5 agents, 50-80 buyer inquiries per week, zero team visibility. Buyers were falling through the cracks. Here's what changed.
Byron Bay real estate moves fast. 50-80 buyer inquiries every week across multiple properties. Each agent managing their own contacts in Outlook. No shared visibility.
What was happening:
They looked at REA CRM and Box+Dice. Both wanted $150+ per agent per month. For a boutique agency, that's $1,000+ monthly just for software.
James (the principal) was clear: "I need to know every buyer is being followed up. I need my agents to see each other's conversations. And I can't spend $12K a year on CRM software."
They needed team visibility without breaking the bank. A system that caught buyers before they went cold.
Days 1-3: Connected all 5 agent Outlook accounts. Set up a shared pipeline: Inquiry → Qualified → Viewing → Offer → Contract.
Days 4-7: Imported 2,341 contacts from various Excel files. Trained the team on the shared inbox view so any agent could see any conversation.
Days 8-10: Set up the Action Board to flag buyers who hadn't been contacted in 48 hours. Adjusted notifications so agents weren't overwhelmed during open homes.
Total setup time: 10 days. No consultants. No complex configuration.
Within 6 months:
Compared to the previous 6 months. James attributes this to faster, more consistent follow-up with potential sellers who made initial inquiries.
Qualified buyer relationships established and tracked. The shared visibility meant buyers never felt ignored when their primary agent was unavailable.
The Action Board's automatic detection meant no inquiry went more than 48 hours without response. Down from 5-7 days previously.
Per week across the team. Admin staff no longer compile weekly reports. Agents don't search through emails for conversation history.
Ralivi transformed how we operate. We went from agents working in silos to a coordinated team where nothing falls through the cracks. Our buyers notice the difference—we're more responsive than any other agency in the area.
Complete email history and automatic activity logging provided clear audit trails. The agency passed their recent compliance review with zero follow-up issues flagged.
Coastal Property didn't need an expensive real estate CRM. They needed team visibility and systematic follow-up. Ralivi gave them both for a fraction of the cost.
The shared inbox view turned individual agents into a coordinated team. The Action Board made sure no buyer ever felt ignored.
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