What Are Events?
Most operators think Events is just a calendar. It is not. Events is the scheduling engine that ensures every single lead in your CRM has a next action attached to it.
The Events section of your DataSift account is where you see and manage appointments and tasks in one centralized location. Four tabs organize everything: All Events, Appointments, Tasks, and Completed.
Filter by date range. Filter by team member. Connect your Google Calendar and every appointment and task syncs automatically. This is your command center for daily execution.
The Events section with four sub-tabs for managing all appointments and tasks.
Filter by team member to see individual workloads and assignments.
Google Calendar integration syncs all events automatically.
Appointments
Scheduled meetings tied to property records. Four types: Property Walkthrough, Contract Signing, Inspection, Other.
- Auto-populates address from linked record
- Virtual or in-person option
- Completion requires outcome selection
- Syncs to Google Calendar
Tasks
Action items assigned to team members with deadlines, notes, and recurrence options. The backbone of daily follow-up.
- Created manually or auto-generated by sequences
- Default presets for Lead Mgmt, Acquisitions, Transactions
- Round Robin distribution across team
- Daily, weekly, bi-weekly, or monthly recurrence
How Events Connect
Five components form the Events system. Click any node to see how it works and what it connects to.
Events Hub
Central command for all scheduling
Appointments
4 types tied to property records
Tasks & Presets
3 default preset groups
Sequences
TCA model auto-creates events
Google Calendar
Two-way sync layer
Events Hub
The Events section is your single view into all scheduled activity across your operation. Four tabs keep everything organized:
- All Events: Combined view of appointments and tasks
- Appointments: Scheduled meetings (walkthroughs, signings, inspections)
- Tasks: Action items with deadlines and assignees
- Completed: Historical record of finished events, filterable by date and team member
Filter by date range or by the team member assigned to (or who assigned) each event. This is where STABM's "Ta" step lives: open Events, check your tasks, execute.
Appointments
Appointments are scheduled meetings tied to a specific property record. When you link an appointment to a record, the property address auto-fills as the location.
- Property Walkthrough: Pre-offer or post-contract property visit
- Contract Signing: In-person or virtual closing/signing meeting
- Inspection: Post-contract property inspection scheduling
- Other: Attorney meetings, title company visits, custom meetings
When you complete an appointment, you must select an outcome. For offer appointments, you still need to update the Offer Information separately.
Tasks & Task Presets
Tasks are action items assigned to team members with deadlines, notes, and optional recurrence. Your account comes with three default preset groups:
- Lead Management: Call tasks, follow-up reminders, qualification actions
- Acquisitions: Schedule walkthrough, submit offer, comp review, offer follow-up
- Transactions: Title search, inspection coordination, closing steps, seller follow-up
Task presets can be used in sequences to auto-assign tasks based on triggers. All tasks start assigned to the Account Owner. Teams must edit the assignee by User or Role.
Sequences (TCA Model)
Sequences are the automation layer that creates events without manual intervention. Every sequence follows the TCA model:
- Trigger: The event that starts the automation (status change, tag added, task completed, card moved)
- Condition: Optional filter (e.g., "status changes from Any to New Lead")
- Action: What happens automatically (create task, assign property, add tag, move card)
Your default account includes 26 pre-built sequences for Lead Management, Acquisitions, and Transactions. One trigger can fire multiple actions.
Google Calendar Integration
Connect your Google Calendar and all appointments and tasks automatically sync when created in DataSift. Your team sees every scheduled event in their daily calendar without switching between tools.
Enable the integration under Settings. Once connected, every new appointment and task appears in Google Calendar. Changes made in DataSift update the calendar automatically.
Scheduling That Builds a Paper Trail
Every appointment links to a property record. Every completion requires an outcome. This is how you build a complete deal history without extra work.
Click the Add button to create a new appointment or task from the Events page.
Property Walkthrough
Schedule before making an offer or after contract to verify condition. Link the appointment to the property record so the address auto-fills as the location.
