User Guide — Flows, Features & Best Practices
Sphere Tracker is a relationship intelligence tool — not a CRM. CRMs track leads, score them by transaction likelihood, and push you toward the next deal. Sphere Tracker tracks people — your sphere of influence — and ranks them by relationship depth, not pipeline value. It makes sure no one falls through the cracks, and that every conversation you have makes the next one easier.
The core promise is simple: no contact falls through the cracks. Every person in your sphere gets a follow-up cadence, every conversation gets logged, and every morning you know exactly who to call.
CRMs rank your contacts by lead score — how likely they are to transact this quarter. Sphere Tracker ranks by relationship depth — how strong your connection is. Core, Active, Nurturing. Not hot lead, warm lead, cold lead. Your best referral sources may not be buying for years. A CRM forgets them. Sphere Tracker doesn't.
Moves fast. Works her follow-up queue every morning. Needs to log calls in seconds, not minutes. Values speed and consistency.
Remembers every detail — kids' names, pets, hobbies. Logs rich notes after every conversation. His sphere intelligence is his competitive advantage.
Setting up her sphere from scratch. Needs guidance on what to do next. Wants to feel organized and in control as she grows.
Sphere Tracker is designed so all three agents can use it in the way that fits their style — Sarah moves fast through the queue, Mike adds detailed notes, Jennifer follows the prompts.
Every person in your sphere is a contact. Contacts have:
| Field | What It Means |
|---|---|
| Status | Active, Core, Nurturing, Past Client, or Closed. Drives the follow-up frequency the system recommends. |
| Tier | Hot, Warm, or Cold — your read on how close they are to transacting. |
| Hot flag | A quick orange indicator for anyone who needs attention right now. |
| Move Timeline | When they're planning to buy or sell. Triggers automatic action proposals. |
| Personal Notes | Free-form notes visible on the Profile tab — spouse name, kids, hobbies, anything that helps you connect. |
| Wishlist | Buyer criteria — beds, budget, areas, must-haves. |
A Touch is a record that you interacted with someone. It goes in the Touch Log. It answers the question: "When did I last talk to this person and what happened?"
Touches are created in three ways:
— You click +Touch and log it manually (impromptu call, ran into them, they called you)
— You complete a scheduled Phone, Email, or Text action (auto-logged)
— You complete a Follow-Up (logged via the "How'd it go?" prompt)
An Action is something you need to do for a contact — a scheduled task with a due date. Actions live on the Actions tab. They get completed, reopened, or deleted.
Action types:
— Phone — call them
— Email — send an email
— Text — send a text
— Follow-Up — scheduled check-in with a follow-up date
A Follow-Up is the most important type of action. Every active contact should have one scheduled. Follow-Ups power the Follow-Up Queue — your daily call list. When you complete a follow-up, the system moves to the next one in queue automatically.
The Touch Log is the relationship history — a chronological record of every interaction with a contact. It is the answer to: "What have I done with this person, and when?" Mike lives in the Touch Log. Sarah uses it to confirm she's been consistent. Jennifer uses it to build confidence.
This is the primary daily workflow for any active agent. Takes 15–30 minutes each morning.
You'll see contacts organized into: Overdue (red), Due Today, Due This Week, Upcoming, and No Follow-Up. Work top to bottom — Overdue first.
The card shows who to call, when it was due, and their last touch note so you have context before you dial.
The "How'd it go?" prompt appears. Pick a chip or type a note.
Options: Left voicemail, No answer, Spoke briefly — or type your own note. This becomes the Touch Log entry. The contact moves off the queue.
"Completed - no note" is logged automatically. The timestamp is still recorded. The contact still moves off the queue.
Work through the queue. When you're done, your Touch Log is up to date and every contact has a next follow-up scheduled.
They called you out of nowhere. You ran into them at the grocery store. It wasn't scheduled — but it matters.
Click their name to open the detail panel.
Select the method (Call, Text, Email, In Person), pick the date, and write a note.
The contact's "Last Touch" on the home screen updates instantly.
You just met someone at an open house, a networking event, or a referral came in. Get them in the system immediately.
Quick Add is fastest — just name, phone, and status. Full Add lets you enter all details including wishlist and personal notes.
Status = where they are in the relationship (Active, Nurturing, Core, etc.). Tier = how ready they are (Hot, Warm, Cold).
Set a follow-up date. Now they're in the queue and you'll be reminded when it's time to reach out.
