How to follow up new property enquiries automatically

Set up follow-up sequences of e-mails, tasks and SMS that start on every new enquiry and stop by themselves as soon as your team replies to the client.

This article shows you how to set up follow-up sequences: a series of e-mails, SMS and reminder tasks that run automatically after an enquiry, so no lead goes cold.

Owners and managers set up sequences. Any agent can start or stop one for a contact they can see.

How do I create a sequence?

In the sidebar, under Admin, open Follow-ups and press New sequence.
Give it a Name, for example “New buyer enquiry”.
Under Starts on, choose:
- A new enquiry — every new enquiry from a share page, your website or a portal. You can narrow it by Lead source and by Sale or rent.
- Started by hand — an agent starts it from a contact’s page, or for a whole segment.
Add steps with E-mail, Task or SMS, and set when each runs: straight away, or a number of days and hours after the previous step.
Write each message in English and Greek. Clients get their own language. Click a placeholder such as {first_name}, {agent_name} or {listing_link} to insert it. Use Preview to check.
Press Save sequence and make sure it is Active.

What does each step do?

E-mail to the client: goes to the client’s first e-mail address, with the agent as the reply address and a link the client can use to stop the follow-ups.
Task for the agent: a to-do for the client’s agent, due at that step’s time, with a reminder.
SMS to the client: sent from your agency’s own SMS account to the client’s first phone number. Texts use your SMS credits, and SMS steps are skipped until SMS is connected under Admin → SMS.

When does a sequence stop?

By itself, as soon as someone from the team calls, writes to, meets or shows a property to the client and logs it. It also stops when the contact becomes inactive or is deleted, when a deal with them is won or lost, when the client uses the stop link, or when you switch the sequence off. The stop and its reason are noted on the contact’s timeline.

How do I start or stop one for a contact?

On the contact’s page, in the Follow-ups card, pick a sequence under Choose a sequence… and press Start. The card shows progress and the next step. Press Stop to end it. To start a sequence for many contacts at once, use a segment — see Segments and newsletters.

The Follow-ups page shows, for each sequence, how many contacts are in progress, completed or stopped by a reply.