Buyer Workflow Tagging, TC Communication Setup, Missed Call Views, Dashboard Fixes & Property-Centric UI Preview - August 4, 2026

This session covered a range of system workflow reviews, troubleshooting fixes, and exciting feature previews. Topics included the correct setup of the buyer tagging workflow, how to protect custom TC messaging from system updates, a new phone routing strategy for post-contract seller communication, fixes for missed call views and dashboard reporting issues, and a preview of the upcoming property-centric UI and buyer engagement tracking features.

Key Takeaways

• The buyer tag is required to trigger the Sonar workflow. Add a separate realtor tag to differentiate contacts. A future Contact Type feature will automate this tagging.
• Custom TC messages stored in the "Outsourced TC" workflow risk being overwritten by system updates. These should be moved into the "In-House TC Communication" workflow, which is never updated by the system.
• Under-contract sellers calling the acquisitions number creates distractions and miscommunication risks. A dedicated TC number should be given to sellers at contract signing so they always reach the right team.
• Missed call views were not displaying correctly due to a filter gap and an auto-text response marking conversations as "read." Both issues have been resolved with updated filters and a settings change.
• Dashboard widgets for marketing channels and deal counts contained inaccurate data due to missing or incorrect field values. These are being corrected via workflow automation and filter updates.
• A new property-centric UI is in development that will replace static forms, link contacts to properties, and include an "Action Meter" to rank buyer engagement.

1. Buyer Workflow: Tagging & Process

How It Works

The Sonar workflow is triggered by the buyer tag. This tag must be present on a contact for the automated texting sequence to initiate. If a contact is a realtor, add a separate realtor tag — this does not interfere with the Sonar trigger and helps differentiate contact types.

Standard Buyer Workflow Process

1. Upload buyer lists with the buyer tag applied.
2. The Sonar workflow automatically initiates the texting sequence.
3. Call all contacts who respond to pre-market deals and qualify them.
4. Once photos are ready, send the deal to all qualified buyers.

Coming Soon: Contact Type Selection

A simplified list upload feature is in development that will allow users to select a Contact Type (e.g., Buyer, Seller, Realtor) during import. The system will then automatically apply the correct tags, removing the need for manual tagging.

2. Transaction Coordinator (TC) Workflow: Protecting Custom Messages

The Problem

Custom messages stored inside the "Outsourced TC" workflow are at risk of being overwritten whenever GenieREI pushes system-wide updates to that workflow. Any customizations made directly to system-managed workflows can be lost during updates.

The Solution

Move all custom TC messages into the "In-House TC Communication" workflow. This specific workflow is intentionally excluded from all system updates, meaning any content placed inside it will never be overwritten.

Steps to Implement

1. Open the "In-House TC Communication" workflow.
2. Copy all custom messages from the "Outsourced TC" workflow into this workflow.
3. Rename the In-House workflow to "In-Use" for clarity.
4. Set the original "Outsourced TC" workflow to Draft status to prevent it from running.

3. Seller Communication & Phone Routing

The Problem

Once a property goes under contract, sellers often call back on the main acquisitions number. This distracts acquisitions reps, and worse, closers may inadvertently handle cancellation requests or sensitive post-contract conversations they are not equipped to manage.

The Solution: Dedicated TC Number

Create a dedicated TC phone number to be used exclusively for all post-contract seller communication. Acquisitions reps will provide this number to sellers at the time of contract signing and instruct them to use it for all future questions.

Implementation Steps

1. Assign a new phone number specifically for TC use within the system.
2. Configure the number to route to multiple team members (e.g., TC and dispo) to ensure calls are always answered.
3. Acquisitions reps provide this number to sellers at contract signing with clear instructions to use it exclusively for post-contract communication.

Coming Soon: Per-Rep Number Assignment

An upcoming admin settings feature will allow numbers to be assigned per rep, so deal-specific marketing communications can originate from the correct rep's number automatically.

4. Missed Call Views: Troubleshooting & Fix

The Problem

Missed calls were not appearing in the custom "Seller Missed Calls" conversation view. Two issues were identified:

• The view filter was set to last message channel is call, which excluded voicemails entirely.
• The system's automatic text response for missed calls was marking conversations as "read," causing them to disappear from the view.

The Fix

1. Disable the auto-text for missed calls:
   • Navigate to Settings > Phone System > Voicemail.
   • Turn off the automatic text response that fires when a call is missed.
2. Update the view filter to include voicemails:
   • Change the filter from last message channel is call to:
     last message channel is call OR last message channel is voicemail

Note: The updated missed call views will be copied to all accounts by the GenieREI team.

5. Dashboards & Reporting: Known Issues & Fixes

Issue 1: Inaccurate Marketing Channel Data

Problem: The "Offers Made per Marketing Channel" widget was displaying incorrect data (e.g., showing "cold calling") even after the contact record was updated.

Cause: This widget pulls from the opportunity's lead source field — not the contact record. Contact-level automation does not update opportunity fields.

Fix: Ensure that the lead source field is being updated at the opportunity level, not just on the contact, when a lead source changes.

Issue 2: Missing Market Data on Opportunities

Problem: Many opportunities are missing a value in the market field, which skews market-level reports.

Fix: An "Opportunity Editor" workflow is being built to bulk-update opportunities. The workflow will loop through all pipelines, identify opportunities where the market field is empty, and automatically populate it.

Issue 3: "Lost" Deals Inflating Dispo Agent Deal Count

Problem: The "Dispo Agent Deal Count" dashboard widget was including "Lost" deals in its count, inflating rep metrics.

Fix: Add a filter to the widget: status is open. This will exclude any "Lost" deals from the count and show only active opportunities.

6. Future Feature Preview: Property-Centric UI

A major UI overhaul is in development that will shift the system from a contact-centric model to a property-centric model. Here is what to expect:

Unified Contact Creation

A single "Add Contact" button will prompt users to select a Contact Type (e.g., Buyer, Seller). The system will then display only the fields relevant to that contact type, reducing data entry errors and speeding up the process.

Property-Centric Data Model

The system will use its own custom objects — not GHL's native objects — to directly link contacts to properties. This creates a cleaner, more accurate data structure across all workflows.

Automated Data Capture at Key Milestones

When a deal is moved to "Under Contract", the system will automatically trigger a data entry screen pre-filled with known information. This ensures all required fields are captured accurately at the right moment without additional manual steps.

Deal Tracking & Buyer Engagement (Action Meter)

Each deal sent to buyers will have a unique website link generated by the system. The platform will track buyer engagement metrics — including time spent on the listing page and number of photos viewed — to produce an "Action Meter" score. This score ranks buyers by level of interest, helping dispo agents prioritize outreach to the hottest leads first.

Action Items Summary