Morning Check (5 minutes)
Do this first thing in the morning, right when you start your work day.Step 1: Check for New Replies
- Open Conversations in the left sidebar
- Look for unread conversations (they’ll be bolded or have a notification dot)
- Open each new reply and read what the seller said
- If the AI is handling it well → move on
- If a seller seems hot or the AI needs help → step in and reply yourself
Step 2: Check Today’s Appointments
- Open Calendar in the left sidebar
- See if you have any calls scheduled for today
- For each call:
- Open the lead’s contact profile
- Read the full AI conversation so you know what they said
- Note their property address, situation, and what they’re looking for
- Be ready to call at the scheduled time
Step 3: Quick Pipeline Check
- Open Opportunities → Seller Leads
- Glance at the pipeline — any leads that need to be moved?
- If you had a call yesterday → move that lead to the right stage
Midday Check (10 minutes)
Step 4: Prepare for Afternoon Calls
If you have calls scheduled for the afternoon:- Review the lead’s conversation
- Run your property research (comps, condition estimate, repair costs)
- Have your offer range ready before the call
Step 5: Follow Up on Active Deals
Check on any leads in these stages:- Consultation — Ready to make an offer? Do it today.
- Offer Made — Has the seller responded? Follow up if it’s been more than 24 hours.
- Under Contract — Anything needed for closing?
End of Day (5 minutes)
Step 6: Review the Day
- Open the Dashboard
- Check today’s numbers:
- How many new outreach messages went out?
- How many leads replied?
- Any new calls booked for tomorrow?
- Update any pipeline stages that need moving
Step 7: Import New Leads (if needed)
If your pipeline is running low on new leads:- Prepare your next CSV file
- Import it following the steps in the Contacts section
- The AI will start reaching out to the new leads automatically
Weekly Review (30 minutes — do this every Monday)
Step 8: Review Your Weekly Numbers
Look at the full week’s performance:- Total outreach sent
- Total replies
- Total calls scheduled
- Total offers made
- Any deals under contract or closed?
Step 9: Train Your AI
- Review AI conversations from the past week
- Did the AI say anything wrong or awkward?
- Click thumbs down on bad responses
- Write what the AI should have said instead
- Are there new questions leads are asking?
- Add new FAQ entries (Settings → Conversation AI → Knowledge Base)
Step 10: Plan Next Week
- Do you have enough leads in the queue?
- Do you need to import more contacts?
- Any changes to your calendar availability?
The Daily Routine at a Glance
| Time | Task | How Long |
|---|---|---|
| Morning | Check new replies, review today’s calls, pipeline check | 5 min |
| Midday | Prepare for calls, follow up on active deals | 10 min |
| End of Day | Review numbers, update pipeline, import leads if needed | 5 min |
| Weekly (Monday) | Review metrics, train AI, plan ahead | 30 min |
The bottom line: Your AI handles the grinding work (outreach, follow-up, qualifying). Your job is to show up prepared for calls, make offers, and close deals. 20 minutes a day plus calls is all it takes.