Use case · Real estate
Whoever calls back first takes the mandate
Three branches, 240 mandates, around 600 inbound enquiries a month across portals, the website and the phone. Average first response time is six hours — the competitor across the street answers in forty minutes.
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The starting point
Leads do not arrive nowhere: they arrive in six places
One mailbox per portal, a form on the website, a phone in each branch, and a shared spreadsheet for matching properties to buyers. Nobody is lying when they say they handle their leads: it is simply that nobody sees all six flows at once.
- Six-hour average first response time
- Property-to-buyer matching done from memory
- No systematic follow-up after a viewing
- No way to know which portal actually pays
What gets deployed
One "property" object, one "buyer" object, and the rest follows
- 01
The trade modelled, at last
A property carries its address, size, price, mandate, owner and viewing history. A buyer carries their criteria. Two linked objects — and that is what makes automatic matching possible.
- 02
The six flows arrive in one place
Portals, website form, calls: everything creates or enriches the same buyer record, with its source. The agent sees one queue, not six mailboxes.
- 03
The clock runs, and it warns
No answer within 30 minutes and the workflow alerts the agent, then the branch manager at two hours. First response time stops being an intention.
- 04
After the viewing, follow-up exists
SMS reminder the day before, feedback request the day after, follow-up at D+7 with properties matching their criteria. Tracking no longer depends on who remembered to note what.
What it moves
What the setup targets
- 6 h → 30 min
- first response time targeted
- 600
- enquiries a month in a single queue
- 100%
- of viewings followed up
- 1
- dashboard per portal, finally comparable
Go further
The building blocks used
Custom objects
Your business applications, with no development: properties, case files, contracts, with segments and automations.
DiscoverDynamic segments
Living lists that follow your data in real time.
DiscoverBooking page
Your availability bookable online, in your colors, on your domain.
DiscoverAppointment reminders
Email, SMS and a notification on the Wallet card — no-shows melt away.
DiscoverWeb forms
Forms on your site that feed directly into the CRM.
DiscoverFAQ
Frequently asked questions
How do portal leads arrive?
By inbound email for most, through the API where the portal offers one. Either way the lead creates or enriches the buyer record and starts the clock.
Can we publish our listings from the tool?
Property pages publish on your own domain, with their contact form. Distribution to the portals stays with your transaction software, which synchronises through the API.
Do the three branches share one portfolio?
You decide: shared, or separated per branch with a global view for management.
How do we go from six hours to immediate first contact?
The portal lead creates the opportunity, assigns it round-robin to an available agent and fires the acknowledgement. If nobody has called back within the delay you set, the follow-up goes out — and the voice agent can book the viewing for you.
Are listings tracked like contacts?
Yes: a property is a custom object with its reference, mandate, price, viewings and offers. A contact, a property and an opportunity stay linked — which is how you learn which portal produces mandates, not just clicks.
Another question? Write to us — a human will answer.
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Comparisons
Coming from somewhere else? The migration is gentle
Contacts, companies, opportunities, tasks, segments and email templates come across from Brevo, HubSpot or an export. Keep your old tool as long as you need: nothing forces a big-bang switch, and nothing is deleted on your side.
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