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 required documents at the meeting
  • Pull credit + numbers if all docs are present

How to finish it (Gate)

  • All required docs present (see gate slide)
  • Pull the client's qualifying price range
  • Realtor pulls MLS shortlist within that range
  • Present home options to the client
  • Move the stage to Hot in Lofty
The Critical Gate
Document Requirements
What the client brings depends on how they work.

W2 Employee

  • 2024 & 2025 tax returns + W-2
  • Last 30 days of pay stubs
  • 2 months of bank statements
  • Work permit, DACA, TPS, or ITIN

1099 / Self-Employed / Business

  • 2024 & 2025 tax returns
  • Copy of Business License
  • 2 months of bank statements
  • Profit & Loss Statement
  • Work permit, DACA, TPS, or ITIN

✓ All docs present + credit 660+

Pull qualifying numbers. Realtor pulls MLS shortlist. Present to client. Move to Hot in Lofty.

✗ Missing items

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

* Requirements may vary depending on the loan program and lender. Consult with your mortgage lender.
Stage 3
Hot
Realtor

What this stage means

  • Client is fully qualified with a price range
  • Realtor already has an MLS shortlist ready
  • Client is approved and ready to tour homes

What to do

  • Review the MLS shortlist with the client
  • Schedule showings for the shortlisted homes
  • Help them select 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 + Realtor

What this stage means

  • Offer was accepted by the seller
  • Contract is signed by both parties
  • Both roles are running at the same time

What to do

  • Loan Officer: handle all loan paperwork and underwriting
  • Loan Officer: coordinate the appraisal with the lender
  • Realtor: coordinate the inspection and manage contingencies
  • Both: keep client updated — log everything in Lofty

How to finish it

  • Underwriting approved
  • Inspection contingencies cleared
  • 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

Team Rules

These habits keep the whole system running.
📋
After every client interaction — create a Task in Lofty for the next action. If the client needs to do something or you need something from them, it goes in as a Task.
✏️
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.
🚫
If a lead goes cold — mark Not Interested in Lofty. Every lead must have a stage.
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