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Realtor AI Receptionist Setup Checklist
For agents and teams turning on an AI receptionist for buyer and seller calls.
Everything here is a decision you make once. Complete the list before go-live and the receptionist will answer, qualify and book without needing you on the call.
Call routing
- List every number that should be answered (main line, yard signs, portal calls, ad numbers)
- Decide business-hours vs after-hours behavior
- Set the escalation phrase for urgent or existing-client calls
- Confirm whether Spanish handling is required
- Choose what happens when a caller asks for you by name
Buyer intake fields
- Budget or pre-approval status
- Financing type
- Purchase timeline
- Target neighborhoods and school preferences
- Whether they are already working with an agent
Seller intake fields
- Property address
- Reason for selling and motivation
- Target timeline
- Whether the property is currently listed
- Interest in a listing consultation
CRM and calendar
- Choose the CRM the record should be written to
- Map buyer and seller tags to your pipeline stages
- Connect the calendar the receptionist can book against
- Set travel buffers between showings
- Decide who is notified for each appointment type
Follow-up rules
- Confirmation message wording
- Reminder timing before showings
- Follow-up rule for callers who did not book
- Weekly summary recipient
- Review the first ten transcripts and adjust the script
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