Core Principle
A database is only as good as the number of active leads in it.
Activity thresholds define what "active" means relative to where a lead is in their journey. What counts as engaged behavior for someone 12 months out is completely different from someone 3 months out.
Activity Thresholds by Timeline
| Timeline | Active Threshold | Expected Behavior | Not Active Threshold | Action When Not Active |
|---|---|---|---|---|
| 0-30 days (New Lead) | Any engagement (email opens, clicks, site visits, property views) | Should be engaging with initial outreach, exploring options | No engagement for 7+ days | Move to re-engagement (softer tone, value-first) |
| 31+ days (Unresponsive, no conversation) | Website visits, email clicks, property alert engagement | Should show some passive interest signals | No engagement for 14-21 days | Move to long-term re-engagement (quarterly touches) |
| 3-6 months out (Nurture) | Weekly site visits OR property alert engagement OR property saves | Consistent weekly engagement as timeline approaches | Activity drops below weekly | Re-qualification: "Has your timeline changed?" |
| 6-12 months out (Nurture) | Bi-weekly engagement (site visits, property views, email opens) | Regular bi-weekly check-ins on market | Activity drops below bi-weekly | Value content to re-engage or re-qualify |
| 12+ months out (Long-Term Nurture) | Monthly engagement (quarterly market report checks acceptable) | Low-frequency monitoring, staying informed | No engagement for 60+ days | Low-pressure re-engagement or re-qualification |
| Past Client | Quarterly engagement (market reports, home value checks, referrals) | Occasional check-ins, relationship maintenance | No engagement for 6+ months | Personal outreach: "How's the house? Need anything?" |
| Sphere/SOI | Engagement with newsletters, market updates, social interactions | Relationship-based touches, referrals | No engagement for 6+ months | Personal re-connection, value content |
| Active/Engaged Stage | Multi-channel activity within 10 days (texts, calls, property views) | Regular two-way communication | No activity for 7+ days (unusual for this stage) | Something changed—immediate follow-up |
Critical Pattern: Activity Should Scale With Proximity
As timeline shortens, activity should escalate.
• 12 months out + bi-weekly site visits = Active
• 6 months out + weekly site visits = Active (activity escalated)
• 3 months out + multiple weekly touches + property saves = Active (high intent)
• 12 months out + bi-weekly site visits = Active
• 6 months out + same bi-weekly visits = Activity should be escalating but isn't
• 3 months out + same bi-weekly visits = Major red flag—timeline approaching but no urgency
"Timeline's getting closer—have things changed, or still on track for [timeframe]?"
- Something shifted (financing, life circumstances, lost motivation)
- Needs re-qualification conversation
Activity Thresholds by CRM Stage
| CRM Stage | Active Threshold | Not Active Threshold | What It Means |
|---|---|---|---|
| New | Any engagement within first 30 days | No engagement for 7 days | Just entered system, should be exploring |
| Unresponsive | Passive engagement (site visits, email opens) | No engagement for 14-21 days | No conversation started yet, but showing interest |
| Nurture | Varies by timeline (see table above) | Falls below timeline-appropriate threshold | Conversation started, relationship building phase |
| Active/Engaged | Multi-channel activity within 10 days | No activity for 7+ days | Active conversation happening, momentum exists |
| Hot | High-intent actions (tours, showing requests, multiple saves) + frequent communication | Activity drops or communication stops | Ready to transact soon (0-90 days typically) |
| Under Contract | Regular check-ins, responsive to requests | Unresponsive to updates or requests | Transaction in progress |
| Closed/Past Client | Quarterly touches (market reports, referrals) | No engagement for 6+ months | Transaction complete, relationship maintenance |
| Sphere/SOI | Engagement with content, social interaction | No engagement for 6+ months | Personal connection, not transactional (yet) |
High-Intent Triggers
Immediate Action Required
Some behaviors are so strong that they override the normal activity thresholds and demand immediate agent attention. These are high-intent triggers, signals that a lead has moved from passive interest to active consideration.
When a high-intent trigger fires, the normal cadence stops. The lead moves to Engaged status, automation pauses, and the agent takes over.
