2 Accept the candidate as a Lead

Priya Nair sets Region to South & West 1, opens the Hatch Farm row 2, reads the Provenance with the link to the planning record 3, creates a Contact for Edward Marsh 4, flagged Letter or phone as a private individual, and clicks Accept as a Lead 5. SW-031 is created at New Lead, its documents filed to 1 Site Info, and Jamie Morgan is notified with a first Next Action.

3 First approach, by letter

Jamie Morgan clicks Draft a landowner approach 1; the product says it cannot go by email to a private individual. Jamie edits the draft, clicks Approve 2 and Export as a letter 3. The letter of Wed 14 Oct is logged as the first contact, and Jamie confirms the proposed move to Contacted with Move stage 4.

4 Qualify the Lead

After Edward Marsh calls back on Mon 19 Oct, Jamie fills Motivation 1, Decision-maker 2, Exclusivity potential 3 and Likelihood to instruct 4, enters the landowner’s figure with its date 5, records Agreed to email with its source 6, then moves the stage to Qualified 7. The Expectation panel shows the landowner’s figure alone, with “no approved appraisal yet” in grey.

5 Request the appraisal

Jamie clicks Request an appraisal 1 on Tue 20 Oct. The Lead is at Appraisal Requested, Priya Nair is notified (handoff step 2), and Back Office’s clock starts: 5 working days, ending Tue 27 Oct, with the length applied.

6 Appraise, with inputs read from the documents

Priya Nair clicks Start appraisal 1 and picks HA in Variant 2. Each proposed input comes with its source and confidence; Priya takes each with Accept, Edit or Reject 3, and Trace 4 opens the document page behind it. Priya sets the Build cost source 5, clicks Save version 6 and Submit for approval 7: the result re-runs as inputs change, the open flag is listed, and Back Office’s clock stops at submit. Eleanor Shaw gets the appraisal letter below.

7 Approve the appraisal

Eleanor Shaw follows the letter’s button, reviews v2 with the source behind every figure 1 and clicks Approve 2 on Wed 28 Oct. The version is approved and locked. The Lead moves to Appraised, Jamie is notified (handoff step 3), Land’s 15-working-day clock starts, the site review checklist runs, and the Lead shows the landowner’s figure against the appraisal with the variance.

8 The landowner call

On Thu 29 Oct Jamie uses Find a time 1 across Valere calendars, then Offer slots 2, which sends the Teams invite. After the call Jamie logs it with Log call 3 and moves the Lead on with Move stage 4. The call and its outcome are on the timeline; Priya Nair and the South & West regional lead, a duty Jamie also holds, are notified.

9 Site Review: Go

At the site review on Mon 2 Nov the team opens the latest checklist run; Priya marks each finding Confirm or Dismiss with a note 1. The gap is listed and a missing-item request is drafted for approval. Jamie clicks Record Site Review 2 and chooses Go 3. “Fee agreement signed” is information only. Land and Partnerships are notified, and the Lead moves to Fee Discussion with the agency fee stream and the provisional Deal Type S106.

10 Instruction Approval

Jamie completes each item in turn: Complete 1 with its Evidence link 2, the reviewer and date recorded. The LPA comments item shows “Excepted · Rhys Calloway · Tue 10 Nov 2026”: Rhys Calloway’s approved exception, not evidence. For the fee agreement Jamie had clicked Generate fee agreement 3, Approve 4 and Send for signature 5 on Mon 2 Nov, which sent it to Edward Marsh through Adobe Sign; the other items are complete by Tue 10 Nov, the LPA comments item by the exception. The Lead stays at Instruction Approval until the last item closes.

11 Record the Instruction on the day the fee agreement is signed

On Tue 10 Nov Jamie clicks Record instruction 1, confirms S106 in Deal Type 2 and leaves Construction Involved at its default, No 3, then records it 4. The product checks the gate and the Site Review Go and lets the move through: SW-031 is Instructed on the same record, nothing re-keyed. The same day Adobe Sign reports the fee agreement signed by Edward Marsh; the signed copy is filed to 2 Fee Agreement and the appraisal outcome becomes Instructed.

