How it works
Five steps, and one of them is the one people skip
Setup takes a few hours. The step that decides whether this works is step four: send yourself a test lead and read the whole thread before a real person sees it.
Setup is five steps and takes a couple of hours: connect one CRM and one calendar, write three or four qualifying questions per path, paste in your listing facts and standard answers, send yourself a test lead and read the whole thread, then turn on one real lead source. The assistant stays off until that test passes.
Connect your CRM and your calendar
Create an API key in Follow Up Boss, kvCORE or BoldTrail scoped to this integration rather than reusing an existing one, then connect the calendar you already keep. Nothing syncs until you choose which of the four writes you want: contact, note, task, appointment.
- Use a fresh API key so you can revoke it without breaking anything else.
- Pick the user who should own contacts the assistant creates.
- Connect one calendar. Two calendars for the same agent causes conflicts you will spend a week chasing.
- Leave stage and tag writes off for the first week.
Set your questions, your hours and your handoff triggers
Three or four qualifying questions per path, not eight. Decide the hours the assistant answers on its own, the hours it only acknowledges, and what counts as hot enough to interrupt you.
- Buyer path: timeline, price range, pre-approval status, area.
- Seller path: address, timeline, reason for moving, already working with an agent.
- Quiet hours apply per contact time zone, not yours.
- Handoff triggers: any legal or lending question, any emotional cue, any pushback, and anything the assistant cannot answer from your material.
Load your source material
The assistant answers from what you give it and declines everything else. Paste in your active listing facts, your service area, your standard answers, and two or three messages you have actually sent so the drafts match your voice.
- Listing facts: beds, baths, square footage, year, features, status.
- Service area, in plain words. "I do not cover that area" is a good answer.
- Standard answers to the ten questions you get most.
- Do not paste anything you would not want read back to a client verbatim.
Run a test lead and read the thread
Send yourself an inquiry from a number nobody on your team recognizes, then read the whole thread. This is the step people skip and it is the one that catches almost everything.
- Check the first message identifies the assistant clearly.
- Ask it something it should refuse. Schools, safety, what the sellers would take.
- Check the booked slot respects your buffers.
- Open your CRM and confirm the contact, note, task and appointment landed where you expected.
Go live on one lead source
One source, for a week. Read the first ten real threads. Nearly every correction you need will be visible in those ten, and all of them are fixed by editing your source material rather than by changing settings.
- Check for an existing auto-responder on the same route first. Two first messages reads worse than none.
- Watch for questions it should have refused and add them to the handoff triggers.
- Tighten any wording that does not sound like you.
- Then open the next source.
Behavior
What the assistant says, and what it refuses
These are product defaults rather than settings you have to remember to turn on. The refusals are the more important half of the list.
It says
- That it is an assistant working on your behalf, in the first message.
- Facts from the material you loaded, and nothing beyond it.
- That it does not know, when it does not know.
- That a person will follow up, with a realistic timeframe.
- Opt-out wording on messaging channels.
It does not
- Claim to be you or to be licensed.
- Give school ratings, safety claims or neighborhood comparisons.
- Answer lending, legal, tax or appraisal questions.
- Discuss price strategy or what a seller would accept.
- Keep messaging anyone who opted out.
Test protocol
How to shop your own setup
Run this before you go live and again a month later. Twenty minutes, and it finds things no settings screen will tell you.
Use an unknown number
A phone and email nobody on your team recognizes. If the test gets special handling it is not a test.
Test at the awkward times
Tuesday 8:40pm and Saturday 11am. Weekday-morning results are the least useful ones you can collect.
Try to break it
Ask about schools, ask for legal advice, say stop, say you already have an agent. Check each one behaves.
Audit the CRM record
Open the contact afterwards. Contact, note, task, appointment. If one is missing, fix it before real traffic.
Check for a second auto-responder
The most common launch problem is not the assistant. It is an older auto-responder still sitting on the same lead route, so the person gets two first messages thirty seconds apart. Submit your own form and count the replies before you go live.See what it sends before you decide anything
The live demo runs the full flow in your browser. No account, no card, nothing to connect. If the wording is not yours, that is the point of reading it first.
Accounts are not open yet. Joining the waitlist takes an email address and nothing else.