Contact already known to the team
She checks for a duplicate before assigning. A contact with an existing owner in your tool goes back to that agent, flagged as having called again, with what was said this time.
Real estate teams
A new lead calls while several agents are out at showings. Your assignment rule identifies who should receive the enquiry, while an existing client stays with their agent. The team can find the source, the client’s plans and the person responsible for calling back.
$45 CAD / month · 50 Standard calls · 1 local number
A lead with an agent responsible for following up
The prospect returns to his agent with March history, a showing request and a lease deadline attached. The acceptance window runs; acknowledgement arrives at 8:06 p.m. and the counter stops, with no second agent having called the same man back.
Read the full conversation
Wednesday, 7:50 p.m. A six-agent team on round-robin distribution, with an acknowledgement window set by the team lead. A man calls the team line about a south-shore listing.
ReceptionistGood evening. Let me take your name and a callback number. Which property are you calling about?
CallerSebastien Gauthier, 450 555-0155. The property on Marie-Victorin Street. I spoke with somebody at your office back in March.
ReceptionistThank you, I am checking whether a file already exists here. In the meantime: are you looking to buy, and do you have a deadline?
CallerWe are buying, and our lease ends this summer. We would like to see it this week.
ReceptionistYour file is already attached to an agent on the team. I am sending it straight to her rather than putting it back into the rotation, along with your showing request and your deadline. If she has not taken it by the end of the window your team lead set, it gets reassigned.
For the requests you receive
Round-robin distribution
The next available agent takes the call along the rotation. Real availability counts: an agent mid-showing does not receive a prospect they cannot call back inside your window.
Evenings and weekends
Those are the hours when buyers shop and your assistant is off. Coverage is identical, and assignment follows the same rule as during the day.
Other requests you can delegate
Assignment by area or price band
Where agents hold territories or specialties, the rule is explicit and the receptionist applies it: area and property type decide, rather than order of arrival.
What she does for your team
The moves she makes on calls landing on the team’s line, from sorting the prospect through to the acknowledgement required, then what stays with the team lead. Every line is a call your team gets.
When a prospect calls the team’s line
She takes the name and callback number, then asks whether the person is thinking of selling, buying, renting, or calling about a transaction already under way.
Sorting happens before assignment: a seller, a buyer and a co-operating agent do not want the same thing from the team.
She captures the area, property type or price band, and the timeline the person states.
Those criteria then decide which agent receives the opportunity, along the territory or specialty rule you set.
She checks whether the contact already has a recorded owner in your follow-up tool before assigning anything.
A contact calling back again goes to their own agent with a note on what was said this time, not to a second owner.
She creates the opportunity with a named owner — the agent already tied to the contact, or nobody if the contact is new — and a visible status.
The base hands the request to the known owner; dynamically distributing a fresh contact is a separate option.
When it is hot
A seller ready to sign a mandate, a co-operating agent with an offer to present today, or a transaction deadline inside ten days triggers an immediate alert to the file’s owner.
The hot-call rule from the real-estate agent preset applies to the team line the same as it does to a solo agent.
With no immediate answer from the known owner, she texts the call summary and retries the callback rather than leaving the prospect without word.
The agent is often out showing; the written summary reaches them even when they do not pick up.
She books the seller meeting or the buyer meeting on the responsible agent’s calendar, at the durations you set.
A property showing still gets confirmed with the seller afterward; the calendar does not replace that confirmation.
The contact goes back to its owner, or waits on a decision
For a prospective tenant, she pre-qualifies against your criteria only: move-in date, occupants, pets, consent to a credit check.
No question about origin, religion or family situation; the decision to rent stays with the responsible agent.
She sends the caller a confirmation, then the full summary to the contact’s responsible agent.
The agent gets context before calling back, rather than a bare name with no history.
For a file partner — inspector, notary, mortgage broker —, she captures the file concerned, the purpose and the deadline, then routes to the responsible agent.
She does not confirm a transaction’s status nor that somebody is a client without verified identity.