Click +Touch, select In Person or Call, and write a quick note: "Met at Barton Hills open house — looking to upsize in 6 months."
You had a specific task on your list ("Send listing comparison to Kevin") and you did it.
Find the action in the list.
For Phone, Email, and Text actions: a touch is automatically created with "✓ [action title]". No prompt needed — it's instant.
Same as the morning queue flow — log a note or skip. Either way a touch is recorded.
They couldn't talk today. Push it to next week.
A date picker appears inline.
The follow-up moves to the new date in your queue. No touch is logged — rescheduling is an admin action, not a contact interaction. If you want to note why you rescheduled, use +Touch manually.
| Element | What It Does |
|---|---|
| Last touch snippet | Shows the first 80 characters of the most recent touch note under each contact name — instant context without opening anything. |
| Orange dot | This contact is marked Hot — needs attention soon. |
| Status badge | Active / Core / Nurturing / Past Client / Closed |
| Follow-up indicator | Shows days until follow-up or "overdue" if past due. |
| Search bar | Real-time search by name, phone, or email. |
| Filters | Filter by status, tier, or hot flag. |
| Section | What to Use It For |
|---|---|
| Personal info | Name, phone, email, address, spouse, anniversary |
| Personal Notes | Anything you want to remember — personality, preferences, how you know them. Use the Quick Note field at the bottom to add notes without opening edit. |
| Kids / Pets | Names and details — use these to start conversations |
For buyer clients: beds, baths, budget, preferred areas, must-haves. Searchable and filterable in future updates.
| Button / Element | What It Does |
|---|---|
| Schedule Follow-Up | Always visible when no active follow-up exists. Creates a follow-up task and adds the contact to your queue. |
| + Add Action | Add any type of action — Phone, Email, Text, or Follow-Up — with a title, due date, and optional note. |
| Done (checkmark) | Complete an action. Phone/Email/Text auto-log a touch. Follow-Up triggers the "How'd it go?" prompt. |
| Reschedule | Push a follow-up to a new date. No touch is logged. |
| Reopen | Un-complete an action that was marked done by mistake. |
| "How'd it go?" prompt | Appears after completing a follow-up. Chips for fast logging or free text for detail. Skip always logs "Completed - no note." |
Full chronological history of every interaction. See the Touch Log section below for details.
Your daily call list. Contacts are organized into four sections:
| Section | Who Shows Up Here | What to Do |
|---|---|---|
| Overdue | Follow-up was due in the past | Call these first — they've been waiting longest |
| Due Today | Follow-up due today | Work through these in the morning |
| Due This Week | Follow-up due in the next 7 days | Preview — plan your week |
| No Follow-Up | Core or Active contacts with no scheduled follow-up | These need attention — schedule something |
At the bottom of the Profile tab there's a text area and a "Save Note" button. Type a quick note and save — it appends to Personal Notes without opening the full edit modal. Perfect for Mike after a conversation: open contact, type note, done.
Click the Hot button in the contact header to toggle the orange dot. Use this for anyone who's close to transacting, referred you someone, or needs attention this week. Filter by Hot on the home screen to see just these contacts.
The Touch Log is the most important tab for long-term relationship management. Every entry answers: When did I last interact with this person, and what happened?
| Action | Touch Created? | What It Says |
|---|---|---|
| +Touch button (manual log) | Yes | Whatever you typed |
| Complete a Phone action | Yes — auto | "✓ [action title]" |
| Complete an Email action | Yes — auto | "✓ [action title]" |
| Complete a Text action | Yes — auto | "✓ [action title]" |
| Complete a Follow-Up → Log it | Yes | Your note or chip selection |
| Complete a Follow-Up → Skip | Yes | "Completed - no note" |
| Reschedule a Follow-Up | No | Admin action — use +Touch if you want to note why |
The orange dot = most recent entry. The green badge = a completed action. Long notes are truncated — click any entry to expand the full text.
— "Left voicemail. Will try again Thursday."
— "Spoke briefly. She's closing on her current home in 30 days, then wants to list."
— "Ran into him at HEB. Kids are in 3rd grade now. Still loves the Buda area."
— "Sent listing comparison for the domain she liked. Waiting to hear back."
— "Called" (no context)
— "Talked" (talked about what?)
— "Follow-up done" (same as clicking Skip)
Every contact in your sphere should have
a follow-up date and at least one touch note.
If you can't remember the last time you talked to someone — that's your sphere telling you to call them.