Scale Selling CRM: Real Estate Agent Account Quick Wins Setup Guide
Your Scale Selling Real Estate Edition Includes:
Site Templates
Sales Funnel Templates
Offer Forms
Email Campaign Templates
Custom Automations
Sales Pipeline Templates
Promotion Templates
Voice AI Prompts
Automated Review Gathering, Star Gate & Replies
And much more!
Looking For Help With Your Account?
If you need assistance at any point, please click the “Support” tab on the left side menu of your account to book a technical call with our Support Team, or simply email your account manager for personalized assistance.
Real Estate Agent Account Setup Guide
Our custom account for real estate agents comes with proprietary automations, workflows, and assets honed over the years. It equips you with a comprehensive toolkit to capture, nurture, and close leads—including forms, reputation management, calendars, documents/contracts, SMS, workflows, email campaigns, lead tracking, social planner and way more.
Note: While this system comes pre-loaded with proven assets, it is 100% customizable. Your account manager is available to help you tailor the CRM specifically to your business needs and goals and adapt it as you grow.
🛠️ General Account Setup
This section will walk you through general setup items that should be configured as “Quick Wins” before you get started on more advanced functionality and features.
Configure General Settings Tab
Updating the business information in the General Settings Tab is advisable because the information provided there will seamlessly integrate with other parts of the account.
Switch into your client account.
Go to Settings > Business Profile.
Add your Business Logo.
Add any missing information in the fields.
Be sure to click the Update Information button on each section where information is added or changed.
Activate All New Features
"Labs" gives you the opportunity to test any new features or updates that are currently in Beta before they officially become live. Enable all the features in labs to experience the latest version of the Scale Selling platform.
Go to Settings > Labs.
Enable all the new listed features.
Create User Profiles For Staff Members
Your account includes Services Calendars, so you’ll want to create User profiles for the staff members who provide those services.
Go to Settings > My Staff.
Click the Add Employee button.
Enter User Info.
Select the Calendar you want this user assigned to.
Click the Save button.
Note: Each user will need to login to their account to integrate their personal Google calendar(s).
Setup Phone Number
Purchase a new phone number in order to send and receive phone calls and text messages within the system.
Go to Settings > Phone Numbers.
Click the Add Number button and select Add Phone Number.
Click the Filter button, enter your Area Code, and click Apply.
Select a number and click Proceed to Buy.
Click on the Pencil icon next to the Phone Number to configure it.
Enter your main business number in the Forward Calls to field.
Check the Call Recording checkbox to enable it.
Enter a call recording notification message (e.g., "This call is recorded for quality assurance").
Click Save.
Complete A2P Verification
A2P registration is a mandatory process that ensures all businesses comply with US regulations regarding phone calls and text messaging.
Go to Settings > Phone Numbers > Trust Center tab.
Click the Start Registering Now button.
Follow the steps to complete the registration submission.
If you have questions about this process, please contact your account manager.
Setup Dedicated Email Domain
We highly recommend a dedicated sending domain for better control, mitigating potential filtering of your messages, and optimizing marketing strategies.
Go to Settings > Email Services.
Click the Create Dedicated Domain button.
Enter your desired sending sub-domain (e.g.,
mail.yourdomain.com).Click Add & Verify.
Follow the prompts to update your DNS records with your domain registrar.
Click Verify Domain to confirm.
Setup Branded Domain
Setting up Branded Domains will replace the default API link with one that matches your company brand (e.g., crm.yourrealtygroup.com).
Go to Settings > Business Profile.
In the General Information sections, add the domain in the Branded Domain field.
Add a CNAME record in your DNS pointing to the value provided in the settings.
Wait at least 60 seconds and then click Update Information.
Setup Message Templates (Snippets)
Snippets enhance client interactions with pre-designed messages. Simplify responses to frequently asked questions and streamline communication.
Go to Marketing > Templates (Snippets).
Click the Add Template (Snippet) button.
Select Text or Email.
Name the template and compose your message (use Custom Values to personalize).
Click Save.
Connect Social Planner Networks
The Social Planner allows you to post content to multiple platforms simultaneously.
Go to Marketing > Social Planner.
Follow the steps outlined on the page to connect your accounts.
Note: You must have admin access to the social accounts to authorize them.
Connect Facebook & Instagram
Integrate your pages to activate Messaging and Reviews.
Login to your business’s Facebook page.
In Scale Selling CRM, go to Settings > Integrations.
Click Connect for the Social option.
Select the Facebook page you want to connect.
Click Connect Facebook & Instagram.
Connect Google Business Profile
Connecting your Google Business Profile allows for Google Review management and Business Messaging.
Go to Settings > Integrations.
Click Sign in with Google.
Select the business you want to link.
Check the Enable GBP call tracking box.
Click Connect.
Setup Review Requests
Automate your reputation management by configuring review requests.