She answers public questions about a listing — address, open house — from what you configured, revealing neither the seller’s motivation nor other offers.
Whatever is not configured for that listing stays a forwarded request, not an improvised answer.
Between calls, as your team grows
Options added separately, when they are useful to you.
- Add-on
She assigns the opportunity along your rule — rotation, territory or price band —, requires an agent’s acceptance, and reassigns once the window you set has run out.
Brokerage and teams option: reassignment is a mechanism rather than an intention, and a conflict alert replaces a double follow-up. Brokerage and teams
- Add-on
She links the prospect’s declared source to the stages and the sales outcome, to compare what each source delivers.
Lead capture and sales follow-up option: deduplication across advertising sources and follow-ups by stage, with no pricing or implied dispatch. Lead capture and sales follow-up
- Add-on
She routes the call to the right office with its local information, separates permissions by entity, and consolidates your offices’ call load.
Multi-sites and entities option: each office keeps its own rules, the team lead keeps the overview. Multi-site and entities
When your prospects write, and if you already run Follow Up Boss or your ads
- Channel
She continues the text conversation with the prospect inside the record already assigned, without opening a second ownership claim.
Optional Web and SMS conversations: the history stays tied to the same owner as the call.
- Software
With Follow Up Boss, the inbound events that trigger an assignment are documented; recording a won or lost outcome still has to be proven.
Until then, she applies your assignment rule inside her own register of opportunities. Follow Up Boss
- Software
With Google Ads lead forms, delivery by web callback is configured, but no real account or test event has yet confirmed receipt.
Meta Lead Ads follows the same web-callback logic, to be qualified account by account before a prospect is auto-assigned from it. Google Ads — lead forms
What she does not do for your team
- She gives no opinion of value and does not comment on an offer received.
- She does not automatically pool a contact between two agents: the recorded owner is kept.
- She does not settle an attribution conflict: she raises an alert and the team lead decides.
- She does not change an assignment rule on her own, even when an agent does not answer.
- She reveals no seller’s motivation, no minimum price and no other offers on file.
- She does not negotiate, does not suggest an offer price and does not comment on an offer received on an agent’s behalf.
- She does not confirm a property is still available when its listing is not configured: she captures and arranges a callback.
What you can ask her yourself
She answers from the opportunities, calls and files you are allowed to access. A question about an option only applies once you have switched it on.
The questionWhich agent is listed as responsible for this lead?
She reads the recorded owner and the data you may access. Dynamic assignment belongs to the designated add-on.
Which opportunities are still waiting on acceptance?
Add-onWith Brokerage and teams: the acceptance window and when each one expires. Without the option, she tracks no reassignment delay.
Which contacts triggered a conflict alert this week?
Add-onWith Brokerage and teams: the cases where two agents answered the same contact. Without the option, she does not detect that conflict.
Which source produced the most converted opportunities this month?
Add-onWith Lead capture and sales follow-up: performance by source tied to the won or lost outcome. Without the option, the source is recorded with no such link.
What happens to the request
Your assignment rule becomes executable
Define the responsible people, territories, callback details and access to contacts. With Brokerage and teams, add distribution rules and the acceptance window before reassignment.
She qualifies, then she assigns
The base identifies the caller, their project and the known owner, then passes on the request. With Brokerage and teams, a new opportunity follows your assignment rule and waits for an agent’s acceptance. An already assigned contact retains its owner.
Ownership gets proven, attribution gets kept
The base sends the request and summary to the known owner. With Brokerage and teams, assignment waits for acceptance and a missing reply triggers your reassignment rule. Lead capture and sales follow-up connects stages to the outcome and sales source.
What the Real estate base covers
A bilingual receptionist who identifies the person, the property and the nature of a request, creates an opportunity with an owner and a status, and passes priority situations along your procedure. No setup fee, and you keep your numbers.
- Calls answered in French and in English, following the caller
- Sorting between seller, buyer, prospective tenant and co-operating broker
- An opportunity created with a named owner and a visible status
- Priority situations handed over immediately along your rule
- A written summary after every call, readable in the app, and the option to ask her what happened
She does not settle an attribution conflict: she raises an alert and a team lead decides.