Use for pre-offer walkthroughs (assessing rehab scope), post-contract walkthroughs (verifying condition matches expectations), and investor partner tours. Select "virtual" if you are doing a video walkthrough with a remote team member.
When complete, select the outcome. Did the property match expectations? Was it worse than expected? The outcome gets logged to the activity record and informs your next action.
Contract Signing
Post-offer flow. Once a seller agrees to terms, schedule the signing appointment. Link to the property record. Choose in-person or virtual.
After completing a signing appointment, you still need to update the Offer Information separately on the property record. The appointment outcome tracks the meeting itself. The Offer Information tracks the deal terms.
Inspection
Schedule after contract execution. Coordinate with your inspector, link to the property record, and set the date/time. The appointment syncs to Google Calendar so your team and inspector stay aligned.
Inspection outcomes feed directly into your rehab estimate and margin check. A failed inspection triggers a renegotiation task or termination decision.
Other
Catch-all for meetings that do not fit the three standard types. Common uses:
- Attorney consultations (title issues, curative work)
- Title company coordination meetings
- Buyer property tours (disposition side)
- Team training sessions tied to a specific deal
- Seller follow-up meetings (renegotiation, extension requests)
Select the Appointment tab and fill in the details: type, property link, date, and time.
Click the pencil icon to edit an existing appointment's details.
Complete an appointment by selecting the outcome. This gets logged to the activity record.
Every appointment should be linked to a property record. The address auto-populates as the location. No linked record means no activity log entry, and you lose the paper trail. When your closer walks into a signing and the seller brings up something from three months ago, the activity log is your proof of every touchpoint.
For offer appointments, update the Offer Information separately on the property record. The appointment tracks the meeting. Offer Info tracks the deal terms.
The Backbone of Daily Execution
Tasks are created from the Records page, within an individual record, or from the Events page. When created from Records or within a record, they auto-assign to the selected property.
Create a task from the Events page, Records page, or within an individual record. Property assignment happens automatically when created from a record.
These presets fire when a record enters the lead management pipeline. They keep callers and lead managers on schedule.
Default tasks include: Call new lead (immediate), daily follow-up for no-contact leads (3-5 days), weekly nurture check-ins, hot lead notification to closer, warm lead 15-day follow-up, cold lead 45-day follow-up, ghosting lead quarterly marketing check.
Each task has a deadline, an assignee, and optional recurrence. The goal: no lead exists in your CRM without a scheduled next action.
Once a lead qualifies and moves to the Acquisitions board, these presets take over. They track the offer-to-contract journey.
Default tasks include: Schedule property walkthrough, run comps and rehab estimate, submit offer, offer follow-up (24-48 hours), counter-offer review, send contract for signing.
Acquisitions tasks are typically assigned to your closer or acquisitions team. Round Robin distributes evenly if you have multiple people in this role.
Post-contract tasks that manage the deal through closing. These presets prevent the "under contract but nobody is moving it forward" problem.
Default tasks include: Send to title company, schedule inspection, follow up on title search, seller check-in (weekly), closing preparation, final walkthrough, closing day confirmation.
Transaction tasks are often assigned to your operations manager or transaction coordinator. The cadence tightens as closing approaches.
Assignment & Scheduling
When assigning tasks, you have four options: assign to a specific user, a role (all users with that role receive it), a custom user group, or use Round Robin for even distribution.
Round Robin distributes tasks evenly. Assign to "Everybody" and toggle Round Robin to spread across all active users. Assign by a specific role and toggle Round Robin to distribute within that role only. Select "Users Round-Robin" to pick specific team members.
Deadlines: Toggle "All day" for end-of-day deadlines. Uncheck it and enter a specific time for time-sensitive tasks like speed-to-lead calls.
Recurrence: Daily, weekly, bi-weekly, or monthly. Set a "Repeat Until" date to stop recurrence. Toggle "Skip Weekends" so Saturday/Sunday tasks roll to Monday.
Critical: Acquisitions, Dispositions, Researchers, and Prospectors can only see records assigned to them. If you assign a task to a Prospector but do not assign them the property record, they cannot access the record to complete the task. Always pair task assignment with record assignment for these roles.
