A brokerage's agents at viewings across three branches

The situation

The brokerage has eighteen agents in three branches. They meet buyers at viewings and in coffee shops, seldom at a desk. A buyer looking in two cities can deal with two branches in one week. Commission follows the agent who met them first.

Before

Agents kept buyers’ numbers in their own phones. The shared spreadsheet was filled in late, and every agent could read it. Two agents learned that they had the same buyer when both claimed the commission.

Setting up

The brokerage is one workspace with three branches, each with its manager and teams. Every agent has a digital business card with a QR code. The brokerage keeps Zoho CRM. That connector is not ready, so an admin exports leads as a spreadsheet each week.

At a viewing

A buyer has no business card. The agent opens his own card and she scans its QR code. She adds his contact to her phone and shares her name and number back. They arrive as a lead.

He opens it, taps Villas, Within 30 days and Decision maker, and sets Call for tomorrow. The app marks the lead hot and says why.

Two days later she views an apartment with an agent from another branch. He chooses Client meeting and types her number. The app tells him who met her and where, and offers to add today’s visit to the first agent’s lead. He accepts, and the first agent is told. A separate lead needs a reason.

What the manager sees

Each branch manager sees their own branch, narrowed to a team or to 7 days. The owner sees the three branches side by side, with the median time from capture to first follow-up and the hot leads still waiting. After two days with no follow-up on a hot lead, the agent’s manager is told.