📖 How to use the Skip-Trace Portal

A guide for the whole team — what every part does, and how your work connects to the shared Google Sheet. Everything you do here is shared with the 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. If the code doesn't arrive within a minute, check your spam folder and click Send code again. Your session lasts 60 days, so you'll rarely need to sign in again.

• Only approved emails can receive a code. If you can't get in, ask the admin to add your email to the Access tab in the sheet.
• The code expires in 10 minutes. Check your spam/junk folder — first codes often land there. Once you mark it "not spam," future ones go to the inbox.
• Didn't get it? Click Resend code or use a different email on the sign-in screen.

2. The three tabs updated

The portal is organised into three tabs at the top. Think of them as three different jobs:

3. Today Dashboard new

At the top of the Calls tab, a 📋 Today panel shows everything that needs attention right now — so you can open the portal in the morning and know exactly where to start.

• 🔔 Callbacks due — numbers you marked for a follow-up call today, with tap-to-call links.
• 🥶 Prospects going cold — people you flagged as ★ prospects but haven't contacted in 7+ days and have no future follow-up set.
• ⚠ Stale deals — active deals with no activity past their stage threshold (e.g. "Offer Made" with no action in 3+ days).
• 📅 Milestone dates due — contract dates, EMD deadlines, or close-of-escrow dates that are today or overdue on active deals.
• 📋 Pipeline snapshot — current deal count by stage + pipeline fee and this month's realized fee.

The panel shows "✓ All clear" when nothing needs attention. Click Dismiss for today to collapse it once you've reviewed it — it resets the next day.

4. The call list

The main list (Calls tab, below the Today panel) shows one card per person, each with their validated phone numbers. The name in grey next to a number is the CNAM (caller-ID name) — a hint about who answers.

Calling and marking outcomes

• Tap the phone number to call directly from your phone.
• Mark each number with one of four buttons: ✓ worked ✗ dead ↻ callback ★ prospect
• ✓ worked = you got through to someone. ✗ dead = bad/disconnected number. ↻ callback = no answer, try again. ★ prospect = you confirmed this is a real buyer — this is distinct from "worked."
• Tap ✎ note under a number to expand a note box. Notes save as you type — tapping to call right after typing still saves the note.
• Tapping a button a second time clears it (toggle off).
• All outcomes are shared by phone number — the whole team sees the same call sheet.

Callbacks and follow-ups

• When you mark a number ↻ callback or ★ prospect, a date picker appears. Set a follow-up date and it'll surface in the Today Dashboard when due.

Removing a number

• Hover (or long-press on mobile) a number row to reveal a 🗑 trash button. Clicking it hides that number from your list. The number is still in the sheet — it's just filtered out to keep things clean.

The LLC header and deal card

• Each LLC header shows ▸ Deal details. Click it to open the deal tracker for that LLC (see §9).
• A 🏷 add tags link shows the buyer-preference tag editor for that person (see §6).
• An ⚠ Xd badge on a deal card means the deal has had no activity in longer than expected for its stage — a stale deal alert.

5. Views & filtering updated

Below the Today panel, a sticky bar stays at the top while you scroll the call list.

Named views (replaces the old checkboxes)

Instead of six checkboxes, the list has five view pills — click one to instantly switch what you're looking at:

Area filter

• Click ⚙ area to expand the city dropdown (searchable) and beds/baths filters. A person shows if their property is in that city or they're tagged as buying there.

Search

• The search box filters by LLC name, person name, or phone number in real time.

6. Buyer tags

Tags describe what a person buys — their "buy-box." They're how you build a buyer database from your skip-traced contacts.

• Click 🏷 add tags on any person to open the tag editor. Add: desired city (free text — e.g. "North Scottsdale"), 🛏 bedrooms (whole numbers 1–10), 🛁 bathrooms (1–10 in 0.5 steps).
• Tags follow the person's name — tag them once and it follows them across every LLC they appear under.
• Tags are shared with the team and power the area filter and the 🏷 tagged buyers hints on distressed deals.
• In the Insights → Buyer health card, you'll see each buyer's revealed buy-box — what they've actually bought, learned from closed deals.

7. New lookups & bulk import

Need numbers for a new owner? Use the New lookup card at the top of the Calls tab.

• A progress bar and live stage message show while it's running. A toast fires when it's done — click → jump to results to go straight to the new contact.
• While it's processing, a placeholder card appears right in the call list where the contact will land, so you can see it's in progress without scrolling up.
• Bulk import: click "+ Bulk import a list" and paste many at once, one per line as LLC or name | property address.

8. Distressed deals & Add by MLS# updated

Open the 🔥 Deals tab to see on-market distressed listings (pre-foreclosure, short sale, REO, auction), each scored with estimated ARV and wholesale spread — best spread first.

Adding a deal by MLS#

• Click + Add deals by MLS#, paste one or more MLS numbers (one per line), and click Queue MLS#. The office computer pulls the listing from FlexMLS, calculates ARV from recent sold comps, and it appears in the list when ready.

Buyer matching hints on each deal

• 🎯 = cash buyers whose city/price criteria fit this deal.
• 🏷 = people from your call list whose buyer tags (desired city / beds / baths) fit this deal.
• 💡 bought here before = buyers who have actually closed a deal in this city, learned from your past sales.

Assigning a buyer to a deal

• Each distressed deal has a 👤 assign buyer field. Start typing a name — it autocompletes from the people in your call list — and that buyer is attached to the deal. Useful for tracking who you're working a specific listing with.

9. Tracking a deal start → close updated

On any LLC in the call list, click ▸ Deal details to open its deal tracker. An LLC can have multiple deals (one per property) — each gets its own expandable card.

Adding a deal

• Click + Add deal under an LLC header to create a new deal. Each deal is tied to a specific property address.

Deal card contents

• Property & MLS# — link the deal to its address and FlexMLS listing. Click Pull FlexMLS + ARV to queue the office computer to fetch the listing and calculate ARV from recent comps.
• Status tracker — click a stage to move the deal: New Contacted Offer Made Under Contract Buyer Assigned Buyer Contract EMD/Title Closed (Dead = fell through).
• ARV / Offer / Fee and Assigned buyer (autocompletes from your saved buyers; walk-ups fine).
• Milestone dates — seller contract, buyer contract, EMD received, title clear, close of escrow. Overdue dates surface in the Today Dashboard.
• Activity log — who changed what, when. Every field change and stage move is recorded automatically. Add a free-text note any time.
• A ⚠ Xd badge on a deal card means it hasn't had activity in too long for its stage — check it.

Closings view

• Switch to the Closed view (view pill at the top) to see every closed deal with buyer, sale price, close date, and fee — your team's "what we've sold" record.
• The summary chips at the top show Pipeline fee (active deals), Realized fee (closed), and # closings.

10. Insights tab new

Open the 📊 Insights tab to see analytics derived from your data. Everything here is computed from what the team has already entered — no extra work needed.

📊 Sales insights

Realized fees, average time-to-close, and each buyer's revealed buy-box — the cities, bed/bath range, and price range learned from their actual closed deals (not just what they said they want).

🔢 Conversion funnel

How many LLCs made it through each step: Traced → Contacted → Reached → Offer Made → Under Contract → Closed. Shows the conversion % at each step so you can see where deals are falling through. Click any bar to jump to that filtered view in the Calls tab. Toggle between All time and This month.

⚠ Stale deals

All active deals that have gone too long without activity, sorted by most overdue. Click a row to jump to that LLC in the call list.

💰 Monthly fee trend

A 12-month bar chart of realized fees from closed deals. The current month is shown in blue with a pace projection ("on pace for $X by month-end").

📋 Skip-trace quality

Of all the LLCs you've traced, what percentage came back with at least one good (worked or prospect) number? Broken down by week so you can see if newer lead batches are performing better or worse.

🤝 Buyer relationship health

Every buyer who's closed a deal with you, sorted by how long ago they last bought. Color-coded: 🟢 recently active, 🟡 due for outreach (31–90 days), 🔴 gone cold (90+ days). Click a buyer row to expand their outreach log and add a contact note.

👥 Team activity

What each team member did today and this week — calls marked, prospects found, callbacks set, notes written, deals advanced. Toggle between Today and This week. Shows display name (not full email). Refreshes from the sheet every 5 minutes.

🗺 Area breakdown

A city grid showing how many leads, active deals, and closings exist in each AZ city. Brighter tiles have more leads; green border = active deal in that city. Click any tile to filter the call list to that city.

11. How it connects to the Google Sheet

The portal is a thin website on top of your shared Google Sheet. It reads results from the sheet and writes your notes, dispositions, tags, deals, and logs back — so the sheet is always the single source of truth and everyone sees the same thing.

Sign-in is approved-emails only. The system can only touch this one spreadsheet — nothing else is exposed.

12. Tips & FAQ

• Everything is shared. Dispositions, tags, deal updates, and notes are visible to the whole team instantly.
• My lookup is stuck on "queued." The office machine may be off — a warning banner will appear if it's been stuck for 2+ hours. Queued items are never lost.
• I didn't get a sign-in code. Check spam first. If it's not there after a minute, use the Resend button on the sign-in screen. If still nothing, ask the admin to confirm your email is in the Access tab.
• How do I record a closed deal? In the deal card for that LLC, set the assigned buyer + buyer sale price + close-of-escrow date, then click the Closed stage chip. It'll appear in Closings view and feed the Insights analytics.
• Can I undo a disposition? Yes — click the same button again to clear it.
• What's the difference between "worked" and "prospect"? "Worked" = you got through to someone. "Prospect" = you confirmed they're a real buyer you want to pursue. Use prospect for people you actually want to follow up with; they'll show in the Prospects view and the Today Dashboard if they go cold.
• How do I find buyers in a specific area? Open the ⚙ area filter and pick a city. Or click a city tile in Insights → Area breakdown to jump straight there.
• An LLC has two properties — how do I track both? Open Deal details on that LLC and click + Add deal. Each deal is tied to a separate property and has its own stage, buyer, dates, and activity log.
• I want to flag a number as a good buyer without calling it "worked." Use ★ prospect. This is specifically for confirmed buyers — they show in the Prospects view and in the Insights → Buyer health card when you close deals with them.

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