Qualifying callers
Which questions the assistant asks buyers, sellers, tenants and landlords, how it spots a hot lead, and where it records the answers.
3 min read
A call is only worth what you know at the end of it. The assistant works out what the caller wants and asks the questions your agent would ask on a first call: budget, area, rooms, timing. The answers go into custom fields on the contact record, so your agent picks up where the assistant left off.
Four types of caller
The assistant first works out the intent, then asks the questions that fit:
- Buyer: area, property type and rooms, budget range, timing, cash or mortgage.
- Seller: property location, type, size and floor, reason for selling, timing. If asked for a price, it offers a free valuation.
- Tenant: area, rooms, monthly budget, move-in date, how many people, pets. These are the things landlords ask most.
- Landlord: property location, furnished or not, expected rent, when it's available, whether they want management.
The list and order of questions are set during onboarding to fit how your office works. An office that only sells homes won't use tenant questions at all; a developer adds questions like "which block, which unit type".
How it asks
- One question per turn. It never asks "Your budget and area?" in one go.
- Doesn't repeat what it's been told. If someone says "I'm after a 3+1 in Kadıköy, budget 15 million", it only asks about timing.
- Explains why. "So I can find the right property, may I ask your budget range?" It asks for a range, not an exact figure.
- Never pushes. If the caller doesn't want to share their budget, it leaves it and makes a note.
Sample call: a seller
Elif: Which area is the flat you're thinking of selling in?
Mert Özkan: Ataşehir, Atatürk district. 3+1, 140 square metres.
Elif: Thank you. When are you hoping to sell?
Mert Özkan: By early summer. What do you think it's worth?
Elif: The best way to price it properly is for one of our agents to see it. Shall I book a free valuation?
What was written to the CRM: enquiry type Seller, area Ataşehir · Atatürk, flat, 3+1, 140 m², timing early summer, tags seller and hot-lead, opportunity Sellers → Valuation booked.
Hot, warm, cold
Based on what it has collected, the assistant puts the caller into one of three groups. This decides the next step:
| Group | Criteria | What the assistant does |
|---|---|---|
| Hot | Clear budget + clear area + soon (e.g. within 3 months) | Offers an appointment or transfers to an agent |
| Warm | Criteria known, but timing far off / still researching | Says an agent will be in touch, adds to follow-up |
| Cold | Budget or intent unclear, only asking about prices | Gives helpful information, takes contact details |
The criteria vary by office. If "hot" means "within 6 months" for you, ask your consultant.
Where the answers go
- Open the contact in Contacts.
- In the Property enquiry custom field group you'll see what the assistant filled in: enquiry type, area, property type, rooms, budget, timing, financing.
Agents can correct these fields by hand later. Field names and options are set up for your office during onboarding; to add a new field (e.g. "Mortgage-ready?") ask your consultant. For managing custom fields in general, see Custom fields.
Tip
You can build smart lists on these fields: "Kadıköy buyers with a 10–15M ₺ budget" tells you exactly who to call when a new listing comes in.
Common issues
The budget field is empty. The caller may not have wanted to share it; you'll see that in the call summary.
The enquiry type is wrong. With dual-intent calls ("I'm looking for a flat for my mother, and I'll sell my own"), the assistant picks the main intent and notes the other. Fix the record by hand if needed.
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