Use Case · Lead Management

How Lead Management works inside DataSift.

We did the heavy lifting interviewing 250+ Users with Multiple 6 and 7 figure revenue to build a complete no lead left behind Lead Management Workflow
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How Leads Move Through DataSift

PPC, PPL, Direct Mail, Cold Calling, TV, SMS, Radio. All lead sources seamlessly connect in Sift.
1
New Phase Lead
2
Unqualified Lead
3
Qualified Phase
STEP 01 / 03
New Lead Phase
A new lead that has not yet received a call attempt.
Prospector generates lead ➔ Switch status to "New Lead" immediately
Once status updates to "New Lead" the property auto adds to "New Lead (Unqualified)" board
Sift sequence runs and assigns "New Lead Follow Up" task
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Next step
STEP 02 / 03
Unqualified Phase
Leads that have expressed interest in selling, but the responsible team member has not yet spoken to them to gauge their motivation
Lead manager calls all new leads immediately in "New Lead ( Unqualified )"
No Answer? ➔ Move to "No Contact New Lead (Unqualified ) which creates a daily follow up task.
Still No Answer after 3–5 days? ➔ Move to Nurture New Lead (Unqualified) which creates a weekly follow up task.
Answered? ➔ Qualify motivation (Cold/Warm/Hot).
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Next step
STEP 03 / 03
Qualified Phase
Leads who have spoken to someone responsible for defining seller motivation
New Lead Answered Call
Determine Motivation (AI Score, Distressor, Timeline to move) - Set Property Temp - Gather All Pertinent Info
Hot Lead: Move to hot lead phase. Task assigned for 2 day follow up to gather more info. Lead manager determines if offer is needed immediately.
Warm Lead: Move to warm lead phase. Task created for follow up every 15 days
Cold Lead: Move to cold lead phase. Task created for light touch every 45 days.
Ready for Offer? ➔ Move to Acquisitions (Make Offer/Offer Follow-up).
Previous
Next step
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Your Lead Management Toolkit

These tools exist to make Lead Management clean, efficient and profitable. Using these will ensure your company is completely organized.
Default Build
Statuses, tasks, boards, and automations are set up before you log in.
Property Statuses
The phase the lead is in. Set once. Automations handle the rest.
Tasks
Created and deleted automatically as leads move between phases. Fully customisable.
SiftLine Boards
Visual pipeline for Lead Management, Acquisitions, and Transactions.
Sequences
Custom automations for seamless workflows. 26+ in the default build. They fire behind every phase move.
Records Page
This is your database. Segment and organize to your needs.
Property Temp
Control lead priority by setting a hot, warm or cold lead temp
Custom Fields
Store specific info your business needs so every property, lead, and deal fits your process.
Filter Presets
Six built-in filters. Your lead manager lives here all day.
Activity Log
All communications, task changes, offers and status changes logged on every record
Dialer Integrations
Ready Mode, smrtPhone, Call Tools, Smarter Contact, Aircall — real-time sync.
SiftMap
Nationwide data so you can pull lists, run comps and find your buyers.
Lists
Segment records for any campaign in one click.
Skip Tracing
Pay per record skiptracing as well as unlimited skiptracing available.
SiftMail
Direct mail designed and sent inside DataSift at a flat per-postcard rate.
Owner Records
Learn about your owners and their portfolios.
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Join Us LIVE In
Our Next Lead Management Training

Learn from CEO and 7 Figure Investor Tyler Austin as he runs a complete lead management masterclass live. Add our private Google Calendar to access all live trainings.
Attend Our Live Training Here
Watch The Full Lead Manager Playbook Here

How real investors actually use ‍DataSift.

The default build was developed after interviewing 250+ six and seven figure investors, one by one. This is what they needed — so we built it.
CASE STUDY
Florida Cash Real Estate
A seven-figure operation. Buys from motivated sellers, renovates, sells or rents.
ACCOUNT SNAPSHOT
450K+
Records
1,019
Active leads
~80
Active offers
10/day
New leads
150
Prospects/day
18mo
Lead → closed deal
Coming from another Company?

Most companies hand you an empty box. DataSift ships the box assembled.

