Bring overdue retainer checks back into view.
Post-treatment patients miss routine follow-up.
Est. deploy 4–6 weeksSee the walkthrough
Customer Retention · Real Estate
Keep past-client follow-ups personal.
Anniversary reminders become generic bulk messages.
For: Relationship managers and the team responsible for customer retention in real estate.
01 · The outcome
What good looks like.
The team has an agent-approved relationship follow-up, with source evidence and an explicit approval before any external action. Track past clients responding to check-ins against a baseline; do not assume automation improves it.
A connected workflow that uses relationship notes approved for outreach and contact preferences to draft a check-in based on explicit client interests rather than sensitive inferred data. It produces an agent-approved relationship follow-up.
Where AI helps, and where a person decides.
AI can draft a check-in based on explicit client interests rather than sensitive inferred data. It drafts and organizes; it does not authorize spending, commitments, clinical decisions or customer communication. The relationship manager verifies the source facts and approves the final action.
Relationship manager is accountable. People approve customer-facing, sensitive, financial, and legally binding actions.
- Relationship manager: Capture the source and scope
- Relationship manager: Review the proposed outcome
- Relationship manager: Release only the approved version
- Relationship manager: Check the result and exceptions
A named person approves customer-facing messages, spending, record changes and binding commitments before release. Pre-approved scripts are versioned; exceptions stop for review.
02 · The handoffs
How the work moves.
Every handoff has an owner. Select a step to open or close its detail.
Start when: A consented past-client check-in date arrives. Connect only relationship notes approved for outreach and contact preferences. The relationship manager confirms the request is authorized and in scope.
Ready when: The source reference, permissions and accountable owner are recorded.
Use the authorized records to draft a check-in based on explicit client interests rather than sensitive inferred data. Preserve the original language alongside the draft and label uncertain fields.
Ready when: Each proposed fact links back to a source, and missing information is visible.
Check an agent-approved relationship follow-up against the original records and current policy. Correct errors and escalate exceptions to the qualified specialist; do not auto-approve.
Ready when: Relationship manager has recorded approval or a reason to hold the item.
After explicit approval, save an agent-approved relationship follow-up in the system of record. Send only approved messages to verified recipients. Record the version and prevent duplicate delivery.
Ready when: The approved record is saved; any delivery is confirmed or placed in the retry queue.
Review past clients responding to check-ins each week, sample completed records for quality, and resolve held items. Change the rules only after reviewing actual errors and staff feedback.
Ready when: Exceptions have owners, the metric has a baseline, and corrective actions are assigned.
Sample record.
$ david run --workflow=real-estate-past-client-checkin
ILLUSTRATIVE RECORD / NOT LIVE CUSTOMER DATA
- Example
- Illustrative only — not a real client record
- Reference
- REAL-ESTATE-PAST-CLIENT--DEMO-001
- Trigger
- A consented past-client check-in date arrives.
- Owner
- Relationship manager
- Prepared output
- an agent-approved relationship follow-up
- Review status
- Awaiting human approval — no external action taken
- Missing information
- Owner to verify source completeness
- Measure
- Past clients responding to check-ins
Start with your tools.
Connect HubSpot, Google Calendar, DocuSign through approved APIs or controlled exports. Map record identifiers first; test permissions and field updates in a sandbox. Vendor names describe possible connections, not a guarantee of an available integration or license.
When things go wrong.
- A named person approves customer-facing messages, spending, record changes and binding commitments before release. Pre-approved scripts are versioned; exceptions stop for review.
- Use only authorized sources and role-based access. Keep an audit trail of source records, drafts, approvals and delivery status; deduplicate retries.
- If an integration fails, a source is missing or confidence is low, pause the action and assign the original request to the accountable owner.
Try this week / no DAVID required
A useful first step.
This week, have your relationship manager time five examples of this work. Use redacted copies of relationship notes approved for outreach and contact preferences to make an agent-approved relationship follow-up manually, then list which fields required judgment.
What to measure.
- Past clients responding to check-ins
- Minutes of human handling per completed item
- Drafts needing substantive correction
- Exceptions unresolved beyond the agreed review window
Estimate your time back.
20.8
$11,232
03 · More workflows to consider
Related workflows.
Reactivate overdue hygiene appointments.
Patients drift past their recall window unnoticed.
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