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Checking portal routes, API endpoints, and GHL connectivity
Scans every active INTAKE + WORKING file for fields still referencing the old documents.shortsalestart.com domain. Takes 20-40s — checks each file individually for accuracy.
Counts distinct properties PropStream has ever surfaced, by bucket — not GHL contacts. A property reappearing on a later biweekly refresh confirms it's still on market; it doesn't inflate the count, which is what keeps this number honest over time instead of drifting the way a contact-touch count does. "Total Existing Opps" is cross-cutting (a property can be SS or Non-SS AND already have an open file) — it's not a slice of the pie above, just its own percentage of total exports.
Agents ranked by distinct active listings surfaced from PropStream — multi-listing agents are prime personal-call / TOP 100 pipeline candidates. Counts accumulate across batches and counties; re-runs can't inflate them. Rows highlighted at 3+ listings.
Offices ranked by total distress inventory. Conc. = listings per agent — high concentration in few agents = one office-level relationship worth pursuing; low concentration = sequence-and-scoreboard territory.
2026-07-09: rows without a valid email are skipped at ingest —
no GHL contact is created (logged as no_email/bad_email in the Import Log).
Rows with an email create/update a contact tagged propstream_batch_443 for the smart list.
Enrichment is retired. Existing-opp collisions below link straight to the file view.
dom100 — blocked. PropStream's Days On Market field was confirmed unreliable on 2026-07-06
(a relisted property showed 1,429 DOM vs. ~13 actual days on market). Ingestion for this bucket is rejected
by the endpoint until resolved on a PropStream support call.
lp_non_ss — not yet tagged at ingest time. True hidden-LP count requires PropStream List
Stacking (lp_all minus ss_public overlap) per-county before this bucket has real numbers.
Captured before the live build existed. Rows/sections flagged below no longer match production GHL — treat live GHL as ground truth wherever they conflict. Not yet reconciled with current state.
Explores automating the Loan Mitigation Services (LMS) short sale processing operation front to back using AI — identifying every human-driven step in the current workflow and designing AI-assisted or fully automated replacements, from lead intake through lender negotiation support to file close.
1. Active Short Sale Listings — Listing agents who already have an active MLS short sale listing but haven't engaged a processor (domains: shortsales.support / shortsales.help)
2. LP (Lis Pendens) Leads — Listing agents with a traditional listing where a Lis Pendens is filed, indicating the seller may be in foreclosure without a short sale initiated (domains: shortsales.help / shortsales.solutions)
Referral channel: Magnolia Title Company (Tabitha + Chelsea) — submits pre-screened homeowner leads via the MAG SUBMIT form in GHL
| Tool | Role |
|---|---|
| GoHighLevel (GHL) | CRM, automations, pipelines, calendars, SMS, forms, smart lists |
| Synthesia | AI video (Savannah avatar) for video email touches |
| PropStream / BatchLeads | Lead sourcing, LP-to-MLS data matching |
| Google Workspace | Email (shortsalestart.com primary domain) |
| GoDaddy | DNS management (SPF, DKIM, DMARC configured) |
| Salesmsg | Dedicated SMS at scale (pending Zapier integration) |
| WordPress | Live site at shortsalestart.com |
The central KPI pipeline. Tracks every consultation from booking to file start.
| Stage | Notes |
|---|---|
| Scheduled Consult | Opp created at booking ($4,950) |
| Performed | Agent showed; followup drip enrolls |
| Not Performed | No-show; re-book SMS fires 2hr later |
| Followup Sequence | Non-converted consults in drip |
| Lost | LP-Lost tag applied |
| Won — File Start | Triggers INTAKE pipeline |
Tags: SS-Consult-Booked, SS-Consult-Performed, SS-NoShow, SS-Followup, SS-File-Active, LP-Lost
Manages all new short sale files from start through fully packaged + offer received.
