Fast leads
Enquiries from property portals, the website and open-home sign-ins land in GoHighLevel and get a personal reply within a minute: the agent's name, the property, and a viewing or call offer, per speed-to-lead. Open-home attendees are captured on a tablet form that tags the property and asks two qualifying questions: buying, selling or both, and timeframe. The agent leaves the open home with every attendee already in a sequence.
Slow leads
Homeowners who "might sell next year" are gold if nobody annoys them. They're tagged by intent and timeframe and receive a monthly local market note: recent sales in their suburb, what's changed, one useful tip. No listings, no pressure. When the timeframe field says the window is approaching, the sequence shifts to an appraisal offer. Engagement tags tell the agent who is warming up.
Appraisal booking
Appraisals book through a GoHighLevel calendar with buffers for travel, reminders, and a prep message ("I'll bring recent comparable sales; have any renovation details handy"). No-show recovery follows the standard sequence. After the appraisal, a follow-up with the report and a gentle check-in at two weeks and six weeks, stopping on reply.
This is one of the few cases where two pipelines are right: the buyer journey and the vendor journey are genuinely different processes with different stages and messages. A contact can sit in both.
Vendor updates
Once a property is listed, the vendor gets a weekly automated update: enquiries, viewings, feedback themes, and next steps, pulled from fields the agent fills in after each viewing. It takes the agent two minutes a week to update fields instead of an hour writing emails, and vendors feel informed rather than chasing.
Anniversaries and referrals
Settlement sets an anniversary date. A year later, a personal-sounding note and a current market estimate. Every year after, the same. Past clients are tagged for a twice-yearly referral ask. Repeat and referral listings are the cheapest business an agent will ever win, and the CRM is what remembers to ask.
What to measure
Response time to portal leads, enquiry-to-viewing rate, appraisal-to-listing rate, and the share of listings from past clients and referrals. Reviewed monthly from the reporting export.
Key takeaways
- Portal and open-home enquiries get an instant, personal reply and a viewing or call offer.
- Segment slow leads by intent and timeframe, and nurture with local market content, not listings.
- Appraisal bookings run through a calendar with reminders and a prep message.
- Vendors get automated weekly updates so the agent isn't writing the same email twenty times.
- Purchase anniversaries and market-update touches keep past clients warm for the next listing.