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Workflows

Set up automated workflows to streamline your real estate operations.

What are Workflows?​

Workflows are automated sequences of actions triggered by specific events. They help you:

  • Automate repetitive tasks
  • Ensure consistent follow-up
  • Save time on manual processes
  • Improve lead response times

Workflow Components​

Every workflow consists of:

  1. Trigger - The event that starts the workflow
  2. Conditions - Rules that determine if the workflow runs
  3. Actions - What happens when the workflow executes

Common Workflow Examples​

Lead Qualification Workflow​

Trigger: New lead received via phone or email

Actions:

  1. Bot asks qualifying questions
  2. Scores lead based on responses
  3. Creates contact in CRM
  4. Assigns to appropriate agent
  5. Sends follow-up email

Appointment Scheduling Workflow​

Trigger: Lead requests a showing

Actions:

  1. Bot checks agent availability
  2. Offers available time slots
  3. Books appointment in calendar
  4. Sends confirmation email
  5. Sends reminder 24 hours before

Follow-Up Workflow​

Trigger: No response from lead in 3 days

Actions:

  1. Bot sends follow-up email
  2. If no response, sends SMS after 2 days
  3. If still no response, assigns to agent for manual follow-up

Creating a Workflow​

Step 1: Access Workflows​

  1. Go to your Dashboard
  2. Navigate to Bots → Select your bot
  3. Click the Workflows tab

Step 2: Choose a Trigger​

Select what event will start your workflow:

  • New Lead - When a new lead is created
  • Email Received - When an email arrives
  • Phone Call - When a call is received
  • Form Submission - When a form is submitted
  • Schedule - Run on a schedule (daily, weekly, etc.)

Step 3: Add Conditions (Optional)​

Add conditions to filter when the workflow runs:

Condition: Lead Source = "Website"
AND Lead Score > 50
AND Time = Business Hours

Step 4: Configure Actions​

Add actions to execute:

  1. Click Add Action

  2. Choose action type:

    • Send Email
    • Send SMS
    • Create CRM Record
    • Update Contact
    • Schedule Appointment
    • Assign to Agent
    • Wait (delay)

  3. Configure action settings

  4. Add more actions as needed

Step 5: Test Your Workflow​

Before activating:

  1. Click Test Workflow
  2. Provide test data
  3. Review the execution
  4. Check that all actions work correctly

Step 6: Activate​

Once tested:

  1. Click Activate Workflow
  2. Monitor the workflow dashboard
  3. Review execution logs

Advanced Features​

Branching Logic​

Create different paths based on conditions:

IF lead score > 80
  → Assign to senior agent
ELSE IF lead score > 50
  → Assign to junior agent
ELSE
  → Add to nurture campaign

Wait Steps​

Add delays between actions:

  • Wait 1 hour before sending follow-up
  • Wait until business hours
  • Wait for specific date/time

Multiple Triggers​

Combine multiple triggers:

  • Email received OR form submitted
  • Phone call AND during business hours

Best Practices​

  • ✅ Start simple - Begin with basic workflows and add complexity gradually
  • ✅ Test thoroughly - Always test before activating
  • ✅ Monitor performance - Review workflow analytics regularly
  • ✅ Optimize timing - Adjust delays based on response rates
  • ✅ Keep it relevant - Ensure messages are personalized and timely

Workflow Templates​

Use pre-built templates to get started quickly:

  • New Lead Nurture - Automated follow-up sequence
  • Appointment Reminder - Send reminders before showings
  • Re-engagement - Win back cold leads
  • Referral Request - Ask satisfied clients for referrals

Troubleshooting​

Workflow Not Triggering​

  • Check that the workflow is activated
  • Verify trigger conditions are met
  • Review workflow logs for errors

Actions Not Executing​

  • Check integration connections
  • Verify action configurations
  • Review error messages in logs

Next Steps​