Lead Managers can see records assigned to themselves and any other user. They cannot see records with no assignee.
Round Robin distributes tasks evenly by role or across selected team members.
Toggle "All Day" for end-of-day deadlines or set a specific time for urgent tasks.
Set recurring tasks: daily, weekly, bi-weekly, or monthly. Toggle Skip Weekends.
Creating Custom Events
The default presets cover lead management, acquisitions, and transactions. But your business has workflows the defaults do not. Here is how to build custom task presets for any pipeline stage.
Navigate to Events, click Preset, then Create Group to organize your custom presets. Within each group, click Add New Preset to define individual tasks. These presets can then be used in sequences to auto-assign based on triggers.
Navigate to Events and click Preset to access and manage your task presets.
Click Create Group to organize presets by workflow stage.
Add New Preset to define individual tasks within a group.
Wholesale Exit Strategy
Create a "Wholesale" task preset group with four tasks that fire when a contract moves to the Wholesale board:
Tasks: "Send to buyer's list" (immediate), "Follow up with top 3 buyers" (24 hours), "Schedule closing with buyer" (3 days), "Confirm assignment fee and wire instructions" (closing minus 2 days).
Sequence trigger: SiftLine Card Created on Wholesale board. Assignee: Dispositions manager or Round Robin across acquisitions team.
Rental Management
Create a "Rentals" task preset group for post-acquisition rental workflows:
Tasks: "Schedule tenant walkthrough" (immediate), "Property manager introduction" (3 days), "Verify insurance coverage" (7 days), "Lease signing coordination" (14 days), "First rent collection confirmation" (45 days).
Sequence trigger: SiftLine Card Created on Rentals board. Assignee: Operations manager.
External Integration Tasks
Create tasks that bridge DataSift to your external tools via Zapier or manual workflows:
Tasks: "Update deal tracker spreadsheet" (on contract), "Send Zapier webhook for new contract notification" (immediate), "Notify attorney for title review" (on contract), "Update investor portal" (on closing).
Sequence trigger: Property Status Change to "Under Contract." Assignee: Admin or operations manager.
Do
- Name preset groups by workflow stage (Wholesale, Rentals, Flips)
- Keep 3-6 tasks per preset group. Focused and actionable.
- Set specific deadlines relative to the trigger event
- Test each sequence on a dummy record before going live
Don't
- Dump 20 tasks into one preset group. Break them into phases.
- Create tasks without assignees. Unassigned tasks get ignored.
- Skip the sequence connection. Manual task creation does not scale.
- Forget to pair task assignment with record assignment for restricted roles
The Default Account Build
When you create a new DataSift account (or enable the default build on an existing one), you get a complete, pre-configured system. Built alongside six- and seven-figure investors. Here is everything included.
SiftLine Boards
Six pre-built boards manage your records after they become leads:
- Lead Management: New Lead (Unqualified) through handoff to Acquisitions or Dead Lead
- Acquisitions: Appointments, make offer, through Lost Deal or back to Lead Management
- Transactions: New Contract through Closed or Fell Through
- Wholesale: Wholesale exit strategy, New Contract through Closed or Fell Through
- Flips: New Flip through Sold
- Rentals: New Rental through Rented
Board permissions: Just Read, Read & Write, or Admin. All permissions auto-added for the Account Owner. Add team members by editing the board.
Property Statuses
Twelve default statuses drive your entire automation engine. Each status change can trigger sequences that create tasks and move cards:
- New Lead: Someone says they want to sell. Call immediately.
- No Contact New Lead: Trying to connect. Daily follow-up.
- Cold Lead: Wants to sell in 180+ days. Light touch every 45 days.
- Warm Lead: Wants to sell in 30-180 days. Follow up every 15 days.
- Hot Lead: Wants to sell in 30 days or less. Every 1-2 days.
- Ghosting Lead: No contact over time. Quarterly marketing minimum.
- Dead Lead: Bad lead or unrealistic seller. Triggers Dead Lead Revival drip.
- Not Interested: Seller declined. Quarterly follow-ups by property type.
