Manages CRM contact records, tracks client interaction history, drafts and sends personalized emails, and maintains follow-up pipelines for active leads and clients.
Use this skill to manage client relationships, draft and send emails, update contact records, track pipeline stages, and ensure no lead or client falls through the cracks.
Every contact should be in exactly one stage:
Every contact record must contain:
REX Email Voice:
Subject Line Examples That Work:
Email Templates by Stage:
New Lead — First Contact:
Subject: [Their first name], quick question about [area/property they inquired about]
Hi [Name],
Thanks for reaching out — I took a look at [property/area] and have some thoughts I think you'd find useful.
Are you still actively looking in [area], or has your search shifted at all? Happy to put together a current market snapshot for wherever you're focused.
What's the best way to connect — call or text works great for me.
— REX
Active Buyer — Listing Alert:
Subject: New listing: [Address] — [brief hook, e.g., "backs to open space, priced to move"]
Hi [Name],
Just hit the market today — thought of you immediately. [1-2 sentences on why it fits their criteria].
[Link to listing]
These are moving fast in this market. Want me to schedule a showing for this week?
— REX
Past Client — Annual Check-In:
Subject: Happy [home purchase/sale anniversary], [Name]!
Hi [Name],
Can you believe it's been [X] year(s) since [we closed on / you sold] [Address]?
The neighborhood has changed quite a bit — [1 market data point, e.g., "homes nearby are selling for about 18% more than when you bought"].
Hope everything is going well. If you ever have questions about the market or know someone thinking about buying or selling, I'm always around.
— REX
| Stage | Cadence |
|---|---|
| New Lead (no response) | Day 1, 3, 7, 14, 30 |
| Qualified Buyer | Weekly until under contract |
| Active Listing | Every 3 days (showings/feedback) |
| Under Contract | Every 2-3 days |
| Post-Close (first 90 days) | Week 1, Month 1, Month 3 |
| Past Client | Monthly newsletter + annual personal |
Every day during the lead-followup-sweep cron:
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