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Workflow 6 of 10 · Realtor Workflow Library

Open House: Planning, Execution & Follow-Up

From T−7 day promotion through day-of hosting to seller report and lead follow-up
What this workflow fixes
Each open house costs 4–6 hours of agent time, but the real loss is post-event: 48% of leads captured never get followed up beyond the first contact.

The workflow today

Read left to right. Each row is one role. AI badges mark where Gugubrand agents replace or assist human work.
ROLES PROCESS FLOW — LEFT TO RIGHT Listing Agent Showing Agent Admin Marketing CRM Lead on Listing Day-of Host Logistics Coordinator System Hot lead Warm / Cold lead Nosy neighbor — Farm/Seller Lead S6.1 · START Schedule open house AI+ S6.2 Create marketing assets S6.3 Order signage & supplies AI+ S6.4 Run geo-targeted ads S6.5 Set up on-site (signs, sign-in) S6.6 Greet & qualify (FORD) AI S6.7 Capture visitor notes S6.8 Tag & route AI S6.9 Auto-fire thank-you SMS S6.10 Call hot leads within 24 hr S6.11 Drop into nurture tracks S6.12 · END Send seller report & next steps
AIAI Replace — agent owns this step
AI+AI Assist — human-in-the-loop
Regulated — requires legal review
Human bottleneck
Repetitive admin
Branch / nurture path

Where Gugubrand AI agents deploy

Four AI interventions across four steps. Tinted rows touch regulated channels.
Step Step label AI capability Automation Difficulty Time saved Compliance
S6.2 Create marketing assets Social copy + image generation Assist low 1–2 hr/open house Fair Housing
S6.4 Run geo-targeted ads Ad copy + audience generation Assist low 1 hr/open house Fair Housing
S6.7 Capture visitor notes Voice-to-CRM Replace med 30 min post-event —
S6.9 Auto-fire thank-you SMS Personalized SMS follow-up (15–30 min after departure) Replace low 1–2 hr TCPA

Executive summary

Where to start, what to wait on, and a realistic rollout order.
Highest-ROI intervention

Voice-to-CRM visitor notes

S6.7

S6.7 — Voice-to-CRM visitor note capture is low-friction, non-regulated, and directly attacks the 48% post-event drop-off by getting structured lead data into the CRM the same day.

Riskiest to automate

Auto-fired thank-you SMS

S6.9

S6.9 — The auto-fired thank-you SMS within 15–30 minutes of visitor departure is an AI-driven outbound text to consumer leads, putting it squarely under TCPA consent and quiet-hours rules.

Implementation order

Three pilots, then a layer

S6.2 → S6.7 → S6.9 → S6.4

Pilot 1: S6.2 social and flyer generation — fastest content win and Fair Housing review is a one-time copy template review. Pilot 2: S6.7 voice-to-CRM — captures the leads that today fall through the cracks, no consumer-facing risk. Pilot 3: S6.9 personalized thank-you SMS only after TCPA consent capture is wired into the digital sign-in (Curb Hero / Spacio), then layer S6.4 geo-targeted ads once Fair Housing copy review is institutionalized.

Compliance note. AI intervention recommendations in this diagram are guidance, not legal advice. Any AI deployment touching lead communication (TCPA), listing copy or ad targeting (Fair Housing), or contract/disclosure/CMA generation (state real estate commission rules) requires review by a US real estate attorney before implementation. Time-savings figures are estimates based on industry sources; benchmark against your team’s actual data before quoting them externally.