Skip to content
  • There are no suggestions because the search field is empty.

Set Up a Buyer's Agency Agreement Tracking Workflow

Use Sierra Interactive's tags, automations, and Smart Filters to track signed agreements and keep your buyer pipeline organized.

Table of Contents

  1. Summary

  2. Step-by-Step Instructions

  3. Best Practices

  4. Troubleshooting Common Issues

  5. FAQs 

Summary

Buyer's Agency Agreements (BAAs) are a standard part of working with buyers. This article walks you through building a complete tracking workflow in Sierra so you always know which buyers have a signed agreement on file and which ones still need follow-up.

When you're done, you'll have:

  • Two tags that instantly identify where each buyer stands
  • Smart Filters to monitor your signed and unsigned pipeline at a glance
  • Action Plans that automatically trigger the right follow-up based on agreement status

Step-by-Step Instructions

Step 1: Create Lead Tags

Tags are the foundation of this workflow. You'll use two tags to signal agreement status across Sierra which will drive your filters, automations, and Action Plans.

  1. Go to Leads → Lead Tags.
  2. Click + Add Lead Tag.
    lead tag
  3. Create the following two tags:
    • BA Signed (recommended color: green)
    • BA NOT Signed (recommended color: red)

⚠️ Use these exact names or whatever naming convention you choose consistently across your entire team. Inconsistent tag names will break your automations and filters.

Step 2: Set Up Smart Filters

Smart Filters let you pull up your signed and unsigned pipeline instantly from the Lead Dashboard.

  1. Go to Leads → Lead Dashboard.
    leads dash
  2. Click Advanced Search.advanced search
  3. Build and save the following filters:
    • BA Signed — filter by Tag = BA Signed
    • BA NOT Signed — filter by Tag = BA NOT Signed
    • Recently Signed (Last 30 Days) — filter by Tag = BA Signed + Date Added filter set to the last 30 days
  4. Click Save Filter after each one and give it a clear name.

📖 New to Smart Filters? See How Do I Filter Leads in Sierra's CRM Using Advanced Search and Smart Filters? for a full walkthrough.

Step 3: Create Action Plans 

You'll need two Action Plans, one for leads with a signed agreement and one for leads still pending.

  1. Go to Leads → Action Plans, then click + New Action Plan.APs

For Signed Agreements — Traditional Action Plan:

Create a Traditional Action Plan (agent-driven tasks) that includes steps like:

  • Upload the signed agreement document to the lead record
  • Update or confirm E-Alerts are active
  • Send a welcome message or vendor intro

📖 Maximize Lead Engagement with Traditional Action Plans

For Unsigned Agreements — Fully Automated Action Plan:

Create a Fully Automated Action Plan (no agent intervention required) that includes:

  • Nurture email sequence explaining the value of signing
  • Text reminders at set intervals
  • Voicemail drop follow-ups

📖 Scale Your Lead Follow-Up with Fully Automated Action Plans

⚠️ These plans only trigger automatically if you complete Step 4. If you skip the automation setup, you'll need to assign them manually.

Step 4: Set Up Automations

Automations connect your tags to your Action Plans so the right follow-up fires the moment a tag is applied.

  1. Go to Settings (gear icon) → Automations.gear_automation
  2. Create an automation for each scenario: 

    Automation 1 — Unsigned:
    • Trigger: Tag Added = BA NOT Signed
    • Action: Start Action Plan = [your unsigned follow-up plan]
    Automation 2 — Signed:
    • Trigger: Tag Added = BA Signed
    • Action: Start Action Plan = [your signed client plan]
    • Optional: Add a Log a Note action to automatically record agreement details on the lead record
  3. Save both automations and confirm they're active.

📖 If this is your first automation in Sierra, start here: Creating Your First Sierra Automation (Simple Step-by-Step)

Step 5: Standardize Notes for Your Team

For teams, consistent note-taking prevents gaps when leads transfer between agents or admins review the pipeline.

  1. Create a standard note template that captures:
    • Commission %
    • Agreement duration
    • Any client-specific stipulations
  2. Train your team to favorite this note template so it's quick to access from any lead record.
  3. Remind agents to log this note when marking a lead as BA Signed. The automation in Step 4 can do this automatically if configured.

back to the top

Best Practices

  • Use consistent naming conventions for tags and Smart Filters

  • Review workflows monthly for compliance with evolving regulations

  • Personalize action plans while maintaining regulatory alignment

  • Regularly clean up and audit lead data

  • Notify your team of any workflow or legal changes

back to the top

Troubleshooting Common Issues

  • Automation didn’t trigger? Ensure the correct tag is applied.

  • Duplicate tags or filters? Standardize naming across your team.

  • Notes missing? Confirm team is trained to log and favorite templates properly.

FAQs

  • Can I automate the tag assignment for signed agreements?
    Yes, via action plans or manual assignment by your team after the agreement is completed.
  • Do I need two separate action plans?
    Yes, one for signed leads (manual steps), and another for unsigned (automated follow-up).
  • Is this required under NAR policy?
    While implementation is not mandated by Sierra, tracking signed agreements helps maintain compliance with NAR regulations on buyer representation.

back to the top