DRAFTFor Nakul's approval · nothing is built in Airtable yet · live numbers from Airtable (all counties), 26 Oct 2026
Every time a lead moves to a new stage, an automation records the exit time and entry time. Nobody types a date.
Rows are kept forever and never overwritten. Failed leads, send-backs and repeat cycles are all kept.
Average days and "waiting now" per stage and per group (P1-P6, P7, P8-P12, grade A/B/C). The slowest stage is the bottleneck.
Goal: find where leads wait longest, from data coming in to closing, with measurement and not opinion. Fix the slowest stage first, then drill down week by week.
Click any stage to see who owns it, when its clock starts and stops, how a lead can fail, and what is missing.
Checked by script: every draft node maps to one of Nakul's 9 phases, or to the one loop.
| Phase | Draft nodes | Count |
|---|---|---|
| 1. Data Cleansing & Filtering | 1.1-1.4, 2.1-2.4 | 8 |
| 2. Research & Genealogy | 3.1-3.4 | 4 |
| 3. Deal Review | 4.1, 4.2 | 2 |
| 4. Lead Manager | 4.3, 4.4 | 2 |
| 5. Relationship Management | 5.1-5.4 | 4 |
| 6. Acquisitions Discovery | 6.1 | 1 |
| 7. Due Diligence | 6.2 | 1 |
| 8. Offer & Negotiation | 6.3, 6.4 | 2 |
| 9. Transactions & Closing | 7.1-7.3 | 3 |
| Loop: next heir | 7.4 | 1 |
| Total | 8+4+2+2+4+1+1+2+3+1 | 28 |
Data assignment. Priorities wait in inventory until a researcher takes them. No draft node covers this, yet Nakul named it as the key delay.
Fix: add it as its own stage between phase 1 and 2 (stage "1b" above), stamped by a new "Date Assigned to Researcher".
• Data pulling has no phase of its own, so it becomes the start of phase 1.
• Phases 6 and 7 have no dates at all. Add stamps, or merge them until sales confirms they are separate.
Press the green button and watch one lead move. The log fills in by itself. Try the other two cases too.
| Stage | In | Out | Days | Result | Waited before |
|---|
An example lead, not a real one. "Waited before" is the gap since the lead left the stage before.
The situations that break most tracking systems, and what stops them breaking this one.
The most common worry is "does this give me extra work?" The plan says no.
| Who | What changes for them |
|---|---|
| Researchers | Nothing new. Update status as today. The system stamps the time. |
| Deal Review and Lead Manager | Nothing new. Same status changes as today. |
| Relationship Manager and Acquisitions | Nothing new. Move cards in GHL as today. We pick the dates up. |
| Nakul | Gets a weekly report: slowest stage, and who is waiting longest. |
| Harsh | Builds it and checks every day that no stamp is missing. |
Average days in each phase, over leads that have both dates. Whole days.
| Phase | P1-P6 | P7 | P8-P12 | A | B | C |
|---|---|---|---|---|---|---|
| Research | 11 | 13 | 17 | 14 | 15 | 14 |
| Deal Review | 30 | 6 | 8 | 9 | 27 | 4 |
| After Deal Review | Fewer than 5 leads with both dates. Not measurable yet. | |||||
Deal Review counts only 30, 11 and 22 leads: a lead to follow, not a conclusion. A / B / C is the researcher's lead grade (confirmed). P0 (foreclosure): 90 leads researched in about a day, 89 of 90 before the auction.
Waiting now: open leads and their age. Averages of finished leads hide the stuck ones.
Wait between stages: where the backlog builds.
Leads counted: so nobody trusts a number built on 2 leads.
Failed vs passed: in research, 3,100 leads failed and 1,128 passed.
Nothing is built before Nakul says yes.
Click a question to see the answer.
People remember differently and count differently. A stamp is exact and the same for everyone, so we can compare stages fairly.
No. Nobody types a date. The system writes it when a status changes. People keep working the way they do today.
No. It measures the process, not people. If a stage is slow, we look at the stage and its steps first, like the Tesla example: the slow step turned out to be the procedure itself.
That is the point. Bad numbers show where to improve. We pick the slowest stage and fix it, then measure again.
Where dates were stored, we use them: research and Deal Review have history. Dates that were never stored cannot be rebuilt, so the other stages start counting from go-live.
Research and Deal Review show now, with a small count in Deal Review. The new stamps start when we go live, and Nakul wants that next week. The first weekly report follows, and a trustworthy average needs a few weeks of data.
No new tools. It uses Airtable automations and one new log table. The sales side uses the GHL connection we already run.
P0 is foreclosure, so there is a hard deadline: the auction. We measure days left before the sale as well as days in each stage. Today 94 Travis leads carry P0. The tier formula cannot compute P0 yet, so someone tags it by hand. Making it automatic is one of the decisions below.
Every average shows how many leads it counts. A daily check looks for missing or odd dates and raises an alert. Bad dates are flagged and left out until fixed.