How to update your CRM from your phone between showings

The short answer: log each call, meeting, or note on your phone right after it happens, while you still remember what was said, and move the deal to its new stage before you start the car. In SiteMap Prospect, every page now works on a phone: contact and company lists show as cards, record pages split into Details and Activity tabs, and pipeline cards have a tap menu to move a deal to its next stage. It takes about a minute per touch.

Most brokers don't skip CRM updates because they don't care. They skip them because the update happens at 6pm, from memory, on a laptop, after eight showings. This guide is about closing that gap.

Why does my CRM never match what actually happened this week?

Because the work happens in one place and the record lives in another. You take a call in a parking lot, tour a suite, and hear a tenant's real budget over coffee. Then you try to rebuild all of it at your desk.

Here's how the two approaches compare:

	Update at your desk later	Update on your phone right after
Call notes	Rebuilt from memory, often skipped	Logged with an outcome before the next call
Deal stages	Moved in a batch on Friday	Moved the minute the LOI goes out
Follow-ups	Written on a sticky note, then lost	Created as a task with a due date
Your team's view	A day or more behind	Current as of your last touch
Landlord updates	Built from whatever got logged	Built from every logged touch

The fix isn't more discipline. It's making the update small enough to do standing next to your car.

Can I use SiteMap Prospect on my phone?

Yes. Sign in at sitemapcre.com in your phone's browser. Every Prospect page was checked at phone width and rebuilt where it didn't fit. The desktop layout didn't change.

On a phone you get a bottom bar with Home, Deals, Contacts, and Sites. The More sheet reaches everything else in the sidebar, including Listings, Campaigns, Tasks, Maps, Companies, Performance, and Export.

Lists of contacts, companies, sites, and deals show as cards instead of a wide table. Each card shows the name and one or two key fields. Search sits on its own row, with a sort menu and a filter button next to it, so the list itself gets most of the screen.

The Contacts list on a phone, shown as cards with name, title, company, and phone, plus search, filter, and sort above it — Contacts on a phone: one card per person, with search, filter, and sort on one row (sample data).

How do I log a call from my phone right after I hang up?

Tap Contacts in the bottom bar and search for the person.
Open their record. On a phone, the record has two tabs: Details (title, phone, email, company) and Activity (every call, email, note, and meeting on that record).
On the Activity tab, tap Log a call, email, text…. The six activity types (Call, Email, Text, Note, Task, Meeting) open in a 3 by 2 grid so each one is easy to hit. Call is selected first.
Pick the outcome: Connected, Left voicemail, No answer, or Bad number. The outcome is required, so a call can't be saved without one. The summary is optional; "Left voicemail" on its own is still a useful record.
Turn on Create a follow-up task if the call needs one, then tap Log call.

A contact record on a phone with Details and Activity tabs, showing past calls and emails on the Activity tab — A contact's Activity tab on a phone, with every call and email in order (sample data).

The Log call form on a phone with the outcome menu open: Connected, Left voicemail, No answer, Bad number — Logging a call: pick the outcome, add a summary if you want, and save (sample data).

The call shows up on the Activity tab right away. If the contact's company is in an active campaign, that campaign is already checked under Track as a lead for, so the call counts toward it. Uncheck it, or tap Listing or Campaign to add another.

Phone and email fields open the right keyboard (number pad for phone numbers, the @ keyboard for email), which matters more than it sounds when you're typing with one thumb.

How do I move a deal to the next stage on my phone?

On a laptop you drag a deal card across the pipeline board. Dragging doesn't work well on glass, so on a phone each card has a Move to stage menu.

Open More and tap the board by name, like Lease Deals or a pipeline you built.
Swipe across the board. Each stage column takes most of the screen width and snaps into place.
Tap the arrows icon on the deal card. The Move to stage menu lists every stage on that board, with a check next to the current one.
Tap the new stage.

A Lease Deals board on a phone with the Move to stage menu open on a deal card, listing Inquiry through Closed-Lost — Move a deal with a tap instead of a drag (sample data).

It saves the same way a drag does. Mark a deal lost and you're asked for the reason. Move it to a won stage and you get the same confetti and confirmation you'd see on desktop.

See CRM & Pipeline for how deal stages work in Prospect.

How do I check my prospect list in the field?

Open Campaigns from the More sheet and pick a campaign. On a phone, the prospect list fills the screen, and a Map button at the bottom flips to the map so you can see which prospects are near you. Tap List to flip back. Campaigns built from a list of contacts have no addresses to plot, so they stay list only.

A campaign on a phone in map view, with blue pins for each prospect on a dark street map of Austin and a List button at the bottom — A campaign's map view on a phone: each pin is a prospect, and List flips back (sample data).

This is useful on the way to or from a showing. If you're already in the trade area, check the map for prospects nearby, open one, and either stop in or call from the parking lot. Log the outcome the same way as any other call.

Your Tasks page works the same way. Each task gets the full row for its title, with the due date on a second line, so you can scan what's due today between meetings.

Can I get to deal files on my phone?

Yes. Open the deal and tap into Deal Files. On a phone it opens full screen, with the folders in a strip across the top. To move a file between folders, select it and use Move to… (dragging between folders still needs a mouse).

The between-showings checklist

Log the call with an outcome before the next one.
Add a follow-up task if you promised anything.
Move the deal if the stage changed.
Write one note with anything the tenant said about size, budget, or timing.
Check Tasks for what's due before you drive to the next stop.

Frequently asked questions

Do I need to download an app to use Prospect on my phone?

No. Prospect runs in your phone's browser. Sign in at sitemapcre.com and the phone layout loads on its own.

What can I do in Prospect on my phone?

Everything in the sidebar on desktop is reachable on a phone through the bottom bar and the More sheet: contacts, companies, sites, deals, pipelines, listings, campaigns, tasks, maps, performance, and export. Lists show as cards, records split into Details and Activity tabs, and pipeline cards have a Move to stage menu.

Why does Prospect require an outcome when I log a call?

Because "I called" without a result isn't useful to you next week or to your team today. Connected, left voicemail, no answer, and bad number each mean a different next step. Notes are still optional.

Does the desktop layout change?

No. The phone layout only applies on small screens. On a laptop or a desktop monitor, Prospect looks and works the same as before.

How often should a broker update their CRM?

After every touch, if you can make it quick enough. A call logged within a minute of hanging up is more accurate than a week of calls logged on Friday, and it means your follow-up tasks exist before you need them.

A pipeline is only as good as its last update. If the update takes a minute on your phone, it happens. If it waits for your desk, it usually doesn't.

For the prospecting side of the job, read How to find tenants for a vacant commercial space in 10 minutes. To see everything Prospect does, visit the Prospect product page or compare plans on the pricing page.