Search Manager Cheat Sheet

The board naming pattern: Role @ Church | City, ST
Real examples from the board:
Discipleship Pastor @ FBC Darlington | Darlington, WI
Family Pastor @ First Baptist Church | Paso Robles, CA

Not Church | Role (backwards, a few old rows have this, don't copy them), not a person's name, not notes. Keep the pattern exact so search and automations work.

You, the search manager. Ultimately responsible for this lead. Every column on this row is your responsibility. The buck stops with the Owner: follow-up, data quality, outcome.

Never someone else while you "help." If you are the SM working this lead, YOU are the Owner. Don't put yourself in Assisted By with someone else as Owner. That's backwards.

The person the Owner has delegated day-to-day work to. If someone is helping you run this lead, they go here. If nobody is helping you, put yourself in both Owner and Assisted By. Same person in both is completely normal.

Not a second-in-command who secretly owns the lead. The Owner stays the authority. If you are listed in Assisted By on a lead where you do all the work, fix it: make yourself Owner.

Your judgment after actually looking at the lead: is this a church and role we can serve well? One of the three columns that routes the lead into its group.

Not a permanent "Unknown." Unknown means you haven't evaluated it yet. It's a to-do, not an answer.

Whether they have shown interest in working with us: a reply, a call, a form fill. Routing column #2. If the lead came from a PPC ad, this is set to Interested automatically (they filled out our form, that is interest). For every other source, you decide based on their response.

Not whether you think they should be interested. That's Good Fit?. This one is their signal, not your read.

When the church needs the hire. Routing column #3. Three months or less puts an interested good-fit lead in 🔥 Hot; longer sends it to 🟠 Warm.

Not our internal timeline, and not a guess you never revisit. Update it when their situation changes.

Where the deal is in the pipeline. Move it as things happen, in order. Definitions below.

Not set-and-forget. A lead sitting in "New" after two calls is wrong data, and wrong data breaks the reporting Keath and Chris see.

Where the lead came from. Usually set automatically or by whoever added it. Correct it only if it's wrong.

Not something to change casually. Ad attribution and reporting depend on it.

When the lead entered the board.

Not something you edit. Leave it alone.

The last time this lead was touched. Updated automatically. Nothing for you to do here.

Not a column you fill. It's how the team spots leads going cold, so just keep touching your leads.

Your best estimate of when this church makes its decision. Revise as you learn more.

Not a promise and not a deadline. An estimate that makes the pipeline forecastable.

Context on who this church is: congregation makeup, culture, ministry style. Leads from PPC ads and similar sources arrive with this pre-filled by enrichment. Leads you add from personal network or referral will not auto-enrich, so you write it. Either way, read it before your first call and add anything that changes the candidate profile.

Not a dumping ground for call logs or to-dos. Those go in Updates on the item. And not something to leave stale if the pre-fill turns out wrong.

The exact position they're hiring for, as they name it. Examples: Worship Pastor, Next Gen Ministry Leader. Leads from PPC ads and the scraper usually arrive with this filled. Leads you add yourself, you fill.

Not a category or your paraphrase. Exact titles matter. Candidate matching runs on this column.

The church's name, nothing else. Auto-filled for PPC and scraper leads. You fill it for leads you add yourself.

Not the campus, city, or denomination. Those have their own columns.

City only, e.g. Franklin. Auto-filled for PPC and scraper leads. You fill it for leads you add yourself.

Not Franklin, TN. The state has its own column. Splitting them keeps geographic matching clean.

The state, e.g. TN or Tennessee. Auto-filled for PPC and scraper leads. You fill it for leads you add yourself.

Not blank because the city "implies" it. Candidate proximity matching uses this column directly.

The church's typical weekend attendance bracket. PPC leads arrive with this auto-filled from the ad form. For everything else: ask on the first call, or estimate from their site and socials, then refine.

Not membership numbers, not Easter attendance. Typical weekend. "Unknown" only if you genuinely can't find out yet.

A link to the person you're talking to at the church, who lives on the Client Contacts [NEW] board. Click the column, search their name, connect. If your contact isn't on that board yet, for example a personal referral you just brought in, create them on Client Contacts [NEW] first, then link them here.

Not a text field. Don't type a name in. A lead without a linked contact means we can't see who we're talking to, and follow-up automations have nobody to work with.

A button that kicks off the onboarding automation once a deal is Won.

Not a "mark as done" button. Don't press it out of curiosity. It fires real automations.