Every enquiry the website forms send and every one taken over the phone, in one place. Each is emailed to whoever owns that market the moment it arrives, and filed in Pipedrive with the first follow-up already on their list — Who that is comes from the market's owner in the Hub's routing table.
Source says how it reached us: a website form, one typed in by hand, or a New Listing somebody sent on from the prospecting queue. Filter on it to read one of those three on its own.
| Lead | Source | Market | Owner | Received | Status | Pipedrive | |
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New listings are houses that went on the market in our markets in the last day, and who listed them. Stale listings are houses still for sale, and not under contract, after the number of days set beside the filters — a seller asking why it has not sold is an agent open to fresh photos or a video.
Research one, and if the agent is worth a call send it to whoever owns that market — it becomes a lead, they get the email, and the follow-up lands in Pipedrive. An agent sent once is remembered, so their next listing fills in their email and phone from Pipedrive.
Stale listings are checked once a day. Changing the days narrows or widens the list at once; houses that crossed a lower number before it was lowered arrive from the next check on.
A house we already have a Spiro order for from the last 90 days moves to Already our order, so nobody prospects a client about their own shoot.
The brokerages we have an agreement with, and the ones we want to sign next. Each one links every Spiro company that belongs to it — most brokerages have one per office — so its order count and revenue are the whole brokerage's this year.
Open one to set its order page, keep its contract and other documents, and note what was agreed.
| Brokerage | Stage | Order page | Spiro companies | Orders YTD | Revenue YTD | Renews | Documents |
|---|---|---|---|---|---|---|---|
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Each market's goals against what it has booked — units, revenue and average order value (ASP) for the month and the year so far — where the month and the year are trending, and market share of new listings.
An order counts once its shoot is done (editing or delivered in Spiro), on the day of the shoot, in the market of the client's company. Orders still waiting on their appointment, and cancelled or $0 orders, do not count — new clients included.
Per-day goal is the unit goal ÷ business days in the month, rounded up. Market share is units ÷ the month's new listings.
Month to date ÷ business days completed × business days in the month, against the month's goal.
Goal to date is every earlier month's goal plus this month's, prorated by business days completed. Year-end trend carries the pace so far to the last business day of the year, against the year's goal. Market share counts only the months with new listings entered.
Each point is that month's figure as the Report tab counts it: completed shoots, on the day of the shoot. A hollow point or pale column is the month so far, through yesterday; its goal and last year are whole months.
Show the numbers
One rep's month on one page: how their markets are doing against goal, the outreach they logged, whether their clients heard from us, and the agents and brokerages they are working.
Market numbers are the Sales Dashboard's own rows for the rep's markets — completed shoots, on the day of the shoot, through yesterday. Columbus and Dayton are shared, so both reps on them see the whole market.
Outreach is the rep's own done activities in Pipedrive. Calls and texts are the ones JustCall logged going out — incoming calls and texts, missed calls and voicemails are not the rep's outreach. A planned call or text the rep checked off (a lead follow-up, a "follow up" reminder) is counted apart as a follow-up, since JustCall already logged the call itself. Office visits and presentations are read from the activity type or its subject — log a meeting as "Office visit …" or "Presentation …" and it lands in that column.
Coverage: the rep's clients are agents with a completed paid shoot in the last 12 months whose latest shoot was in the rep's markets. Top 20% is each market's top fifth by that revenue; VIP is Spiro's flag. Contacted means any real activity logged on their CRM record in the window picked — this month, or the last 30 or 90 days up to the review's last day — by anyone.
Next planned is the soonest open activity on the record, by anyone. With nothing ahead it shows the latest one left overdue, in red.
Current partnerships are active Brokerage Partners agreements the rep owns or that sit in one of their markets, with the orders their Spiro companies placed — by date placed, cancelled ones left out.
Review notes are kept per rep per month and save as you type. Print / PDF adds signature lines for the rep and management.
Next year's shoots and revenue per market: start from a base year, move four levers per market, and see the result month by month.
Base is the Sales Dashboard's own numbers — completed paid shoots on the shoot day, in the market of the order's company. For next year it is this calendar year: the months that have finished as they happened, and the Sales Dashboard goals for the months still to come. A market with no goal for one of those months uses the same month a year before, and says so. The last twelve finished months, or an earlier calendar year, can be picked instead.
Listings +% is how much the market itself (new listings) is expected to grow against the base. Share +pts is how many points of that market we gain: on 100 listings at a 10% share, each point (10% to 11%) is one more shoot. Shoots follow from the two — projected listings × projected share — and are not typed, except in a market with no listings entered, which grows by its own Shoots +%. AOV +% changes the average order value, so revenue is shoots × AOV. Share needs new listings entered on the Sales Dashboard, read over the finished base months that have them.