Decisions that stay with you
- She gives no opinion of value and comments on no offer received.
- She does not pool a contact between two agents on her own: a recorded owner is preserved.
- She does not change an assignment rule herself, even where an agent fails to answer.
- She does not reveal a seller's motivation, their floor price or whether other offers exist.
- She introduces herself as the team's receptionist, not as any one agent, and does not solicit a prospect already represented by another agent.
Ask your receptionist, too
This is included in your base plan. She answers using the calls, requests and business information you are allowed to access.
Talk to your receptionistA question you can ask
Which agent is listed as responsible for this lead?
She reads the recorded owner and data you may access. Dynamic assignment belongs to the designated add-on.
What else you can hand to her
Beyond the base plan. Each one is added on purpose, separately from the base. None is switched on unless you choose it.
When your customers prefer to write
You can add a channel so she can continue the conversation with your customers. Any action she takes follows the same rules and the options you have chosen.
Optional customer channel
Customer text conversations
Continue the lead’s conversation in the assigned record without starting a second ownership claim.
The transactional messages provided by your base plan and your own questions to the receptionist remain included.
Keeping your current software?
Check the actions supported, connection requirements and how to work when your software cannot perform the requested action.
Inbound events that trigger an assignment are documented, using a key from an authorised account. System registration, scopes and automatic confirmation of a won or lost outcome still have to be proven.
Webhook delivery with a configured validation key; no real account was set up and no live test event was received.
Current official retrieval and follow-up-tool return pages could not be reached during research; access scope remains unconfirmed.
Per-customer delegated installation and documented scopes; actual app authorisation and a customer's configuration have yet to be tested.
A team's problem is not receiving leads, it is knowing who takes them
A team pools its prospects: advertising, forms, the listing profile and the office line all land in one place, and an assignment rule decides who works what. The known failure runs two ways. A prospect arrives and no agent acknowledges ownership, so follow-up stays undefined. Or the reverse: two agents call the same person back, and one transaction ends up credited to two sources.
Your receptionist qualifies a call the way she would for a solo broker — seller, buyer, co-operating broker, in-progress transaction — then does what a solo broker has no reason to do. She checks for a duplicate, finds the contact owner in your follow-up tool or applies your assignment rule, hands over the context, and requires an acknowledgement.
The time limit you set becomes a mechanism rather than an intention. Past that limit with no acknowledgement, the prospect is reassigned along the rule you approved, and a conflict — two agents on one contact — raises an alert instead of a double follow-up that damages a team's reputation.
In the same section
The other lines of work in this section run on the same engine, with their own requests and their own rules.
Real estateBrokerage and real estate teams
Real estate teams — your questions
What happens when nobody takes a prospect?
With Brokerage and teams, the lead is reassigned under your rule when the acceptance window expires. The new agent’s acceptance is recorded. The base collects the request and passes it to the known owner; dynamic reassignment belongs to this option.
What if two agents answer one prospect?
The owner recorded in your tool is preserved and a conflict alert is raised. No double follow-up goes out, and a team lead settles it. The transaction stays credited once.
What does an agent see of everyone else's history?
Whatever their rights allow. History is shared while permissions are per person, so a departure or a change of team does not expose contacts that do not belong to them.
Does the prospect source get lost?
The source stated by the caller is recorded during the call. With Lead capture and sales follow-up, it stays linked to stages and the sales outcome so sources can be compared. Agent coordination and acceptance are handled by Brokerage and teams.
Can she assign by area rather than by rotation?
Yes, with Brokerage and teams. You choose rotation, territory, price range or specialty. She applies that rule, keeps the owner of an existing assigned contact and sends a conflict to the team lead.
Your rules, before the first call
Start your free trial with your email. Your website can help prepare your business information, but it is optional. Confirm the facts, choose a first task and test your receptionist. You can try options too, starting with the ones you need.
Keep my phone numberReal estate teams