Real estate · Sample scenario
Follow-up on unanswered inquiries
Inactive inquiries are found in the CRM, status and consent are checked, and a short follow-up based on the earlier conversation is sent within the rules.
Problem
The next contact with a client who showed initial interest gets forgotten, and the inquiry disappears without a trace.
How it works today
The agent reviews old inquiries in the CRM by hand from time to time. Some are forgotten, and sometimes a client who already opted out gets messaged again.
What this scenario changes
Inquiries inactive for a set period are selected, and status, opt-out and consent are checked. AI summarizes the earlier conversation and drafts a short follow-up that fits it; the message is sent within the contact limit and the result is logged in the CRM.
The process step by step
- Inactivity detected: Inquiry untouched for 7 days
- Status and consent checked: Opt-out, resolved, contact limit
- Can we follow up?: Inquiry is open and consent exists
- Conversation summary: Earlier interest identified
- Follow-up drafted: Short, no-pressure text
- Sent within the rules: Consented channel, within the limit
- Result logged: Contact date updated in the CRM
Exception path
- Sending stopped: The agent only sees a note
- Inquiry closed: Removed from automatic follow-up
The role of AI
Briefly summarizes the earlier conversation and drafts a no-pressure follow-up that refers to the client’s specific interest.
Human approval and exceptions
If the client opted out or the inquiry is already resolved, the process stops and the agent only sees a note; no message is sent.
Frequently asked questions
How many times is the client contacted?
The number and spacing are capped by a contact limit agreed with the agency; if there is no reply, the inquiry goes back to the agent.
Is the message sent in the agent’s name?
Yes, in the responsible agent’s name and through the agency’s approved channel; the message template is agreed in advance.
What happens if the client replies?
The reply is linked to the inquiry in the CRM and the responsible agent is notified; the agent continues the conversation.