Real Estate CRM — User Guide

Recommended roles:

• Real Estate Admin
• Configures listing fields, statuses, approval rules, and governance.
• Agent / Broker
• Creates listings, manages requests, updates statuses, communicates with clients.
• Approver / Manager
• Approves listings, pricing changes, or special cases (based on policy).
• Coordinator / Operations
• Manages scheduling, documentation, and internal follow-up tasks.
• Viewer / Leadership
• Reviews reports and pipeline metrics.

Best practice:

• Restrict approvals to a small group and require notes for decisions.

### 1) Define listing structure

• Property types, categories, and locations
• Required fields (address/location, size, pricing, availability status)
• Status workflow:
• Draft → Pending approval → Active → Under offer → Closed (example)

### 2) Define request intake process

• Decide how buy/rent requests are created:
• internal entry by agents
• website form integration (optional)
• Standardize required request fields:
• contact info
• property preferences
• budget range
• desired dates

### 3) Approval workflow

• Decide what requires approval:
• new listing publishing
• pricing changes
• special discounts/fees (if used)
• Require:
• approver notes
• timestamped history

### 4) Tenant/contact records

• Standardize contact fields
• Decide document handling policy (attachments, contracts, IDs) if your workflow uses them

### Workflow 1: Create and publish a listing

1. Create listing record
2. Add required details and photos/attachments (if used)
3. Set status to “Pending approval”
4. Approver reviews and approves
5. Listing becomes “Active”
6. Track inquiries against the listing

### Workflow 2: Handle a buy request

1. Create a buy request (or receive from form)
2. Link request to:

• listing (if specific)
• or preferences (if searching)

1. Assign an agent owner
2. Record follow-ups and status:

• new → contacted → viewing scheduled → offer received → closed

### Workflow 3: Handle a rent request

1. Create rent request
2. Assign agent
3. Schedule viewing (if used)
4. Track negotiation/approval steps
5. Close as “rented” or “cancelled” with reason

### Workflow 4: Approvals workflow

1. Review approval queue
2. Approve or reject with notes
3. If rejected:

• request changes
• resubmit for approval

1. Maintain approval history for audit and internal accountability

### Workflow 5: Tenant record management (if used)

1. Create tenant record and link to unit/listing
2. Store contract/attachments (if policy requires)
3. Track tenant status (active/inactive)
4. Use tenant list for operational reporting

Common reporting views:

• Listings by status (active, pending, closed)
• Buy requests pipeline by status/agent
• Rent requests pipeline by status/agent
• Approvals queue and turnaround time
• Monthly volume trends

Recommended cadence:

• Daily: approvals queue + new requests
• Weekly: pipeline review by agent
• Monthly: conversion and volume trends

### Listings don’t show as active

• Confirm approval status is completed.
• Verify the listing has required fields filled.
• Check permission restrictions.

### Requests are missing key details

• Make required fields mandatory in intake.
• Use templates for request creation.
• Train agents to capture consistent minimum information.

### Approval history is unclear

• Require approver notes.
• Restrict who can change “final” statuses.
• Use standard approval reasons for faster review.