- Listed / Sold / Under Contract / Closed: Exit statuses.
Task Presets
Three default preset groups with tasks that auto-assign via sequences. All tasks initially assigned to the Account Owner ("Sensei").
Solo users: Ready to go as-is. Teams: Edit the task assignee by clicking the three dots next to the task, selecting Edit, then assigning by User or Role. If assigned by Role and multiple users share that role, all receive the task. Use Round Robin for even distribution.
Access presets by going to the Tasks page and clicking Configure Presets.
Saved Filter Presets
Pre-built filter presets on the Records page let you quickly find the data you need:
- My Tasks: Your due-today, overdue, and to-do tasks. Each team member sees their own.
- Acquisitions: Offer and offer follow-up tasks.
- Lead Management: QC view. See lead tasks and any leads without tasks.
- Transactions: Contract and title/seller follow-ups.
- DataSift Base Presets: Starter presets for marketing filters.
Access via Records page, click Filter Records, then Load Presets.
Pre-Built Sequences
26 ready-to-go sequences for Lead Management, Acquisitions, and Transactions. They work in conjunction with SiftLine Boards, Tasks, and Statuses.
Automations are triggered directly by status changes and board moves. Tasks loop automatically. For example: a daily follow-up becomes weekly after 3-5 days of no contact, then moves to Ghosting if still no response.
All sequences are on the Sequences page. Toggle on/off, edit, delete, or create new ones. You can also Round Robin assign property records to specific users or by role within sequences.
Lists & Tags
Lists organize your data by qualifying type or distressor (pain point). Pre-built lists for each type of qualifying data. Select "Add to existing list" when uploading new records.
Property Tags add specific details. Default tags include "Do Not Market" and "Returned Mail." Fully customizable: create from the Tags page, on upload, or directly on records.
Phone Tags mark number relationships (Husband, Wife, Son, Daughter, etc.). Phone Statuses mark numbers as Correct, Wrong, Dead, DNC.
Configuration Checklist
Verify each item after setting up your default account:
How Sequences Create Events
Sequences are the automation backbone. Every auto-generated task in your Events tab started as a Trigger-Condition-Action rule.
Sequence Limits
Professional plan: 8 sequences max.
Business plan+: Unlimited sequences.
Loop Prevention
Sequences cannot trigger other sequences. This prevents infinite loops. If a sequence fails, you get a bell icon notification.
Who Can Create Sequences?
Four roles have sequence creation access: Sensei (Account Owner), Super Admin, Admin, and Marketer. Prospectors, Lead Managers, and other roles can trigger sequences through their actions but cannot create or edit them.
Lead Lifecycle Through Events
Click any status to see which events fire at that stage. Every status has a next action built in.
New Lead
Task: "Call immediately." Speed to lead matters: 400% higher conversion within 1 minute.
Sequence fires: All 26 pre-built sequences check for "New Lead" status as their trigger. This is the marketing-to-lead-management handoff.
No Contact
Task: Daily follow-up task for 3-5 consecutive days.
Cadence: Call attempt each day with voicemail and text on days 2-3. If no contact after 5 days, move to Nurture or Bulk Rehash.
Nurture
Task: Weekly check-in call or text for 3-6 months.
Goal: Stay top of mind. These leads showed some interest but timing is off. Drip campaigns handle the automated portion.
Hot
Tasks: "Schedule walkthrough" appointment + "Submit offer" task. Follow up every 1-2 days.
Definition: 2+ Pillars of Motivation confirmed. Price at 80% or less of Zestimate. Act fast.
Warm
Task: Follow-up every 15 days. One Pillar of Motivation confirmed.
Goal: Uncover additional motivation. Ask about timeline, condition, or price flexibility.
Cold
Task: Follow-up every 45 days. Zero Pillars confirmed but not dead.
Goal: Circumstances change. A 45-day gap respects their space while keeping the door open.
Ghosting
Task: Quarterly marketing minimum. They went silent after initial engagement.
Goal: Low-frequency touchpoints. Drip campaigns + quarterly direct mail. Do not burn the relationship.
