Company Background
A high-performing real estate team in Southern California supports clients across a multi-city coastal market. With hundreds of closed transactions and strong total sales volume, the team is known for a hands-on, high-touch client experience—from listings and showings to communication and closing—supported by accurate systems and timely updates.
The Challenge
As the business expanded, their existing processes could no longer keep up with the volume of listings, communication, and client activity. Much of the work depended on manual steps, which created bottlenecks and left too much room for human error.
- Manual scheduling: Scheduling open houses and private viewings across several agents was done manually.
- Time-consuming timelines: Pre-listing timelines and escrow timelines were created from scratch for each property, and clients were updated one message at a time.
- Repetitive communication tasks: Communications (emails, SMS, status updates) required repeated manual entry.
- Manual document setup: Google Drives for new properties had to be created and organized by hand.
- No centralized database: There was no centralized client database to house information in one place.
- Limited client visibility: Clients didn’t have a simple way to view all their properties, documents, and updates—everything happened through email, calls, or text.
- Inefficient feedback tracking: Agents sent individual email updates after every open house or private showing, making it difficult to track feedback efficiently.
Together, these gaps limited the team’s capacity, slowed down transactions, and made it difficult to deliver a consistent client experience as they continued to grow.
The Solution
The Simpleday team used monday.com work management and monday CRM to build a system that reduces manual work, automates repetitive tasks, and improves the experience for both clients and agents.
- Automated timelines: The system now generates pre-listing and escrow timelines the moment a deal is marked as won, eliminating hours of repetitive setup.
- Automated property folders: Google Drive folders for new properties are created automatically and shared with clients, giving them quick access to all related files.
- Client portal: A custom Softr portal gives clients one place to view their properties, key dates, tasks, open house schedules, private showings, and any details they want to update.
- Feedback intake & alerts: A dedicated intake form lets agents submit open house and showing feedback quickly, while auto-SMS notifications notify clients the moment new feedback is posted.
- Dashboards for visibility: Dashboards and board views highlight key data, helping the team spot trends, action items, and upcoming deadlines at a glance.
The Impact
The transformation has been significant:
- A large portion of manual work has been fully automated.
- Hundreds of hours of repetitive tasks have been eliminated.
- The team now has more time to focus on serving clients and scaling their business.
- Dave and the leadership team have clearer visibility into operations and performance, allowing for better decision-making backed by real data.
Overall, this real estate team now operates with greater efficiency, consistency, and confidence—freeing them to focus on what they do best: delivering an exceptional real estate experience.
