Who this suits
Property agencies coordinating listing enquiries across agents.
When a simpler option is a better fit
Do not automate viewing confirmation if listing availability is only known informally and nobody maintains the source.
A scoped starting project
Capture property reference and buyer or tenant preferences
Check listing status and assign the responsible agent
Prepare viewing details for agent confirmation
Illustrative operating rules
Property enquiry, listing availability, lead assignment, and viewing preparation
Illustrative design example. Adapt these rules with the responsible team before implementation.
| Record or decision | Illustrative rule | Accountable owner |
|---|---|---|
| Listing enquiry | Read current asking terms and availability from the listing register | Listing manager |
| Agent assignment | Retain the listing owner or agreed duty rota | Sales coordinator |
| Viewing preparation | Collect preferred time and requirements, then request confirmation | Assigned agent |
Operational prerequisites
- Current listing IDs and status owner
- Agent roster and service boundaries
- Approved information and viewing calendar
Limits and exceptions
Withdrawn properties must stop promotion. Keep private seller and tenant information out of public answers. A viewing request is an enquiry until the agent confirms the property and appointment.
Starting scope and cost considerations
Start with enquiry capture and agent handoff for one listing source. Additional portals, calendars and CRM integrations can be scoped after the register is reliable.
Acceptance and measurement
Measure unowned enquiries, unavailable-listing answers and confirmed viewings from the agent's record. Automation is not evidence of a property sale.
Questions before starting
What should the first project include?
Current listing IDs and status owner; Agent roster and service boundaries; Approved information and viewing calendar.
Discuss the scope and availability
Tell CraftDuka about the task, your current systems and the people who will use it. Our team is based in Nairobi and serves Kenya and East Africa. We will assess the fit and availability before agreeing a project.