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Engagement
Residential real estate brokerage: responding to every new lead in minutes, not hours
Leads from portals, ads, and the website were landing in five places. We centralized them and automated the first response.
Results
9h to 4 min
average first response time
+37%
appointments set per month
100%
leads assigned automatically
The challenge
Buyer and seller leads came from listing portals, Facebook lead forms, and the website. Each landed in a different inbox, and agents often replied the next day, after the lead had already spoken with another agent.
Why it was complex
- Leads scattered across portal emails, ad platforms, and website forms
- No assignment rules, so leads were claimed unevenly or missed
- Average first response time around nine hours
- No nurture for leads not ready to move yet
How we fixed it
Single CRM
Connected every lead source to HubSpot through native integrations, email parsing, and webhooks.
Round-robin routing
Assigned leads by area and availability, with SMS alerts and escalation if untouched after 10 minutes.
Instant first touch
Sent an immediate personalized text and email with the agent's name and a booking link.
Long-term nurture
Enrolled leads in market update emails until they were ready to talk.