Tracker Column Standards
For Campaign Leads who set up trackers and every team member who keeps one. After reading this page you will be able to build or audit a lead tracker, deal tracker, TC tracker or order tracker with the Narqix required columns and the same values every campaign uses.
Track: All tracks · Role: Campaign Lead, Everyone · Time to complete: 20 min
What "tracker" means on this page
A tracker here is the one-line-per-item view of the work: a shared spreadsheet or a board or list view inside the CRM. It is not the time-tracking tool you use for your hours. Your client's setup may name columns differently. Map them to these standards and agree any differences with your Campaign Lead in writing.
Rules for every tracker
- One row per item: one lead, one deal, one file or one order. Never two items on one row.
- One owner per row, named in the Owner column.
- Every open row has a next action and a due date with the time zone.
- Approved values only in Status, Stage, Code, Heat and Flag columns. Use dropdowns where the tool allows. Never invent a value.
- Dates in one format across the tracker; times always with the zone named.
- Update the same shift you touch the item. The tracker must show the true status at all times.
- Never delete rows. Close them with a status (Dead, Closed, Paid) and a reason.
- No sensitive data: no Social Security numbers, full bank or card numbers, full dates of birth, ID copies, passwords or lockbox and gate codes.
- Bulk changes to more than 50 rows need written approval and a backup export first.
- Sort by due date when you open it. The oldest due date is the next thing you touch.
Lead tracker
For seller, homeowner, merchant or customer leads before a deal or booking: Real Estate (calling, SMS, lead management), Solar, HVAC outbound, Strategic Funding.
| Column | What goes in it | Example |
|---|---|---|
| Lead ID | CRM record ID | (LEAD ID) |
| Name | Owner, homeowner or business legal name | (SELLER NAME) |
| Property or business | Address, or legal name and DBA | (PROPERTY ADDRESS) |
| State and time zone | Two-letter state, zone | TX, CT |
| Source and date | List, form, inbound, referral; date received | Probate list, Oct 14 |
| Consent | Call, text, email: Yes or No, with date | Text Yes, Oct 19 |
| Owner | Person responsible for the next step | (YOUR NAME) |
| Stage | Your track's pipeline stage | Warm Follow-Up |
| Last code | Last disposition or outcome code | FU-WARM |
| Temperature or grade | Hot, Warm, Nurture, Dead (or track grade) | Warm |
| Attempts today and total | Count, for attempt caps | 1 today, 6 total |
| Last touch | Date, time and zone, channel | Oct 19, 6:20 PM CT, call |
| Next action | What happens next | Call after family talk |
| Next action due | Date, time and zone | Oct 26, 6:00 PM CT |
| DNC | Yes or No (Yes stops all contact on every campaign) | No |
| Notes link | Link to the CRM record | (LINK) |
Track codes: Real Estate uses the Narqix standard set (NA / VM, BUSY / DISC, WRONG, DNC, NI, CB, FU-WARM, HOT, APPT, LISTED / AGENT, SOLD, LIT-FLAG). Solar uses its own set (NEW, NA, VM, WN, DISC, LANG, CB, NI, DQ, NUR, SET, LT, CONF, RESCH, CXL, NS, SAT, SAT-INC, DNC). Funding uses its file statuses (for example Docs Pending, Submitted, Stips, Offer Out, Declined, Funded).
Deal tracker
For real estate deals from offer to closing: acquisitions and dispositions. Once a contract is signed, the TC tracker becomes the source for closing dates and deposits; the deal tracker keeps the money and buyer view.
| Column | What goes in it | Example |
|---|---|---|
| Deal ID | CRM record or deal ID | (DEAL ID) |
| Property | Address | (PROPERTY ADDRESS) |
| Stage | Offer Made, Negotiating, Under Contract, Marketing to Buyers, Assigned / Buyer Under Contract, Clear to Close, Closed / Fee Received, Dead | Marketing to Buyers |
| Acquisitions owner | Name | (ACQUISITIONS NAME) |
| Dispositions owner | Name | (DISPOSITIONS NAME) |
| Class | A, B or C | B |
| ARV and confidence | Amount, High, Medium or Low | 250,000, High |
| Repair tier and estimate | Tier, amount | Full Cosmetic, 50,000 |
| MAO | Walk-away number | 110,000 |
| Contract price | Agreed with seller | 103,000 |
| Asking price at first contact | Seller's number | 165,000 |
| Deal type | Assignment, double close, Retail Partnership, subject-to, client purchase, JV | Assignment |
| Contract date | Date signed | (CONTRACT DATE) |
| Closing date | From contract | (CLOSING DATE) |
| Buyer lock deadline | Date the end buyer must be under contract | (DATE) |
| Assignment or resale price | Price to buyer | 118,000 |
| Expected fee or spread | Amount | 15,000 |
| Buyer and rating | Name or entity, A, B or C | (BUYER NAME), B |
| Buyer activity | Contacted, walkthroughs, offers, highest offer | 22, 4, 2, 118,000 |
| Market Compliance Card checked | Yes or No | Yes |
| Next action, owner, due | Action, person, date and zone | Buyer EMD to title, buyer, Oct 30 |
| Dead reason | Only when Dead | (REASON) |
TC tracker
From the Tracker and CRM Standards page in the Transaction Coordination track. These columns are required.