YTD under each lever is the same change so far this year: this year's finished months against the same months last year — in percent for listings, shoots and AOV, in points for share (5% to 10% reads YTD +5 pts). Listings and share count the months with listings entered in both years; hover for the numbers, click to use it. The company row shows the company's.
The −/+ buttons move a lever a tenth of a point at a time (0% to −0.1%, 10% to 10.1%). Percentages show to a tenth.
Plan under Cleveland links one of the Cleveland Investment page's scenarios that covers the whole year: its shoots for each month and its AOV replace the base and the shoot and AOV levers, since a market still ramping up has too little history to grow from. Listings still moves its share. Edits to that scenario carry through here, and into the goals when set.
Each month gets the share of the year's shoots (and of its revenue) that month had in the base. Monthly shoots are whole numbers that add up to the year. Once the projected year starts, what has actually happened sits beside each month.
Print / PDF prints the levers, the months, and a chart for every market. The By month section has its own Export CSV (shoots, revenue, AOV and mix for every month, with the actuals so far) and Print / PDF (just the months and the charts).
Note under a market opens a comment box for your thoughts on it before the team review. Notes are saved with the scenario and go into the CSV; they print only when Print notes is ticked.
Scenarios save the year, base and levers (never the numbers — they follow the base). An admin can write a scenario into the Sales Dashboard goals for every month of its year.
What we sell and how we talk about it: every service and bundle with its pricing, positioning and objection responses, and the call scripts for each stage of a client relationship.
This is the copy that counts. The sales coach answers out of these sections and quotes them back, so an edit here changes what the whole team is told to say. Prices are standard rates — brokerage partner pricing comes from leadership.
Ask it what to say. It answers only from the Sales Guide — our products, pricing, positioning and the call scripts — and quotes that wording back rather than inventing its own.
It does not know who you are talking about: tell it the situation and it will work from that. It never sends anything to a client; what it writes is yours to copy and check.
Fill in the MLS details and up to five features, best one first. You get three versions, each under 150 words, each opening differently.
It writes only from what you enter. If it needs something it doesn't have, it asks rather than guessing — answer under Anything else and press Write again.
Paste a Zillow link at the top and press Fill to bring in the numbers and the agent's own description (one RealtyAPI credit). Tell it about the listing in your own words — type, or press Speak and talk — and add photos or a video for it to read details from. Nothing you add is kept.
Every draft is checked for fair housing wording (families, kids, schools, safety, religion, who would "love" it, the buyer or the neighbors) and for "nestled", "oasis", "boasts" and "must see". Anything it could not fix is marked in red under the draft. Read it before you post it — it goes out under your license.
Four Instagram captions — two short and two long, with a straight one, a question hook and one leading with the neighborhood among them — and a shorter cut of the best one for Facebook.
Pick the listing status — Just listed, Open house, Just sold and so on — and the captions are written for it, with a call to action that fits. Put open house times or a link in Status details; left blank, it invites a showing without making up dates or links.
Short captions stay under 40 words and long ones run 60 to 150, with at most 5 hashtags and 2 emoji, and no "DM me". Captions talk about the home, not the photos or video.
It promises nothing you didn't type: no coffee, treats, giveaways or incentives unless you put them in the form. A Coming soon post never offers an early list, a preview or a showing before the listing is active.
Paste a Zillow link at the top and press Fill to bring in the address, price, status, size and the agent's own description. Check the status and add the one feature that matters most. Each lookup uses one credit from our RealtyAPI account.
Tell it about the listing in your own words — type, or press Speak and talk. Add photos or a video and it reads details from them too: finishes, rooms, the yard. A video gives it a few stills from through it. Nothing you add is kept.
The same fair housing check as listing descriptions runs on every caption. Anything it could not fix is marked in red under the caption.
Two sections. Activities is every call, text, email, meeting and task — what is overdue, what is coming up, and what was already done. Contacts is every agent, team and brokerage we work with.
The chips under each section narrow it in one tap. The rep, market and search boxes apply to both sections at once.
Click a contact to open their card: who they are and how to reach them on top, what is planned with them below that, and everything already done at the bottom. A brokerage's card includes the work with its agents.
Records come from Pipedrive and are refreshed through the day. Teams are the Hub's own layer — Pipedrive has no such thing — so putting agents into a team here is safe from the sweep.
Anything you schedule, complete or write here is sent to Pipedrive as well, so the two never disagree. A record marked Not in Pipedrive yet is saved here and still trying.
Newsletters, opens and site visits are counted and collapsed into one line on a card so they cannot bury a conversation.
| Name | Type | Market | Sales rep | Last contact | Planned |
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