CRM & Clients

Track and nurture your leads and clients through their real estate journey.

Overview

The CRM system helps brokerages and agents:

• Manage client relationships
• Track buyer and seller progress
• Log activities and follow-ups
• Assign clients to agents
• Store client preferences and criteria

Accessing the CRM

Navigate to Admin → Clients to access the CRM dashboard.

Client Types

Individual (Person)

A single person or couple looking to buy/sell property.

Entity

A business, trust, or organization (e.g., “Smith Family Trust”, “ABC Investments LLC”).

Interest Types

Type	Description
Buyer	Looking to purchase property
Seller	Has property to sell
Both	Buying and selling
Investor	Looking for investment properties
Renter	Seeking rental properties

Client Status Tracking

Buyer Statuses

Status	Description
Lead	New inquiry, not yet qualified
Active	Actively searching for properties
Under Contract	Offer accepted, in escrow
Closed	Successfully purchased
On Hold	Paused their search
Lost	Went with another agent/brokerage

Seller Statuses

Status	Description
Lead	Considering selling
Preparing	Getting property ready to list
Listed	Active listing on market
Under Contract	Accepted offer, in escrow
Closed	Successfully sold
Expired	Listing expired without sale
Withdrawn	Took property off market

Managing Clients

Creating a Client

1. Click Add Client
2. Enter basic information:
   • Name / Display name
   • Client type (person/entity)
   • Interest type (buyer/seller/both)
3. Add contacts (email, phone)
4. Optionally assign to an agent

Client Profile Fields

Buyer Information:

• Budget range (min/max)
• Bedroom/bathroom requirements
• Preferred property types
• Preferred areas/neighborhoods

Seller Information:

• Listing address
• Expected price
• Timeline to sell

Source Tracking:

• How they found you (website, referral, ad, etc.)
• Referral name if applicable

Adding Contacts

Each client can have multiple contacts:

Role	Description
Primary	Main decision maker
Spouse	Partner/spouse
Co-buyer	Additional buyer on transaction
Attorney	Legal representation
CPA	Financial advisor
Other	Any other contact

Each contact includes:

• First name, last name
• Email address
• Phone number
• Mailing address

Activity Tracking

Log all client interactions to maintain a complete history.

Activity Types

Type	Description
Note	General notes or observations
Call	Phone conversation
Email	Email correspondence
Text	SMS/text message
Meeting	In-person or video meeting
Showing	Property showing
Offer	Offer submitted
Contract	Contract-related activity
Follow-up	Scheduled follow-up task

Logging Activities

1. Open client profile
2. Click Add Activity
3. Select activity type
4. Add title and description
5. Set outcome (if applicable)
6. Schedule follow-up (optional)

Agent Assignment

Assign clients to specific agents:

1. Open client profile
2. Click Assign Agent
3. Select agent from dropdown
4. Client appears in agent’s dashboard

Agents can view their assigned clients in My Clients.

Search & Filtering

Find clients quickly with:

• Search — By name, email, or phone
• Filter by status — Active buyers, pending sellers, etc.
• Filter by agent — View specific agent’s clients
• Filter by source — Website leads, referrals, etc.
• Sort — By name, last contact, created date

Tags

Organize clients with custom tags:

• Create tags like “Hot Lead”, “First-Time Buyer”, “Investor”
• Filter clients by tag
• Apply multiple tags per client

API Endpoints

Action	Method	Endpoint
List clients	GET	/api/v1/clients
Get client	GET	/api/v1/clients/{id}
Create client	POST	/api/v1/clients
Update client	PUT	/api/v1/clients/{id}
Add contact	POST	/api/v1/clients/{id}/contacts
Log activity	POST	/api/v1/clients/{id}/activities
List activities	GET	/api/v1/clients/{id}/activities

Best Practices

1. Log every interaction — Complete history helps handoffs
2. Update status promptly — Keeps pipeline accurate
3. Set follow-ups — Never let leads go cold
4. Use tags — Makes filtering faster
5. Add all contacts — Reach the right person
6. Track source — Know what marketing works