Dead
Sequence: Dead Lead Revival fires automatically. 90-day drip + task preset creates a resurrection pipeline.
Reality: "Dead" is never permanent. Leads come back. The revival sequence ensures you are first in line when they do.
Not Interested
Sequence: Quarterly follow-up. 20-30% of all platform deals come from not-interested leads.
Cadence: Probate 45 days, auction 15 days, general 90 days. They said no once. Not forever.
Under Contract
Tasks: Acquisitions preset fires: "Schedule inspection," "Send to title," "Coordinate with buyer."
Board: Record moves to Acquisitions SiftLine board. Transactions team takes over.
Closed
Tasks: Transactions preset fires: final paperwork, payout tracking, post-closing review.
Activity log: The complete history of every event on this record lives in the activity log. Full paper trail.
Activity Logging & STABM
Every completed event gets logged to the property's activity log. This is the paper trail that proves your team is working. STABM is the daily routine that keeps it all moving.
STABM: Your Daily CRM Routine
Status: Update lead statuses based on last contact.
Task: Complete your tasks in the Events view. ("Ta" = Tasks.)
A(ssign): Verify records are assigned to the right team members.
Board: Check SiftLine boards for cards that need attention.
Message: Post notes to the Message Board on each record you touch.
Where Activity Lives
Property Details Page
"Assigned Events" section shows all pending tasks and appointments for that specific record. Completed events move to the activity log with timestamp and user.
Events Tab (Account-Wide)
The "Completed" sub-tab shows all completed events across the account. Filter by date range and team member. Your bird's-eye view of team output.
The activity log records every completed event with timestamp, user, and outcome.
The "Assigned Events" section on each property details page shows pending tasks and appointments.
The Completed tab shows all finished events account-wide. Filter by date and team member.
Best Practices
Do
- Complete tasks through the Events tab. This logs the activity automatically.
- Pair task assignment with record assignment. Restricted roles only see assigned records.
- Use task presets grouped by workflow stage: Lead Management, Acquisitions, Transactions.
- Run STABM every morning before making calls. Statuses, tasks, boards, messages.
- Name custom presets by stage, not by person. People change. Stages stay.
Don't
- Create one giant task preset with 20 tasks. Break them into stage-based groups.
- Assign tasks without assigning the record. The team member cannot see the property.
- Skip the STABM routine. Inconsistency kills pipeline momentum.
- Leave completed events unmarked. Incomplete tasks create phantom pipeline clutter.
- Rely on memory instead of the activity log. If it is not logged, it did not happen.
Events Vocabulary
Click any card to reveal the definition. Master these terms to use Events effectively.
Test Your Understanding
Seven questions on the Events system. Framework understanding, not trivia.
1. What two components make up the Events system?
2. Why must task assignment be paired with record assignment for Prospectors?
3. What is the correct order of the TCA automation model?
4. What happens when you complete an appointment in DataSift?
5. Which DataSift plan limits sequences to 8?
6. Why can't sequences trigger other sequences?
7. In the STABM routine, what does the "T" (Ta) correspond to?
Resources & Next Steps
Reference material for Events, sequences, and account setup.
Lead Management & CRM Automation
The companion guide covering all Four Core CRM Systems and the full sales pipeline.
CRM Sequences & Automation
The companion guide covering sequence creation A-Z, TCA decision logic, and the 26 pre-built sequences.
DataSift Help: Events Overview
Official help article covering appointments, tasks, presets, and the Events tab.
DataSift Help: Creating Sequences
TCA model walkthrough, trigger/condition/action reference, and troubleshooting guide.
DataSift Help: Unlock Your Account
Default account build guide: boards, statuses, presets, sequences, lists, and tags.
DataSift Help: Google Calendar
Step-by-step setup for syncing Events to Google Calendar.
Deal Flow Tech Stack SOP
The master spreadsheet for tools, pricing, and blueprint configurations.
5 Day Deal Flow Resource Hub
All resources, links, and tools from the 5-Day Deal Flow Challenge.