1 Vendor Form
→
2 System Enriches
→
3 Sarah's Inbox
→
4 Review Lead
→
5 Send
→
6 What Got Sent
→
7 Reject & Swap
Legend:
Automatic — system does it
Manual — Sarah does it
Step 1 — Vendor fills the form Vendor Action
This is the existing MyTopAgent.co.nz landing page form. No change here — just the entry point.

Find Your Top Real Estate Agent

Free · Independent · 48-hour turnaround

No cost. No obligation. We never sell your data.

Step 2 — System enriches automatically Automatic · 10 sec
Nobody sees this — it happens in the background the moment the form is submitted. Sarah just gets a notification when it's done.
⚡

Enriching lead — 142 Harbour View Road, Whitianga

Pulling data from Cotality · Cross-checking MTA database

✓
Lead saved to database
Vendor contact + address stored, ID: MTA-2026-8341
0.2s
✓
Cotality API — property details
CV $2.31M · Land $1.15M · Improvements $1.16M · Last sold Mar 2018
1.8s
✓
Cotality Radius Search — nearby sold homes (1km, similar CV band)
Found 12 recent sales between $1.8M–$2.8M
3.4s
✓
Agent extraction from sales data
Identified 6 unique agents with phone + email
0.5s
✓
MTA Database cross-check
4 agents already signed with MTA · 2 agents need sign-up call
0.3s
✓
Notification sent to Sarah
Lead is now in Sarah's inbox, ready to review
0.1s
Total time: 6.3 seconds · Sarah saves ~10 minutes of manual lookup work per lead
Step 3 — Sarah opens her inbox Sarah's View
This is the main dashboard when Sarah logs in. New leads are highlighted. Every lead already has property data + agent shortlist ready.

Lead Inbox 3 new

142 Harbour View Road, Whitianga
Michael & Jane Thompson · 4 bed · 021 456 7890
CV $2.31M
Ready to Review
6 agents ready →
2 min ago
27 Bayview Terrace, Papamoa Beach
Chloe Nguyen · 3 bed · 027 998 4433
CV $1.42M
Ready to Review
8 agents ready →
14 min ago
55 Fendalton Road, Christchurch
Peter O'Sullivan · 5 bed · 021 665 4432
CV $3.10M
Ready to Review
5 agents ready →
28 min ago
8 Kowhai Lane, Torbay
Rachel Kim · 3 bed
CV $1.85M
Sent to Vendor
3 agents sent
Yesterday
👆 Click 142 Harbour View Road to open the lead
Step 4 — Review the lead & pick 3 agents Sarah does this · ~2 min
Everything on this screen was pre-filled by the system. Sarah just reviews, ticks 3 agents, adds a note, picks a calling mode, and clicks Send.

142 Harbour View Road

📍 Whitianga, Thames-Coromandel
⏳ Ready to Review
Michael & Jane Thompson
021 456 7890
Whitianga
🏡 Residential
4 bed · 2 bath
850 m²
$2,500,000
Mar 2018
Council Valuation
$2,310,000
01 Jul 2023
Land Value
$1,150,000
Cotality
Improvements
$1,160,000
Cotality
Homes.co.nz Est
$2,425,000
Feb 2026

🔎 Matching Agents (6)

AgentAgencyMTA DBRecent SalesRating
JW
James Whitfield
📞 021 234 5678
 Ray White ✔ In DB $1.9M–$2.7M14 sold ★★★★★ 4.9
AN
Aroha Ngata
📞 027 345 6789
 Harcourts ✔ In DB $2.0M–$2.9M11 sold ★★★★★ 4.8
DH
David Harrington
📞 021 456 7890
 Bayleys ✗ Not signed — Add $1.8M–$2.5M9 sold ★★★★ 4.7
LF
Linda Forsyth
📞 022 567 8901
 LJ Hooker ✔ In DB $1.7M–$2.4M7 sold ★★★★ 4.6
TM
Tom McKenzie
📞 021 678 9012
 Tommy's ✗ Not signed — Add $2.1M–$3.0M6 sold ★★★★★ 4.9
KO
Karen O'Brien
📞 027 789 0123
 Premium ✔ In DB $1.9M–$2.6M5 sold ★★★★ 4.5

