Real estate
WhatsApp for real estate teams, with no lead stuck on one agent’s phone
Enquiries from ads, portals and referrals reach many agent numbers. Risponse puts them in one inbox: managers see every lead, agents work the ones shared with them, and buyer numbers can stay hidden.
Lead routing
Where a new enquiry goes, and who answers it
Leads write in from ads, property portals and referrals. A round robin rule can give each new chat to the next agent who is on shift and online. Managers see every lead, and buyer numbers can stay hidden from agents.
- Shared in turn. Each agent gets the next lead in line, so the work is shared evenly.
- A rule per number. Limit a rule to the portal number, so portal leads and rental enquiries can go to different agents.
- Late-reply alerts. If a new lead waits past your target time, the sales manager gets an email.
Before and with Risponse
Leads spread across phones are leads you cannot see
Brokerages and developers often give each agent a phone. The business pays for the leads, but the conversations live on someone else’s handset.
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Before
Every agent, a separate inbox
A sales manager cannot tell which enquiries got a reply, how fast, or from whom, without asking each agent in turn.
With Risponse
Every agent number in one place
Link every company phone your agents use, each with one QR scan. Their chats share one list, and every message sent from Risponse is marked with the agent who wrote it.
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Before
Buyer details on personal phones
Contacts and chat history sit on agents’ own handsets. When someone moves on, the conversations and the buyer list can leave too.
With Risponse
Chats stay with the business number
When agents work a business number through Risponse, the chats belong to that number. Swap the leaving agent’s label for a colleague’s, and the colleague sees every chat with its full history.
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Before
Follow-ups that depend on memory
Site visits, price lists and second calls get promised in chat, then forgotten. A buyer left waiting may simply move on to the next listing.
With Risponse
Follow-ups on a schedule
Schedule the next message while the chat is open, such as a reminder the evening before a site visit, so it goes out on time even when the agent is busy.
Customer journey
Follow one buyer from first enquiry to handover and after
From a portal enquiry to a snag after moving in, each stage shows a short buyer chat and what your agents do next.
Every new enquiry goes to the next agent in line
A buyer’s portal enquiry reaches the agent on shift. The agent replies, then fills in the lead source and property type beside the chat, so whoever picks the lead up later sees what the buyer wants.
- Details beside the chat. Lead source, property type and buying time sit in custom properties next to the conversation.
- Every reply marked. Each message sent from Risponse shows the agent who wrote it, so a manager can see who answered.
- Labels for each lead. Tag a chat New lead and Portal, then filter the chat list by label to find them.
Site visits booked in the chat, with the reminder already set
When a buyer wants to see the flat, the agent sends a booking link and the buyer picks a visit slot. A scheduled message reminds them the evening before, and a private note tells the site team who is coming and what they asked about.
- Booking links. The buyer chooses a slot from the chat instead of trading times with the agent.
- Reminders and follow-ups. Queue a reminder for the night before and a check-in for two days after the visit.
- Notes for the site team. Mention the site manager in a private note. The buyer never sees it.
When the buyer says yes, the booking details stay with the chat
The agent sends a form for buyer details and a payment link for the booking amount, both from the message box. Custom properties hold the unit and payment plan, and the linked HubSpot or Zoho CRM record logs each new message.
- Dependent dropdowns. Pick a project, then choose from that project’s towers.
- Labels for each stage. Move a chat from Site visit to Booked, then filter the chat list by label to see every booking in progress.
- Link early. Messages sent before you link a chat are not copied to the CRM record.
After handover, each snag becomes a ticket with a due date
Owners write about snags, paperwork and maintenance visits long after the sale. One emoji reaction turns the message into a ticket for the maintenance lead, and an AI suggested reply gives the agent a first draft to check.
- One reaction, one ticket. Later messages about the same snag can join the open ticket instead of starting a new one.
- Tasks for paperwork. Set a task with a reminder for jobs such as sending a copy of the possession letter.
- Snag backlog at a glance. Ticket metrics show what is open, what nobody owns yet and how long fixes take.
Use cases
How brokers and developers use Risponse across their projects
Each of these takes one setup, and then the whole team works with it.
- Portal and ad enquiries
- Round robin lead assignment
- Keyword replies with brochures
- Site visit booking links
- Visit reminders and follow-ups
- Masked buyer numbers
- Booking amount payment links
- Channel partner groups
- Launch news to saved lists
- Snags and handover tickets
- Leads logged in HubSpot or Zoho CRM
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Buyer numbers hidden from agents
Agents see the buyer’s name and the whole conversation, but not the phone number. Share a lead by adding the agent’s label, and move it by swapping the label.
Number masking -
Project questions answered after hours
Add your brochure and FAQs to the AI agent’s knowledge base. It answers questions on amenities, location and possession dates during the hours you set, and leaves a private note for an agent when a buyer wants to talk.
AI agent knowledge base -
Broker and project groups
Channel partner and project groups on a QR-connected number sit in the same inbox as buyer chats. Mention alerts show who needs an answer, and any group message can be turned into a ticket.
Group management -
Launch news for interested buyers
Save a list of buyers who asked about a project and send one update, with each name filled in by a variable. Replies return to the inbox for the right agent to answer.
Saved chat lists
Integrations
Log every property enquiry in HubSpot, Zoho CRM or a sheet
Risponse connects to the four tools below. Each line says what it does for a property team.
- CRM A new chat can become a HubSpot contact, and new messages are logged on it. HubSpot setup guide
- CRM Link a buyer’s chat to their Zoho lead, contact or account, and log new messages there. Zoho CRM setup guide
- Data Copy each new chat into a sheet, so a manager can count new enquiries by day. Google Sheets setup guide
- Automation When a new chat starts, a Zap can add it to the task board your team already uses. Zapier setup guide
Zoho and Zoho CRM are trademarks of Zoho Corporation Private Limited and/or its affiliates. HubSpot, Google Sheets and Zapier are trademarks of their owners. Risponse is not affiliated with or endorsed by these companies.
Your other apps
Connect the other apps your team uses, with your own account
These apps are not built into Risponse. Many offer an API or an MCP server: connect one with your own account, and the Risponse AI agent can look things up while it answers, or a Zap can pass new chats to it.
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Share site-visit slots
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The AI agent can find open site-visit slots and share a one-time booking link in the chat.
- MCP connector
- Custom tool (API)
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Check booking payments
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The AI agent can check whether the buyer’s booking-amount payment link has been paid.
- MCP connector
- Custom tool (API)
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The AI agent can check whether the payment link sent for a token amount has been paid.
- MCP connector
- Custom tool (API)
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Sign agreements
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When your team opens a ticket for an agreement, a Zap can send a Zoho Sign template you choose. The Zap needs the buyer’s email.
- Zapier
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The AI agent can check whether the buyer has signed the sale agreement envelope.
- MCP connector
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Send new leads to a CRM
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When a new chat starts, a Zap can add the buyer as a lead in LeadSquared.
- Zapier
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You choose which lookups or actions the AI agent may use. Start with lookups, which only read; actions change things in the other app. A developer usually sets up a custom tool.
- MCP connector The AI agent uses the app’s MCP server, signed in with your account, and only the lookups and actions you turn on. How it works : MCP connector
- Custom tool (API) The AI agent calls a web API with a key or token you add, for example to check a status. How it works : Custom tool (API)
- Zapier A new chat, message or ticket in Risponse starts a Zap that sends it on to the app. How it works : Zapier
Zoho and Zoho Sign are trademarks of Zoho Corporation Private Limited and/or its affiliates. Calendly, Razorpay, Cashfree Payments, Docusign and LeadSquared are trademarks of their owners. Risponse is not affiliated with or endorsed by these companies.
Set-up guides
Set it up for your sales team
FAQ
WhatsApp for real estate: your questions answered
Still unsure? Email us and a person from our team will reply.
How do real estate agents use WhatsApp to follow up on leads?
Agents answer enquiries, share brochures and floor plans, arrange site visits and follow up on price talks, all on WhatsApp. Risponse brings those chats into one team inbox, so a manager can see which leads got a reply and who sent it. Labels and custom properties keep each buyer’s stage and budget beside the chat.
Multiple numbers in one inboxHow do I hide buyer phone numbers from real estate agents?
Turn on number masking. Agents invited as members still read and reply to their chats, but buyer numbers stay hidden in Risponse, and each agent sees only the leads that carry their label. A number the buyer types into a message still shows, so use masking as one safeguard among several.
Number maskingWhat happens to leads when a real estate agent leaves?
When agents work a business-owned number through Risponse, the chats belong to that number, not to the agent’s phone. Remove the leaving agent’s label from their leads and add a colleague’s, and the colleague sees each chat with its full history.
Team access and rolesCan agents call buyers on WhatsApp from Risponse?
Calling is in beta, so check that it is turned on for your workspace. Agents can make and answer WhatsApp voice calls from a connected number, and calls answered in Risponse get a recording, a transcript and an AI summary. Recording laws differ by country, so tell buyers when calls are recorded.
Calling (beta)Can WhatsApp leads go into Zoho CRM or HubSpot automatically?
Yes. Turn on automatic record creation and message logging. A new chat then creates a contact or account in Zoho CRM, or a contact or company in HubSpot, and each new WhatsApp message is saved to that record. Test it on a few chats first, because it also adds people who never become buyers.
Zoho CRM integrationHow do brokers manage channel partner WhatsApp groups?
Link the number with a QR code, and every group it belongs to syncs into Risponse beside your buyer chats. Your team gets an alert when a partner mentions you, and a partner’s request can become a ticket with an owner. To add people to a group from Risponse, the connected number must be a group admin.
Group management