Every busy agent or broker knows the feeling: your day disappears into repetitive tasks that don’t directly win new business. You send updates, confirm inspection times, follow up enquiries, nudge for feedback, and try to keep every buyer and seller engaged. It’s essential work, but it eats hours.
MantisProperty’s Automated Workflows change that. Instead of spending your time on manual follow ups, you set the rules once and let the CRM handle the repetitive steps for you. It keeps your pipeline warm, your clients informed, and your brand consistent, while you focus on high-value conversations and negotiations.
What are Automated Workflows?
Automated Workflows in MantisProperty are smart sequences of actions that run when specific triggers occur. For example, when a listing goes live, when a new enquiry arrives, or when a contract settles. Each workflow can send emails or SMS messages, set reminders, wait for a set time, branch on conditions, and capture responses. You can start with our pre-built templates, install them with one click, then customise the wording, timing, and conditions to suit your process and tone of voice.
The result: consistent, on-time communications that build trust and momentum without you lifting a finger.
Why agents and brokers love automations
- Leverage your time – Replace dozens of routine follow ups each week with reliable automated steps.
- Never miss a touchpoint – Messages go out exactly when they matter most, even after hours.
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Improve client experience – Clear, timely communications keep buyers and sellers confident and engaged.
- Close more, faster – More feedback, more offers, and better-qualified conversations for you and your team.
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Stay on brand – Templates mean your voice is consistent across the whole business.
Ready-to-use workflows you can install in one click
Below are the pre-built workflows available in MantisProperty. Install any of them instantly, then customise the message copy, delays, and rules however you like.
- Notify the vendor that their listing is online
When a listing is set to active, the workflow waits one hour (giving portals time to publish), then emails the vendor to confirm their property is live, including a shareable link for their social media. - New incoming enquiry
New enquiries are automatically assigned to the listing, the listing agent, and enrolled for property alerts by MantisProperty. This workflow thanks the enquirer via email and includes key details about the property. You can tailor Property Alerts layout and settings in Preferences. - Send confidentiality agreement request
For business sales or sensitive listings, send a contact an email with a secure link to complete a confidentiality agreement online, right away and without manual effort. - Inspection attendee check in
When someone checks in at an open home or private inspection, they receive an SMS thanking them and sharing key property info. After a 30 minute delay, the workflow sends a second touchpoint via SMS and email asking for feedback and linking to your “Make an Offer” page. If they reply to the SMS, their response is stored on the contact record and emailed to the listing agent. -
Price change notification
Instantly update all contacts who have inspected or enquired about the listing. They receive an email and SMS confirming the old price and the new price, plus links to the property and to make an offer. -
Let buyers know an offer has been received
Generate competitive interest by notifying everyone who has inspected or enquired that an offer has been placed and inviting them to submit their own offer. The notification excludes the contact who submitted the triggering offer. -
Notify interested buyers about a new open home time
Automatically email contacts who previously inspected or enquired whenever a new open home is scheduled, keeping the property top of mind. - Notify interested buyers a listing is under contract
When a listing moves under contract, send an email and SMS to all relevant contacts who inspected or enquired letting them know the property has gone under contract and encouraging them to stay in touch regarding other properties you may have. The workflow intelligently excludes any contact with an accepted offer. - Purchaser anniversary
One year after settlement, the purchaser receives a friendly congratulatory email. It is a powerful touchpoint to nurture long-term relationships and generate referral or resale opportunities. - Ask for a testimonial
Three days after settlement, the vendor receives a short, well-timed email request for a testimonial, helping you capture social proof while the great result is fresh. - Happy birthday
Send a warm birthday email that feels personal and thoughtful. Small gestures build big loyalty.
How this looks in the real world
Picture last Saturday’s open home. By Monday morning you usually send thanks, collect feedback, and chase offers. With MantisProperty, those steps already happened. Attendees received a thank-you SMS, then a timed follow up asking for feedback and linking to make an offer. Their replies are stored against the contact and the listing and automatically showing in the vendor report. If the price shifts midweek, everyone who engaged with the listing hears about it right away. If an offer lands, interested buyers get an immediate nudge. You stay in control while the CRM quietly handles the cadence.
Click, customise, and go
You can install any of these workflows in a click, then tailor:
- Message content – match your brand, tone, and compliance needs.
- Timing – set delays to align with portal updates, office hours, or campaign cycles.
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Audience rules – include or exclude groups (e.g., exclude the accepted purchaser, target inspection attendees only, etc.).
- Channels – choose email, SMS, or both, depending on urgency and engagement goals.
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Conditions - You can tell the workflow to do different things depending on how the contact engaged with the message. For example, if they click a certain link, it can then send them a series of specific emails.
Because these automations live in your CRM, they stay in sync with your listings, contacts, inspections, and offers. No copy-paste. No juggling multiple tools. Just one source of truth and reliable follow through.
Level up your pipeline without adding hours
High-performing agencies and brokerage teams win on consistency. Automated Workflows make that consistency effortless. They maintain momentum, create competitive tension, and give your vendors and buyers a premium experience, while freeing your team to focus on negotiating, prospecting, and closing.
Ready to put your follow ups on autopilot?
Install the pre-built workflows above, customise them to your brand, and let MantisProperty do the heavy lifting in the background. If you’d like help tailoring the copy or building a campaign sequence for a specific seller or buyer journey, we can set that up for you in minutes.