First-week checklist
Your first 7 days after go-live: forwarding check, test call, call logs, team, calendar, listing update routine and pipeline review.
5 min read
Our team does the setup, but the assistant becomes part of your office through a few small checks you make in the first week. This checklist breaks your first week into tasks of 20–60 minutes a day. By the end of the week you'll know that calls are reaching the right place, the assistant is speaking to your clients properly and your team is using the panel.
Before you start
- This checklist should be followed by the office owner or principal (the user with the Admin role).
- Have access to your office line and at least one mobile phone; you'll need them for test calls.
- Know where your current listings are kept (a spreadsheet, PDF or listing links).
- Keep your consultant's contact details to hand; you'll be sending them a few notes this week.
The weekly plan
- Day 1: Log in, profile and forwarding check.
- Day 2: Try the assistant with test calls.
- Day 3: Read the call logs and summaries.
- Day 4: Team users and roles.
- Day 5: Calendar connection and availability.
- Day 6: Listing update routine.
- Day 7: Review the pipeline with your team.
Day 1 — Login and forwarding check
- Log in and complete your profile: First login and a first look.
- Find out which forwarding option was chosen during setup: all calls, missed calls only or out of hours only. Your consultant will confirm this.
- Check that forwarding actually works. For example, if "missed calls only" was chosen, call the office line, let it ring out and hear the assistant pick up.
More detail: Phone numbers and forwarding.
Heads up
If you change the forwarding settings with your phone provider or office switchboard yourself, calls may stop reaching the assistant. Message your consultant before making any change.
Day 2 — Try the assistant with a test call
Put yourself in a client's shoes and call the office from your own mobile. Pick a realistic scenario, e.g. "I'm looking for a 2-bed to let in Beylikdüzü."
- Did the assistant answer on the first ring and introduce the office correctly?
- Did it ask qualifying questions such as budget, area and number of rooms?
- Did it describe the right listing and send the link on WhatsApp?
- Was the viewing booked in the right agent's calendar in Calendars?
- Were a contact record in Contacts, an opportunity in Opportunities and a summary in Conversations created?
On a second test call, say "I'd like to speak to an agent right now" and check that the live transfer reaches you. On another, ask about price: instead of quoting a figure, the assistant should offer a valuation appointment.
Tip
Collect any phrasing you didn't like, missing questions and listings described incorrectly in a single note and send it to your consultant. More detail: Testing and tuning.
Don't forget to delete your test records: search for the contact by your own phone number and delete them one by one; never bulk-delete using broad filters.
Day 3 — Read the call logs
Once real calls start coming in, make your first job reading the summary and transcript of a few of them.
- Open yesterday's calls in Conversations: is the summary accurate, are the tags right?
- Note questions callers ask often that the assistant couldn't answer (e.g. service charges, parking, mortgage eligibility).
- For calls that were transferred but the agent couldn't pick up, check the call-back tasks the assistant left.
More detail: Call logs and summaries.
Day 4 — Team users
- Open Settings → My Staff.
- If a team member wasn't added during setup, add them with the Add Employee button at the top right. Everyone should have their own user.
- Check roles: the principal and office owner as Admin, agents and the office assistant as User. If you want agents to see only their own clients, set their permissions accordingly.
More detail: Team members, Roles and permissions, Team roles setup.
Important
The agents the assistant transfers calls to and the calendars it books into are defined during setup. If you add a new agent and want them included in transfers and bookings, message your consultant.
Day 5 — Calendar connection
The assistant suggests appointment times based on free slots in the calendar. If an agent's personal calendar isn't connected to the panel, the assistant could book a viewing at a time they're already busy.
- Each agent should connect their own Google or Outlook calendar: Connect Google / Outlook.
- Check working hours and days off: Availability.
- Check that the viewing, valuation and office-meeting calendars are linked to the right people: Viewings and valuations.
Day 6 — Listing update routine
The assistant works from the list of listings loaded during setup. If it's still describing a flat that's been sold, the problem isn't the assistant; it's an out-of-date list.
- Decide who in the office is responsible for listing changes (e.g. office assistant Deniz Acar).
- Pick one day a week to send your consultant new listings, sold or let properties and price changes.
- Remember that listings on property portals aren't passed to the assistant automatically; you need to tell your consultant about updates.
More detail: Listing knowledge, Portfolio preparation.
Day 7 — Review the pipeline with your team
At the end of the week, open the Opportunities board together in a 30-minute team meeting.
- Choose a pipeline at the top (e.g. buyers, vendors, lettings).
- Look at the cards from the assistant in the New enquiry column: has each one been assigned to an agent, and has someone got back to them?
- Discuss cards that haven't changed stage for a while; if a viewing has happened, move the card on, and if the client has dropped out, close it as lost.
More detail: Opportunities overview, Buyer pipeline.
At the end of the week
By the end of the first week, calls should be reaching the right place, the assistant should be speaking well and your team should be using the panel. For week two, read Speed to lead and Missed call recovery.
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