Universal High-Intent Triggers (All Stages)
These behaviors trigger immediate action regardless of stage
| Behavior | What It Signals | Agent Action |
|---|---|---|
| Showing request | Ready to tour, high urgency | Respond within 1 hour, schedule showing |
| Requested more info on a listing | Serious interest in specific property | Call or text same day with details |
| Contacted via form | Proactive outreach, ready to engage | Same-day response, qualify intent |
What happens:
- Lead is tagged as "High-Intent Trigger"
- Lead moves to Engaged stage (automation pauses)
- Opportunity is created in the Opportunities filter
- BlooIQ generates context-rich summary and conversation starter
- Agent responds within 24 hours (ideally same day)
Stage-Specific High-Intent Triggers
Different stages have different thresholds for what counts as "high intent"
| Behavior | What It Signals | Threshold |
|---|---|---|
| Returned to site after 7+ days of silence | Re-engaged after initial drop-off | 7+ days gap, then return |
| Saved 2+ properties in 3 days | Moving fast, high urgency | 2+ saves in 3 days |
| Viewed single listing 3+ times | Serious interest in specific property | 3+ views of same listing |
Why it matters: New leads who show this level of activity are ready to talk now, not in a week.
| Behavior | What It Signals | Threshold |
|---|---|---|
| Returned to site after 14+ days of silence | Re-engaged after long gap | 14+ days gap, then return |
| Saved 3+ properties in 7 days | Suddenly active, timeline may have changed | 3+ saves in 7 days |
| Viewed single listing 5+ times | Touring interest, ready to see it | 5+ views of same listing |
Why it matters: These leads have been unresponsive, but their behavior is screaming "I'm ready now." Don't wait for the next scheduled touchpoint.
| Behavior | What It Signals | Threshold |
|---|---|---|
| Activity spike: Views doubled in last 7 days vs. previous 30 days | Timeline accelerated, urgency increased | 2x increase in 7 days |
| Saved 5+ properties in 14 days | Narrowing down options, getting serious | 5+ saves in 14 days |
| Viewed single listing 7+ times | Touring interest, ready to move | 7+ views of same listing |
Why it matters: When a nurture lead's behavior suddenly escalates, their timeline has likely changed. They're not 6 months out anymore, they're ready now.
Behavioral Patterns to Recognize
Pattern:
- • Was: HIGH activity (toured homes, saved properties, 10+ touches/month)
- • Now: ZERO activity for 21+ days (sudden silence)
- • This is NOT the same as always-low-activity leads.
Why it matters:
Something changed. Life event, financing issue, lost motivation, working with another agent.
Action:
- Re-engage with acknowledgment: "You were actively looking—did something change, or just taking a pause?"
- Don't ignore the gap—address it directly but gently
Pattern:
- • Had activity in the past (toured, saved, engaged)
- • Went silent for 30+ days
- • Just came back (visited site, opened email, saved property)
Why it matters:
Single action after long silence ≠ fully active. They're testing the waters.
Action:
- Soft re-entry: "Good to see you back—still thinking about making a move?"
- Keep tone exploratory, don't assume full momentum yet
- Don't treat them like they never left, but don't hammer them either
Pattern:
- • Never had high activity (1-2 touches per month max)
- • This is their baseline, not a drop-off
- • Minimal engagement from day one
Why it matters:
They're browsers, not buyers (yet). Or very early stage.
Action:
- Patient nurture: "Want some updates, or should I check back in a few months?"
- Give them an easy out—respect their low-intent status
- Quarterly check-ins, no pressure
Pattern:
- • Timeline shortened (was 12 months out, now 6 months out)
- • But activity level stayed the same (still monthly visits when should be weekly)
Why it matters:
Behavior should escalate as timeline approaches. If it doesn't, something's off.
Action:
- Re-qualification: "Timeline's getting closer—still on track for [timeframe], or has something shifted?"
- Flag for agent attention—don't just keep nurturing as usual
- Could indicate financing issues, changed circumstances, or lost motivation
Pattern:
- • Activity level matches expected frequency for their timeline
- • Example: 12 months out + monthly site visits = appropriate
- • Consistent behavior over time
Why it matters:
Everything is normal. Keep doing what you're doing.
Action:
- Engage based on behavior, no re-qualification needed
- Continue automated nurture at current cadence
- Watch for activity escalation as timeline approaches
How to Use These Thresholds
- Set behavioral automations to trigger at these thresholds
- Create Smart Filters based on activity levels (Active This Week, Below Threshold, etc.)
- Tag leads when they cross thresholds (became active, went inactive, etc.)
- Use these thresholds to classify Active vs. Not Active
- Inform Lead State assignment (Sleeper vs. Ghost vs. Window Watcher)
- Guide conversation starter tone (engage vs. re-engage)
- Teach agents what "active" means for different stages
- Set expectations for when to call vs. when to nurture
- Explain why timeline mismatches matter
- Show agents their "Active Lead Count" by stage
- Highlight leads who've crossed thresholds (just became active, just went inactive)
- Surface timeline mismatches for re-qualification
Key Takeaways
Activity is relative to stage and timeline
Weekly visits = active for 3-6 months out, but not enough for 1 month out
Activity should escalate as timeline shortens
If it doesn't, something changed
Sudden changes matter more than static states
The Sleeper (was active, now quiet) needs different approach than The Ghost (always quiet)
One size does NOT fit all
Don't treat every lead the same just because they're in "Nurture"
Active ≠ Ready to buy
Silent Searcher is active (searching) but not ready (not replying)