| Column | Example |
|---|---|
| Property | (PROPERTY ADDRESS) |
| Deal type | Assignment |
| Status | CURATIVE |
| Flags | BUYER-NEEDED, INSP-OPEN |
| Heat | Yellow |
| Contract date | (CONTRACT DATE) |
| Closing date | (CLOSING DATE) |
| Inspection period ends | (INSPECTION PERIOD END) |
| Contract price | (CONTRACT PRICE) |
| Expected fee or spread | (EXPECTED FEE) |
| Client deposit and receipt | (DEPOSIT AMOUNT), received |
| Buyer deposit and receipt | Not yet due |
| Title company and closer | (TITLE COMPANY), (CLOSER NAME) |
| Next action | Death certificate to title |
| Next action owner | Seller |
| Next action due | (DUE DATE) |
| Last touch: seller, title, buyer | Dates |
Status values: NEW, TITLE-OPEN, EMD-PENDING, SEARCH, CURATIVE, MARKETING, BUYER-LOCKED, CTC, SS-REVIEW, SIGNING, FUNDING, POST, CLOSED, HOLD, CANCEL-PENDING, DEAD.
Flags: STATE-WINDOW, INSP-OPEN, BUYER-NEEDED, DEPOSIT-DUE, MEMO-RECORDED, EXTENDED, JV.
Heat: Green, Yellow, Red. Dead reasons: SELLER-CANCEL, INSPECTION, NO-BUYER, BUYER-FAIL, TITLE, PROBATE, FINANCING, PRICE, OTHER.
Order tracker
For property preservation work orders, from intake to payment.
| Column | What goes in it | Example |
|---|---|---|
| Order number | Client's order number | (ORDER NUMBER) |
| Client | Preservation company or servicer | (CLIENT NAME) |
| Property | Address, county and ZIP | (PROPERTY ADDRESS) |
| Investor or loan type | As shown on the order | (LOAN TYPE) |
| Order type and tasks | Plain words | Grass re-cut, debris 6 cubic yards |
| Received | Date, time and zone | Oct 19, 9:10 PM ET |
| Due date | From the order | Oct 21 |
| Commit date | Vendor's promised completion | Oct 20 |
| Crew or vendor | Name | (VENDOR NAME) |
| Status | New, Accepted, Dispatched, In field, Photos received, QC hold, QC passed, Submitted, Rejected, Approved, Invoiced, Paid, Short paid | QC hold |
| Status updated | Date, time and zone | Oct 20, 2:15 AM ET |
| Photos | Received time; missing items | 1:50 AM ET; rear yard after photos missing |
| Submitted | Date, time and zone; screenshot saved Yes or No | Oct 20, 10:40 AM ET, Yes |
| Rejection reason | Client's reason, only when Rejected | (REASON) |
| Extension | Requested date and status | Requested Oct 22, pending |
| Bid | Item, amount, status | None |
| Invoice | Amount, date submitted | (AMOUNT), Oct 21 |
| Payment | Paid, short paid with deduction, or open | Open |
| Next action, owner, due | Action, person, date and zone | Rear photos, crew, Oct 20 11:00 AM ET |
Coach's note: Build your tracker so the last three columns are always Next action, Owner and Due. When a client or lead opens it, those three columns answer the only question they really have: what happens next, who does it, and when.
Never do this: Never add a new status, code or flag value because it is convenient for you. Never delete a row to hide a dead lead, file or order. Never paste codes, passwords or personal identity numbers into a tracker cell.
Check yourself
- Which three columns does every open row need?
- A lead asks to stop all contact. Which tracker column changes, and what does it mean?
- Name five TC status values.
- An order was returned by the client. What status does it take, and which column explains why?
Answers
- Next action, owner, and next action due (with time zone).
- DNC becomes Yes and the last code is DNC. It stops all contact on every campaign.
- Any five of: NEW, TITLE-OPEN, EMD-PENDING, SEARCH, CURATIVE, MARKETING, BUYER-LOCKED, CTC, SS-REVIEW, SIGNING, FUNDING, POST, CLOSED, HOLD, CANCEL-PENDING, DEAD.
- Rejected. The Rejection reason column records the client's reason.
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