Speed to lead
Call ad and form leads back within seconds: outbound campaign, İYS/KVKK checks and follow-up by outcome.
3 min read
Someone who has just filled in a lead form is interested right now. Call them a few hours later and they may not remember the form, or they may already be talking to another agency. Many leads also arrive in the evening and at weekends, while agents are out on viewings. This guide shows how the assistant calls form leads back within seconds, and how that stays within consent rules.
Before you start
- Outbound campaigns must be part of your plan. For plan details, see Plans and billing.
- Your lead forms must be connected to the panel (Meta lead form or web form). See Facebook lead forms.
- Your forms need a KVKK privacy notice and a commercial message / call consent checkbox, and consents should be recorded in İYS.
Heads up
In Turkey, outbound commercial calls require the person's consent in İYS (the national consent register) and a KVKK privacy notice. The assistant does not call anyone without consent. Ask your legal adviser to review the wording on your forms.
The flow
- Consent and hours check. When the form is submitted, the contact lands in the CRM with its source. Before calling, the assistant checks İYS consent, DND settings and the calling hours set during onboarding (e.g. weekdays 09:00–20:00). A lead that arrives outside those hours is called when the window opens; there are no night-time calls.
- The assistant calls. If everything checks out, the outbound call starts within seconds. The assistant introduces itself, mentions the form and asks about budget, area, rooms and timing.
- No consent, a person decides. Contacts without consent aren't called; a task goes to an agent, who follows up in line with your office's consent policy (for example within a WhatsApp chat the person started).
Example call
Elif: Hello Mr Polat, this is Elif, Atlas Emlak's assistant. You've just filled in a form about our Ataşehir project. May I ask a few questions?
Can Polat: Sure. I'm looking for a 2+1 to live in myself.
Elif: Could you tell me your budget and when you'd like to move?
Can Polat: Around 8 million, by the end of the year.
The assistant sends the show flat link on WhatsApp and books an office meeting with Emre Yılmaz for Saturday at 12:00.
- The timeline shows how long it took from form to call; the recording and summary sit in Conversations.
- Written to the CRM:
buyer,hot-lead, opportunity Buyers → Appointment booked.
What happens after each outcome?
| Outcome | Tag | Next step |
|---|---|---|
| Hot, wants an appointment | hot-lead | Appointment booked or live transfer to an agent |
| Wants information, no rush | info-request | Listing links on WhatsApp, then follow-up messages |
| No answer | no-answer | Short message and a set number of retries (agreed at onboarding) |
| "Don't call me" | do-not-call | DND switched on, removed from the campaign |
See Follow-up by call outcome.
Note
If the person hasn't messaged you first on WhatsApp, you need an approved template and Meta's opt-in rules apply. See WhatsApp rules and quality.
Where the assistant fits in
- Speed: it gets back to the form-filler within seconds, inside the hours they've consented to, even when agents are on viewings or the office is closed.
- Prioritising: it books serious buyers in for a viewing and puts researchers on follow-up. Agents start the day with a hot list.
- Source tracking: form and campaign details stay on the contact record, so you can see which ads lead to appointments. See Attribution report.
What to measure
- Time from form to first call
- How many form leads turn into appointments
- Share of leads that couldn't be called for lack of consent: if it's high, review the consent wording on your form
See Weekly numbers for owners.
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