12 Handoff to Partnerships

System: the instruction raises handoff steps 6 and 7. Dana Whitfield, the Partnerships PM for the region, and Jamie Morgan are notified, Dana gets a first Next Action, and the Partnerships clock starts: 28 days to an acceptable offer, the first offer within 21. Construction Involved is No, so Construction gets nothing. Dana sees the handoff letter and the Site at Instructed with its clocks and the fee agreement recorded.

13 Alternative: a duplicate candidate

Alternative: an inbound email from Gareth Pryce of Pryce & Lowe, Fri 6 Nov, offers “Land at Hatch Farm, Sindlesham RG41” with 32 units. It joins the queue as a Candidate lead flagged Near match to SW-031. Priya compares the two side by side 1 and marks it a duplicate of SW-031 2: it leaves the queue as duplicate, linked and kept on record; anything new merges without overwriting the team’s edits.

14 Alternative: reject candidates

Alternative: Priya selects the candidates that do not fit 1, clicks Reject selected 2, chooses a reason for each 3 and confirms 4. The rows leave the queue as rejected and are kept on record; a later run does not queue them again unless the criteria changed.

15 Alternative: appraisal overdue past 5 working days

Alternative, system: Priya has not submitted by Tue 27 Oct, the fifth working day after the request. On Wed 28 Oct the clock on the Lead turns overdue; the stall rule “deal clock exceeded” fires once and puts a stalled badge naming the rule and its threshold on the Lead, and the stall alert goes to Priya Nair and Rhys Calloway. Priya’s “Complete the appraisal” action goes overdue, and the overdue letter goes to Priya.

16 Alternative: appraisal returned

Alternative: on Mon 26 Oct Eleanor Shaw clicks Return with reason 1 instead of approving, gives the reason 2 and returns it 3. v1 is marked returned with the reason and Priya is notified; Priya saves a new draft version and submits v2 on Tue 27 Oct, and v1 stays readable.

17 Alternative: Site Review Pending or Dead

Alternative: the team chooses Pending in Outcome 1, enters what is missing with its owner and a date 2 and saves 3. Each missing item becomes a Primary Next Action; a second Pending on the same Site notifies the regional lead and Rhys Calloway. Choosing Dead instead needs a Reason Dead (Other needs written text), and the Site closes.

18 Alternative: instruction refused while an item is open

Alternative: Jamie clicks Record instruction 1 while “LPA planning portal comments checked” is still open. The move is refused with a message that names the open item, and the stage stays at Instruction Approval.

19 Alternative: a partner’s named exception

Alternative: the item cannot be evidenced in time, so on Fri 6 Nov, at 1 of 5 closed, Jamie has requested an exception 1: “Highways comments not yet published by Wokingham BC; outline consent already covers access”. Rhys Calloway finds the request in the MD exceptions view, enters the reason 2 and the date 3 and clicks Approve exception 4. The item is marked excepted · Rhys Calloway with its reason and date, still visible and logged; the gate counts it as closed, and the instruction can be recorded.

20 Alternative: fee agreement not signed on the day

Alternative: Edward Marsh has not signed by the end of instruction day. SW-031 is Instructed and flagged No fee agreement on the Site, the Land and Partnerships views and to Partners / MD; the Partnerships clock is paused and buyers cannot move past Coverage. Jamie chooses Send again 1, Revise 2 or Move back to Fee Discussion with a reason 3.

21 Alternative: Construction Involved = Yes

Alternative, system: on a Land & Build Site the flag defaults to Yes when the instruction is recorded, drawn here as if the Deal Type were Land & Build. Besides Dana and Jamie, Conor Higgins gets a read notification and the Site joins Conor’s “awaiting handover” list; Construction’s work starts only at an acceptable offer.

22 Alternative: landowner unavailable, Parked

Alternative: Jamie sets the appraisal outcome to Parked 1 with a reason 2 and a revisit date 3. The Lead is then On Hold, as on SW-019 Mill Pond: every clock paused, the Lead out of the contact classes, and a Next Action for Land on the revisit date.