✅ Selected for vendor email (3)

James Whitfield · Ray White Linda Forsyth · LJ Hooker Tom McKenzie · Tommy's
Why we recommend James
Why we recommend Linda
Why we recommend Tom
Calling Instructions — pick one
Step 5 — System sends everything Automatic · 5 sec
The moment Sarah clicked Send, all of this fired off in parallel. Each delivery is logged with a retry queue in case of failure.
🚀

Everything sent successfully

7 deliveries · 0 failures · Total time 4.2 seconds

✉️

Email to Vendor

Formatted email with 3 agent recommendations, calling instruction, and Sarah's signature.

→ Michael & Jane Thompson
✉️

Email to Agent #1

New lead notification with vendor contact + property details.

→ James Whitfield (Ray White)
✉️

Email to Agent #2

New lead notification with vendor contact + property details.

→ Linda Forsyth (LJ Hooker)
✉️

Email to Agent #3

New lead notification with vendor contact + property details.

→ Tom McKenzie (Tommy's)
📱

SMS to all 3 agents

Short heads-up SMS: "New MTA lead — check your email for details."

→ 3 phone numbers via TransmitSMS
💼

ActiveCampaign sync

Contact upserted, Deal created in "My Top Agent NZ" pipeline, emails attached.

→ ActiveCampaign Deal #82013
📊

Deal moved to "Agents Stage Hold"

Waiting for agents to confirm. Sarah gets an alert if any agent doesn't respond within 24h.

→ ActiveCampaign automation
Step 6 — What everyone received Automatic Output
Click the tabs to see each message that got sent out.
✉ Vendor Email
✉ Agent Email
📱 Agent SMS
💼 ActiveCampaign
MTA · Just now
Hi James, new MTA vendor lead sent to your email. Michael & Jane Thompson · 142 Harbour View Rd, Whitianga · $2.5M · they'll call you. Reply STOP to opt out.

Sent via TransmitSMS to all 3 selected agents · ~$0.06 per SMS

💼 ActiveCampaign — Deal #82013 created

Deal Title142 Harbour View Rd — Thompson
PipelineMy Top Agent NZ
StageAgents Stage Hold
Deal ValueNZ$ 2,500,000
Primary ContactMichael Thompson
Deal OwnerSarah M.
Tagswhitianga, 4-bed, $2M-$3M, new-lead
Emails attached4 (vendor + 3 agents)
Next automation trigger24h agent response check
Step 7 — When an agent says no Sarah handles this
Real world: sometimes an agent rejects the lead. Here's how the swap-in-another-agent flow works.
😕 Situation
Linda calls Sarah back: "Nah, don't want this one — too far from my usual area."
👉 What Sarah does
Sarah opens the same lead again in her inbox. The lead now shows status In Progress.
She unticks Linda Forsyth and ticks Karen O'Brien (who was already in the shortlist).
She writes a quick "Why we recommend Karen" note.
Clicks [ 🔄 Update Recommendations ].
✓ What the system does automatically
→ Sends new email + SMS only to Karen O'Brien
→ Sends an updated recommendation email to the vendor (with Karen replacing Linda)
→ Marks Linda as "declined" in the ActiveCampaign deal history
→ Does not re-notify James or Tom (they're still on the lead)
→ Logs everything so the deal history shows the full timeline
💡 Nice touches (built-in)
• If ALL 3 agents reject → Sarah gets an alert to pick from remaining shortlist
• If Sarah doesn't touch a lead for 24h after send → email reminder
• If a vendor doesn't respond in 7 days → follow-up automation kicks in via ActiveCampaign
• Every action is logged (who, what, when) — Sean can pull reports any time
🎉 That's the whole workflow!
From vendor form submission → to vendor email + agent notifications → to deal in ActiveCampaign.
Sarah's total active time per lead: ~5 minutes (down from 15-20).
Step 1 of 7