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The Recruiting Pipeline and Retention Check-Ins

Updated August 14, 2026

Two tabs inside Back Office for the team-leader side of people, not deals: a lightweight Recruiting board over agents you already have contact with, and a Retention action queue that flags your own team members whose production or activity is drifting — before they leave.

What you'll have when you're done

  • A Recruiting board populated from contacts Ace already knows are agents — no new lead source, no scraping.
  • A weekly Retention strip of the few teammates worth a check-in this week, with real talking points instead of a blank “have a conversation” nudge.
  • An honest picture in both: gaps are named, never zero-filled, and nothing about a flagged teammate's risk level is ever shown to that teammate.

Recruiting

Follow Up Boss accumulates contacts who are other agents — lenders' colleagues, past co-op agents, people your relevance classifier already excludes from your lead pipelines. The Recruiting board is a read-only view over that same list, organized into a seven-stage pipeline (from first contact to placed) with click-to-move cards — no drag-and-drop, so a move is a deliberate click.

  • Every card shows its own reasoning (“why this order”) instead of a numeric score, and a list of what's genuinely unknown about that candidate — including the honest disclosure that there's no MLS production feed behind any of it. It's a starting point for outreach, not a verdict.
  • Free tier: up to 15 active candidate cards. Cards you've moved to a closed/terminal stage don't count against that cap, so your own recruiting history is never the reason you hit a wall.
  • With Ace Trove: deterministic outreach draft generation (a starting message you edit and send yourself — nothing here sends on its own) and pipeline analytics. Without Trove, the analytics panel is visibly locked rather than shown as a wall of zeros.

Contact roles — marking someone as another agent, a vendor, or a contact Ace should ignore — are the same Follow Up Boss tags (ace-ignore / ace-include) your relevance classifier already reads, not a separate shadow list.

Retention

Retention reuses signals Ace already computes for other views — accountability score, activity-touch trend, won-deal production trend — and classifies each agent at risk, watch, or stable. A missing signal is named as missing (“no CRM touches recorded for this agent in the last 60 days”), never treated as a zero that reads like poor performance.

  • The weekly action queue is a short strip — only the agents actually worth a look this week. Acknowledging or snoozing one removes it from the strip; an acknowledgment that's gone stale (the agent's risk level changed since) doesn't quietly keep muting a new escalation.
  • The prepare drawer gives you real talking points for a stay conversation, built deterministically from the same data (never invented, capped at four per agent), plus SHRM's five standard stay-interview questions with their source stated and an honest note that there's no efficacy statistic behind them — they're a starting structure, not a guaranteed retention tactic.
  • A weekly digest goes to admins only, summarizing the same at-risk list — it never reaches the flagged agent. That's tested, not just documented: a flight-risk flag reaching the person it's about would defeat the entire point.

What this is not

Recruiting targets are a read-only list, not a scoring or outreach system — nothing here contacts a candidate automatically. Retention talking points are structured prompts for a real conversation, not a promise that having it prevents anyone from leaving.

Frequently asked questions

Does a recruiting candidate know they're on the board?
No. It's private to your admin view, built from contacts already in your own Follow Up Boss.

Will an at-risk agent see their own retention flag?
No — it's an admin-only surface, including the weekly digest.

What happens above the free 15-card recruiting cap?
You'll see the real 403 and a prompt to move a card forward or archive it — closed/terminal cards never count against the cap, so your history isn't the reason you're stuck.

Does the outreach draft feature send anything?
No. It's a draft you review and send yourself, on Ace Trove.

Last updated: August 2026

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