You aren't just paying for a database. You're paying for a sales & marketing company that can run your entire company.
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"I came over from Podio. Best choice I ever made."
JD Monroe
"I moved over from Podio back in 2023. It's not ahard transition. Pretty simple."
Cesar Rios
Looks like we're getting off the Propstream bandwagon this week like everyone else... probably been 2 years since we've pulled more than 10k records off our account 🤣😅 Lets dive into these new Sift updates.
McKlane Bobbitt
With PropStream and REsimpli, I knew who I wanted to market to, but I didn't have an easy way to repeatedly market to them. I knew most sellers wouldn't respond to the first mailer, but consistently hitting them three or four times wasn't easy to manage.
Operator · GA
Use Case · Lead Management

Real workflows. Real deals.

Excellent
4.3 / 5
·
269 reviews on Trustpilot
Long-tail follow-up pays
"Forgot to run our 'Not Interested' campaign in October. Finally ran it this month — BAM, locked one up from Lead to Under Contract in 30 minutes.$20K pop coming in."
Percy Yearleque
Quarterly rehash · $20K
40k in 5 days
"SIFT continues to help us stay consistent, organized and in business!! 40K in 5 days with the powers of follow up on Siftline board…"
Mara Garcia
Switched from Podio
Old Lead Follow Up Now A Free Property
To give credit where it’s due, the deep prospecting skill is 100% a game changing time saving resource. I had a property I was deep prospecting back in 2024 and I couldn’t get the right hits for the heirs. Last night I ran the skill and found more information. I skip traced new addresses last night. I just did 2 dials and made contact with the right heir, and I’m about to get a free property.
Keratin S
Deep Prospecting
DataSift Is Amazing
DataSift is amazing! Great platform. Have my team learning how to use it better and better. I hear nothing but crazy results on this platform.
Tiffany H
Transitioning To Sift
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Common questions about Lead Management.

Real objections from real operators on real demo calls.
Does DataSift work with my dialer?

Yes. Ready Mode, Smart Dialer, Call Tools, Smarter Contact, Aircall and Kixie connect directly. A wrong-number disposition in the dialer flips the phone status in DataSift in real time. A new-lead disposition fires the full Call New Lead sequence. Other dialers connect through CSV upload or Zapier.

I'm coming from Podio, REsimpli, or Go High Level. Why switch?

Every CRM needs someone to move leads where they belong. The difference is what catches the misses. Most CRMs hand you an empty box and tell you to build it. DataSift ships with the workflow assembled — boards, statuses, tasks, and 26+ automations already wired. You're not paying for a database. You're paying for the system that already runs your lead management.

I have too many leads. Don't I need drip campaigns for my warm and hot leads?

Drip campaigns are for ghosting leads and not-interested follow-up. Never for warm or hot. Warm and hot get a human call, every time, on a tempo set by when the seller will sign.

Won't I need to hire an acquisitions person to keep up?

Most operators give away 20% of their revenue solving an operational problem with a hire. A trained lead manager working the default build prevents that hire for a long time. Bring in an acquisitions specialist when your lead manager is buried in qualified follow-up that's converting — not before.

Will my team actually use this?

Your lead manager works six filters every day:

  1. Call New Leads
  2. Unqualified Overdue
  3. Unqualified Due Today
  4. Qualified Overdue
  5. Qualified Due Today
  6. Leads Missing Task

When all six are empty at end of day, the day is done. No guessing. No drowning. No leads sitting where they shouldn't.

What happens to leads we never reach?

‍"For every hundred ghostings, I could probably pull another two deals at minimum a year out of them. That could be worth a hundred grand to my company every year."
‍

You don't lose leads. You stop spending your lead manager's day on the ones who aren't talking back.

How long does setup take?

Your account ships with the lead management default build already wired. Boards, statuses, tasks, automations — ready on day one. Add your team, import your data, and your lead manager can start working leads the same afternoon.

Can I customize it?

Yes, but don't. Not at first. Run the default for 60 days. Prove your team has the discipline. Then extend. Most operators who break their CRM do it in the first 30 days by trying to make it "smarter."

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