Automated Workflows Real Estate CRM

Automated Workflows

Automate processes so you can spend more time building relationships

MantisProperty's automated workflow system works like a digital personal assistant that can be easily configured to perform tasks that run when certain conditions are met.

Put simply, a series of actions can be configured to run after a certain trigger occurs.

Automated workflows can be created and configured to run for your entire office, and can also be created by or for specific agents.

Automated workflows can be set to be disabled after running once, be deleted after running once, or to run continuously.

Automated workflows allow you to automate common tasks to allow your agency to run more efficiently and free up more time for you to do the things you love such as building relationships and closing deals.

MantisProperty also comes with a bunch of highly useful workflows that have been carefully designed to help agencies work more efficiently. These templates can be installed at the click of a button and then customised however you want.


You can set a workflow to run when one or more of the following events occurs:


  • A new contact is created
  • A contact has a potential appraisal recorded
  • A contact requests a new appraisal
  • A contact is added to a specific group
  • A contact attends an open home
  • A contact makes an enquiry on a listing
  • A contact applies for a commercial lease
  • A contact applies for a residential lease
  • A contact is approved for a tenancy/lease
  • A contact missed out on a tenancy/lease that they applied for
  • A contact becomes a hot buyer
  • A contact becomes a warm buyer
  • A contact becomes a hot tenant
  • A contact becomes a warm tenant
  • A contact becomes a hot vendor
  • A contact becomes a warm vendor
  • A contact becomes a cold contact
  • The contact's birthday
  • 1 year after a contact purchased a property or business


  • An appraisal is created
  • A proposal is sent
  • A proposal is accepted
  • A proposal is rejected


  • A new listing goes live
  • A price is changed
  • A listing is under contract
  • A listing is marked as sold or leased
  • A listing is archived/withdrawn

Inspections / Open Homes

  • A new inspection / open home time is created
  • The day before an inspection / open home is scheduled
  • The morning of an inspection / open home
  • An inspection / open home time has been deleted
  • After an inspection / open home has completed


  • A tenancy application has been received
  • A tenancy has been approved
  • A maintenance request has been lodged
  • A routine inspection has been scheduled
  • A routine inspection has been completed
  • A tenancy lease is about to expire
  • A smoke alarm compliance is about to expire
  • A pool compliance is about to expire
  • Rent is overdue


  • A new offer has been recorded in CRM
  • An offer has been submitted by a potential buyer
  • An offer has been sent to the vendor/seller
  • An offer has been accepted by the vendor/seller
  • An offer has been countered by the vendor/seller
  • An offer has been rejected by the vendor/seller


  • A new contract has been created
  • A contract due date becomes overdue
  • A deposit is received
  • Finance has been approved
  • A contract goes unconditional
  • A contract is settled
  • A contract has been cancelled
  • A contract has been deleted

Manual / Time / Website Based Triggers

  • Manually run a workflow (set up the steps then run it whenever you want)
  • Trigger a workflow to run on a specific date and time
  • Trigger a workflow from an event on a website/form (using a tracking pixel)


An endless amount of actions can be set to run on a workflow once the trigger has been activated. Actions can be set to run in a specific order, which can be changed at any time using the drag and drop interface.

  • Wait a specific amount of time e.g. send an email 12 months after a contact has been added or wait a day to send the next email in a series of emails
  • Create a task
  • Send an email
  • Send an SMS
  • Change the status of a contact (eg. change to cold, warm, hot, no answer, converted, etc)
  • Send vendor report e.g. showing all enquiries and open home feedback for a specific listing
  • Jump to a specific step in the workflow when a condition is met (eg. resend an email campaign to people that did not open the original campaign within 7 days)
  • And much more...


Set specific conditions within your workflows to trigger specific actions when specific conditions are met

Conditions that can be detected include:

  • When an email campaign is opened
  • When an email campaign is not opened
  • When someone has clicked on a link in an email campaign
  • When someone has not clicked on a link in an email campaign
  • When a contact status has changed to cold, warm, hot or converted
  • When a contact status has not changed to cold, warm, hot or converted
  • Wait a specific amount of time for the condition to be met (eg. wait 5 days before deciding if the contact has not clicked a link in the email)
  • When a website tracking pixel has been trigger (eg. when a specific form has been filled out or a specific page has been visited on your website)

When conditions are set, you can then create worflows for if the condition is met or not. For example, your workflow could send an email and then you could set a condition to check if the email has been opened and if not, send another follow up email. You could then specify the condition to wait 48 hours to be met so that if someone has not opened the email within 48 hours, it sends them another one. This allows a huge amount of flexibility and customisation of automated workflows to do whatever you want.

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