name (CNAM) — a hint about who picks up.
- Tap a phone number to call it from your phone.
- For each number, mark ✓ worked ✗ dead ↻ callback and type a quick note in "add a note…".
- These are shared — keyed by phone number, so the whole team works one clean call sheet. The portal records who marked it and when.
3. Filtering & search
- City dropdown (searchable): pick a city to narrow the list. It shows a person if their property is in that city or they're tagged as buying there.
- Beds / Baths dropdowns: filter to people tagged with those buy-box specs.
- Search box: filter by LLC, name, or phone number.
- Checkboxes: Hide closed/dead, Only un-dispositioned (rows with a number you haven't marked yet), Callbacks due, and Closings only (the "what we've sold" view).
On each person you can add tags describing what they buy — their "buy-box":
- desired city (type any city — e.g. North Scottsdale), 🛏 bedrooms, 🛁 bathrooms. Add as many as you want; click the × to remove.
- Tags follow the person's name, so tagging someone once shows everywhere they appear. They're shared with the team, and you can filter the list by them.
5. New lookups & bulk import
Need numbers for a new owner? In New lookup, enter the LLC/owner name and the property address and click Submit.
You submit→queued→office machine runs the skip-trace→results appear here
- You'll see a status badge (queued → processing → done) and a toast when it finishes; the new contact appears automatically.
- Bulk import a list: paste many at once, one per line as
LLC or name | property address.
6. Cash buyers & matching
- Open Cash buyers (manage) to add a buyer: name, phone, email, the cities they buy, price range, types, etc.
- Each deal header shows 🎯 recommended buyers automatically — matched by area and price.
- Use Recommend buyers for an address to paste any address and instantly see who'd want it.
7. Distressed deals & Add by MLS#
The 🔥 Distressed deals for sale card lists on-market distressed listings, each scored with an estimated ARV, spread, and matched buyers — best spread first.
- + Add deals by MLS#: paste one or more MLS numbers (one per line). The office machine pulls the listing from FlexMLS, calculates ARV from recent comps, and the deal appears in the list when ready.
- 🎯 = your saved cash buyers that match; 🏷 = people from your list whose tags fit the deal.
8. Tracking a deal start → close
On any deal, click ▸ Deal details to open the full tracker — this is how the team follows a property from lead to sold:
- Status tracker — click a stage to move the deal:
NewContactedOffer MadeUnder ContractBuyer AssignedBuyer ContractEMD/TitleClosed (Dead = fell through).
- Assigned buyer (starts typing suggests your saved buyers; walk-up buyers are fine too), buyer sale price, owner (who on the team is running it), and milestone dates (seller contract, buyer contract, EMD received, title clear, close of escrow).
- Activity log — a running timeline of who changed what and when, plus a note box. Every change is recorded automatically.
- The summary bar at the top totals Pipeline fee (deals in progress), Realized fee (closed deals), and # closings.
9. How it connects to the Google Sheet
The portal is a thin, always-on website that sits on top of your shared Google Sheet. It reads your results from the sheet and writes your notes, dispositions, buyers, and deals back into specific tabs — so the sheet is always the single source of truth, and everyone sees the same thing.
| Tab | What it holds |
|---|
| Master LLC List | The skip-trace results you see in the call list (people + phone numbers). |
| Dispositions | Your call outcomes + notes, per phone number. |
| PersonTags | The buyer tags (desired city / beds / baths) you add to people. |
| Requests | The queue of new skip-trace lookups you submit. |
| Buyers | Your cash-buyer profiles used for matching. |
| Leads | The deal/CRM record per LLC — stage, ARV, offer, fee, callback, notes. |
| Deals | The distressed for-sale feed (listings + ARV + matched buyers). |
| DealRequests | The queue of MLS# deals you ask the system to pull. |
| DealPipeline | The deal lifecycle fields — assigned buyer, sale price, milestone dates, owner. |
| DealLog | The activity timeline (who changed what, when) for each deal. |
The "office machine" workers. Some jobs — running a skip-trace, or pulling an MLS listing and calculating ARV — need a real web browser and can't run on the website. So the portal just queues those requests in the sheet, and a couple of small programs on the office computer pick them up, do the work, and write the results back. If that computer is off, your requests simply wait in line until it's back on — nothing is lost.
Your sign-in is a private, approved-emails-only login. The system can only touch this one spreadsheet — nothing else — and no internal tooling is exposed here.
10. Tips & FAQ
- Everything is shared. Dispositions, tags, buyers, and deal updates are seen by the whole team instantly.
- My lookup is stuck on "queued." The office machine may be off or busy — it'll process when it's back. Queued items are never lost.
- I don't see recommended buyers. Add buyers first (Cash buyers → manage), and make sure their cities/price range are filled in.
- A deal closed — how do I record it? Open Deal details, set the assigned buyer + sale price + close-of-escrow date, and move the stage to Closed. It'll show in the closings rollup.
- Can I undo a disposition? Click the same button again to clear it.
← Back to the portal