| Stage | Purpose |
|---|---|
| 1 — START | File created at form submission |
| 2 — Seller Service Agreement LIVE DIFFERS | SA sent; awaiting signature. Live GHL: "2 - Seller Intake — Portal" |
| 3 — Seller Intake | Tracks SIF + Mortgage Statement + 3PA |
| 4 — S/I/F Docs Missing | Chase logic for outstanding docs |
| 5 — 3PA | Third-party authorization sent |
| 6 — Lender Authorization | Auth sent to lender |
| 7 — Buyer Needed | No offer yet; triggers agent outreach |
| 8 — Offer Intake | OIF submitted; docs requested |
| 9 — OIF Missing | Auto-escalation from Stage 8 |
| 10 — Offer Intake (Missing OIF) | Condition check + re-notification |
| 11 — Package Complete | All docs in; ready to send to lender |
| 12 — Satisfied → WORKING | Hand-off to Working pipeline |
| RESET | Files that need to restart |
| CLOSED-W / CLOSED-L | Final dispositions |
Opportunity ID format: {fs_subject_street_address} - {last_name} - 2026 · Opportunity value: $4,950 · Custom Object: Short Sale Files
OIF URL: api.leadconnectorhq.com/widget/form/w0TNwqxOzI6ojCkekcH3 · Doc Upload URL: api.leadconnectorhq.com/widget/form/1LeCSeMIRaLvXWwd8dXY — both native GHL widget forms, separate from portal.shortsalestart.com
Table below is out of date on stage names/count. WORKING pipeline is actually FULLY BUILT through CLOSED-W/CLOSED-L (confirmed live 2026-07-02) — check live GHL directly for real, current stage names and open counts. This table reflects an earlier planning stage, not current build status.
| Stage | Purpose |
|---|---|
| 1 — Start — Package Working | File received from INTAKE |
| 2 — Buyer #2 Needed | Buyer #1 fell through; new buyer required |
| 3 — Start — Buyer #2 | Buyer #2 intake loop (mirrors INTAKE Stage 8) |
| 4 — Package Sent | Package submitted to lender |
| 5 — Package ✅ — BPO | Package confirmed; awaiting BPO |
| 6 — BPO ✅ — In Review | BPO complete; lender reviewing |
| 7 — Negotiations | Lender in mitigation discussion |
| 8 — Value Dispute | BPO dispute filed |
| 9 — Approval Letter | Approval received |
| 10 — Close Pending | Final closing coordination |
| 11 — CLOSED-W | Successful close |
Referral pipeline from Magnolia Title Company.
| Stage | Notes |
|---|---|
| Start — Warm | All new Magnolia submissions |
| Start — Hot | Magnolia-flagged urgent leads |
| UnQ | No homeowner contact made |
| Q-Cold — Followup | Spoke; not a fit currently |
| Q-Warm — Followup | Spoke; interested but undecided |
| Q-Hot | Spoke; ready to move |
| Active File | Deal in progress |
| Closed-W / Closed-L | Final dispositions |
Q-Cold and Q-Warm leads have already been spoken to. Q-Hot has established rapport. UnQ = no contact yet.
VIP pipeline for Florida's highest-volume short sale listing agents. Manual curation + targeted outreach.
| Stage | Notes |
|---|---|
| Identified | New entry |
| Contacted | First touch sent |
| UnQ | No response after 3 attempts → Lost |
| Q | Replied; warm post-call SMS fires |
| Consult Scheduled | Moves to CONSULTS pipeline |
| Partnership Active | Ongoing referral relationship |
| Lost / Not a Fit | Auto-close after 3 UnQ attempts |
Active workflows: ss_support_workflow, ss_help_active_workflow, ss_help_workflow, ss_solutions_workflow
Send window: Tue–Fri, 9–11am ET · Video emails: Tuesday only (Synthesia/Savannah) · SMS opens ⚠️, closes "Here to help." · Email sign-off 🙏
LP tone: gradual urgency, anchor phrase "your seller may be in foreclosure" · Active SS tone: direct and urgent
Reply Handler: published, catches all replies across workflows, fires ss_consult_requested tag, routes to CONSULTS
File Start Form triggers: assign to user (RH) → send Listing Agent email → internal SMS notification → create contacts (Listing Agent, Co-Listing Agent, TC, Co-Borrower/POA as applicable) → wait 1 minute → create Opportunity (INTAKE Stage 1) → create Short Sale File custom object → update SS File with Opportunity ID.
OIF form: hidden SELLER EMAIL field pre-populated via ?email={{contact.email}} URL parameter — maps submissions back to correct contact automatically.
Stage automations trigger communications to Listing Agent, internal notifications to File Manager, and chase sequences for missing items.
ss_pending_assignment tag removed as Step 1 in all outreach workflows| User | Role | Access |
|---|---|---|
| RH Richards | Admin | Full access |
| Eric Fitzpatrick | User | Assigned files only; no dashboard, no financials |
| Brianna | User | Assigned files only; no dashboard, no financials |
| Accounting | Separate sub-account | Isolated from main LMS sub-account |
File Managers see: Contacts, Conversations, Opportunities (assigned only), Calendars. Do NOT see: Dashboard, Reporting, Workflows, Campaigns, Sites, Settings, Lead Values.
Explore replacing or augmenting as many human-driven steps as possible using AI tools: