How RealtorAI works
A quick guide to every module — what it's for, and how it fits into your day-to-day pipeline. Read this once before you start, and come back any time as a reference.
On this page
Getting started
Sign in with your work email — RealtorAI uses passwordless sign-in, so you'll get a 6-digit code by email each time instead of a password. Enter the code on the sign-in screen and you're in.
- First time signing in, you'll be walked through a short setup for your agency (name, registration number, and your first pipeline).
- Everything in RealtorAI revolves around one thing: a lead. A lead is anyone interested in buying, selling, or renting who's entered your system — through the chat widget, an open house sign-in, or added manually.
- The sidebar on the left (or top, on mobile) is how you move between every module below. It's the same on every page.
Pipeline
Your main working view — a kanban-style board with five columns: New → Contacted → Showing → Offer → Closed. Every lead sits in one column at a time.
- Drag a lead card to a new column to update its stage — this is logged automatically and can trigger follow-up messages (see Follow-up automation below).
- Click a card to open its detail panel: contact info, notes thread, deal value, next appointment, tags, assigned agent, task checklist, and full activity timeline.
- Add a lead manually with the "+" button if someone reaches out outside the automated channels (a phone call, a referral, etc.).
- Filter the board by All leads, Me, or a specific teammate.
- Each lead's detail panel has an Active/Paused toggle for automated follow-ups — use it to stop scheduled emails/texts for one specific lead (e.g. they've asked you to call instead) without touching the sequence itself. A paused lead shows a small "Follow-ups paused" badge on its card.
Lead List
The same leads as your Pipeline, but as a spreadsheet — useful when you want to scan, sort, or edit many leads at once rather than clicking through cards.
- Cells are editable directly in the table.
- Export the current list to Excel (.xlsx) for reporting or sharing outside the app.
- "Open in pipeline" jumps straight to that lead's card on the board.
Analytics
A performance snapshot for your whole agency: total leads, closed deals, win rate, pipeline value, closed value, and average days to close.
- A funnel chart shows how many leads currently sit in each pipeline stage.
- A source chart shows where your leads are coming from (chat widget, open house, manual entry, etc.).
- A per-agent table breaks down leads, closes, win rate, and closed value by teammate — useful for team leads and brokerages.
Open House QR
Turns any listing into a printable sign-in sheet. Pick a property, and RealtorAI generates a QR code and shareable link.
- Print the sign-in sheet and bring it to your open house.
- Visitors scan the code with their phone, see the property details, and fill in a short sign-in form — no app or login needed on their end.
- Each sign-in becomes a new lead in your Pipeline automatically, tagged with that property and source "open house."
Listings
Manage the properties you're representing — address, price, bed/bath count, and details. Listings feed the Open House module and the AI listing generator, which can draft marketing copy for a property from its details.
- Sold or no longer active? Use the ✕ button on a property card to archive it. Archiving hides it from your active Properties grid and the Open House dropdown — it isn't deleted, so any leads already tied to that listing keep their full history.
Follow-up automation
Set up automatic follow-up messages tied to each pipeline stage (New, Contacted, Showing, Offer, Closed), so leads don't go cold while you're busy with other clients.
- Define a message and a delay (e.g. "send this 1 day after a lead reaches Showing").
- When a lead moves into a stage with a follow-up rule, it's automatically scheduled — you can see and cancel scheduled follow-ups per lead from the detail panel.
- Click Edit on any sequence to change its name, trigger stage, or step messages/timing — no need to delete and recreate one just to tweak the wording.
- Personalize each message with merge fields:
{{first_name}}for the lead, and{{agent_name}},{{agent_email}},{{agent_phone}}for the lead's assigned agent — e.g. "Reply here or call me directly at {{agent_phone}}." Emails also automatically set the reply-to address to the assigned agent, so a lead who hits "reply" reaches a real person instead of the automated sending address.
Chat widget
An embeddable AI chat widget for your own website. Visitors can ask questions about your listings or services; qualified conversations are captured as new leads automatically, tagged with source "widget."
- Copy the embed snippet from this page and paste it into your website's HTML.
- Customize the widget's greeting and appearance to match your brand.
Team
Invite teammates to join your agency in RealtorAI — they'll share the same pipeline, listings, and lead pool rather than starting a separate agency.
- Send an invite by email; the teammate signs in and is automatically enrolled in your agency.
- Agency admins can edit the agency name/registration number and remove teammates from here too.
Billing
Manage your subscription plan here. Payments are handled securely by FastSpring, RealtorAI's payment processor — you'll never enter card details anywhere else in the app.
- Choose Solo, Team, or Brokerage — each plan's card shows what's included and its monthly price in CAD.
- Clicking a plan opens a secure FastSpring checkout window right on this page; you don't leave RealtorAI to pay.
- Your current plan is marked and can't be re-selected once it's active — switch to a different plan by choosing it here instead.