How to add a CRM to your real estate management workflow
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How to add a CRM to your real estate management workflow

Selling real estate means focusing on the details—make sure they are the right ones by adding a CRM to your real estate management workflow in Airtable.

Real estate is the domain of multitaskers. Finding properties, scheduling showings, engaging with buyers, and in some cases, managing teams to help with the process means staying on top of masses of information—and that's before you close the deal! Organization is key, but so is the ability to juggle a range of tasks and timelines. Most real estate software feels rigid—almost like it wasn't designed by actual real estate professionals (hint: it probably wasn't).

Airtable is malleable enough to fit your workflow, and powerful enough to be your entire real estate management hub—CRM included! Unlike spreadsheets or notepads, bases have the agility to handle wide-ranging tasks for novice real estate agents and seasoned managers alike.

We'll walk you through the basics of adding a CRM to your existing transaction management base and show you some additional features that will allow you to consolidate your entire real estate management workflow into a single, powerful knowledge center that can handle your needs from listing to close.

Create a connected contacts table

Let's start by creating a contacts table (in this case, a directory of listing agents for various properties on the market) and linking it to the rest of our tables. Linked contacts tables are crucial to any CRM—they help us store, organize, and access information throughout different tables of our base. You can even save yourself some time and import an existing spreadsheet directly as a new table.

Customizing the field types in your new contacts table allows for the best representation of the information in a given field—it will also make it easier to link information to corresponding tables as the base evolves.

Create an interactions table

Our contacts table is the perfect place to store information, but we can also put that information to work for us and generate new insights. Creating a table of interactions is a great way to record information about specific points in time, like keeping track of our agents' upcoming open house showings at their respective properties. First, we will create a new table, then connect our contacts table to an interactions table.

This is our shiny new interactions table. We created a new table and connected the contacts and properties tables to it using linked record fields.

After creating your new table, you can populate it with important information—like listing agents' names, the properties they are responsible for, upcoming open house dates, and more. Grouping the fields by type allows you to visually separate the information; then, you can use the formulas function in conjunction with the handy formula field reference guide to combine the property address, listing agent's name, and open house date into one field, making a wealth of information available at a glance.

Gain additional insights

Even with beautifully organized tables, it's easy to get information overload when keeping track of multiple properties, their individual features, the agents responsible for them, and more. Fortunately, we can use views with hidden fields and filters to curate the information we see. Let's create a new view that highlights specific features of available properties, so we can show a client only the homes that fit their wishlist—two-bedroom properties on 1.5 acres or more.

Our existing Properties table has a wealth of information, but we needed to whittle it down for the task at hand. To do so, we created a new view titled "Features" and hid extraneous fields to trim the fat, showing only details about the property itself. Next, we used a filter to narrow down the results that fit our client's parameters. We can use either function to broaden, or narrow, the visible information to whichever degree we wish.

We've helped our client find the perfect home, but the work isn't done—there is still paperwork galore as we see the sale through to close, and that deal checklist means deadlines and due dates. Zapier, a service that allows users to connect the apps they use, can create even deeper integrations within our base, automating processes so details don't get lost in the shuffle.

We can use Zapier to create a Google Calendar event any time we add a due date in our transaction management system. This Zap is fully customizable, so only the information we deem pertinent is listed in the calendar event. It's as detailed or simple as we want it to be—and most importantly, it's one less pain point to worry about.

Dynamic professions demand dynamic solutions—don't fall victim to static, rigid software that forces you to change the way you work. Airtable's powerful, flexible features mean a resource that keeps up with the needs of your real estate management workflow—not the other way around.

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