Property sales and rentals
Real estate
Portal enquiries deduplicated, qualified on budget and timing, and booked into viewings.
These are illustrative scenarios
An illustrative scenario written to show how a workflow would run. It is not a description of an existing customer.
The situation
An agency advertises across several portals, each with its own inbox. Enquiries are answered in whatever order someone happens to open a tab, the same buyer often appears three times under different listings, and there is no reliable way to tell a serious buyer from someone browsing on a Sunday evening.
How the enquiry runs
Several sources, one queue, and qualification before anyone's afternoon is spent on a viewing.
- 1Customer
An enquiry arrives from a listing portal
Forwarded to the agency's enquiry address with the listing reference attached.
- 2System
It is matched against existing contacts
The same person who enquired about two other properties last week is recognised, and the enquiries are joined into one record instead of three.
- 3Agent
The agent replies within minutes
It confirms the property is still available, answers the published details, and asks the qualifying questions.
- 4Agent
Budget, timing, and finance are established
Purchase or rental, budget range, when they need to move, and whether finance is arranged — the four answers that separate a viewing worth doing from one that is not.
So we show you the right properties: is your budget flexible above this listing, and when would you want to move?
- 5System
The lead is classified
Ready to view, needs nurturing, or out of range, using the agency's own thresholds.
- 6System
Viewings are booked against agent availability
Qualified buyers are offered slots from the assigned agent's calendar and booked directly.
- 7System
Others enter a matched-listing sequence
Buyers who are out of range for this property but in range for others receive new matching listings as they come to market, until they ask to stop.
- 8Staff
The agent arrives prepared
They see budget, timing, finance status, and every property this buyer has enquired about, before the viewing rather than during it.
What ends up recorded
One buyer record instead of scattered portal emails.
- Name and contact details
- Every listing this buyer enquired about, joined
- Purchase or rental, and budget range
- Moving timeline
- Finance status
- Source portal per enquiry
- Viewing bookings and outcomes
Where the person comes in
The agent qualifies, books, and keeps buyers informed of new listings. It does not negotiate price, advise on offers, or make any statement about a property's condition or legal status beyond what is published in the listing.
What this scenario depends on
- Portal enquiries reaching an address or feed the system can read
- A listings source the agent can check for availability
- Agent calendars available for booking
- Qualification thresholds — budget bands and timelines — set by the agency
- Consent handling for the matched-listing sequence, with a working opt-out
- Platform and AI usage costs, billed to the agency directly
Other scenarios
The same mechanics, in a different sector.
Beauty and wellness
An after-hours booking enquiry answered, qualified, and turned into a confirmed appointment.
Dental practice
A new-patient enquiry triaged and booked, with anything clinical routed to a qualified person.
Local services
A job enquiry qualified on location, scope, and timing before it reaches the person on site.