Go to Settings > Reputation Management.
Toggle on SMS Review Requests and Email Review Requests.
Customize your request messages.
Under Review Link, select a connected platform (e.g., Google).
Click Save.
Connect Stripe
To utilize payment features, we suggest integrating Stripe.
Go to Settings > Integrations.
Locate Stripe and click Connect.
Follow the login prompts.
For assistance with payment integrations, please contact support.
Create Products, Proposals, and Invoices
If you sell services or require signed agreements, you can configure them under the Payments tab.
Products: Go to Payments > Products to create items.
Proposals: Go to Payments > Documents & Contracts to build templates.
Invoices: Go to Payments > Invoices to set up recurring or one-time templates.
Setup Custom Values
Custom values are shortcuts to information referenced throughout the CRM. Our proprietary real estate setup comes with pre-loaded values common for real estate brokerages/agents accross our network, that you should update to match your specific business details.
Go to Settings > Custom Values.
Review the list of values included with your account.
Click the Edit (pencil/three dots) icon to update the Value field with your specific information (e.g., your specific calendar link or offer name).
Click Update.
💨 Quick Wins
In this section, you'll learn how to set up a series of Quick Wins that will generate leads, conversations, and activity right away!
Download Mobile App
Take your business on the go! Manage Contacts, Conversations, Appointments, Reviews, and more.
Download the mobile app (search for the app name provided in your welcome email on the App Store or Google Play or Alternatively go to the “Mobile App” tab on the left side menu of your CRM account for direct download links.)
Login with your Scale Selling CRM credentials.
Enable Missed Call Text Back
Capture leads who would have gone on to call a competitor by automatically texting back missed calls.
Go to Settings > Business Profile.
Scroll to the Missed Call Text Back section.
Check the box to enable it.
Customize the message (e.g., "Sorry we missed you! How can we help?").
Click Save.
Configure Web Chat Widget
Integrate a chat widget or WhatsApp business widget on your website to convert visitors into leads.
Go to Sites > Chat Widget.
Customize the Chat Bubble, Widget Window, and Acknowledgement Settings.
Pro Tip: Use "SMS or Email Chat" mode so visitors initiate a text conversation that you can continue on your mobile phone.
Click Save.
Test Your Tools
Before going live, use the Conversations tab (on desktop or mobile) to test:
Snippet Replies: Ensure your templates look correct.
Video Replies: Try sending a personalized video message.
Text-2-Pay: Generate a payment link to see how the invoicing process works.
📈 Level Up
Now it's time to expand into advanced tools designed to scale your capacity. Your account comes with a pre-built sales funnel, proprietary automations, and appointment booking assets.
Review Offer Form
Your account includes a pre-built form for capturing new leads.
Go to Sites > Forms > Form Builder.
Select the Marketing Form - Claim Offer.
Edit fields as desired and click Save.
Calendar Configuration
Your account features versatile calendars for estimates, consultations, and services.
Go to Calendars > Calendar Settings.
Click the three-dots icon > Edit to customize availability and details.
Need help syncing with Outlook or iCal? Ask your account manager.
Configure Funnel
Your account includes a high-converting real estate sales funnel.
Go to Sites > Funnels.
Select the Real Estate Agent Offer funnel.
Click Edit on the pages to customize text, branding, and images.
Update SEO Meta Data in the top menu.
Click Save and Publish.
Configure Website
If you are using the included Website Template:
Go to Sites > Websites.
Edit the pages to update Services, FAQs, and Links.
Ensure the Chat Widget is enabled in the Website Settings.
Add your domain in Settings > Domains and connect it to your website.
NOTE: We would recommend Wordpress / a custom coded website with Open IDX setup from your Scale Selling marketing team for the best performance and results, but, the included website template is a good place to start for those on a tight budget and those not yet working with our marketing professionals because it is free.
Review and Activate Workflows
All automations are handled in the Workflows section. Your account comes with proprietary workflows that need to be published.
1. New Lead Nurture (Fast 5)
Go to Automation > Workflows.
Open the New Lead Nurture workflow.
Review the Email and SMS steps.
Important: Upload your own audio file for the Voicemail Drop action.
Toggle from "Draft" to Publish and click Save.
2. Long Term Nurture
Open the Long Term Nurture workflow.
Review content and toggle to Publish.
Review Email Templates
The email templates provided are designed around specific real estate services.
Go to Marketing > Emails > Templates.
Open the templates to customize the branding and voice.
Update the Email Subject lines if necessary.
Click Save.
Launch Ads
Your account includes templates for digital ads. Review the ad mockups included in your assets folder (or contact your account manager for the ad files) to initiate your advertising efforts.
🗣️ Voice AI Prompts
These Voice AI Prompts help you build natural, effective conversations for your AI agent, so it can handle common customer inquiries, qualify leads, and guide callers toward the next step—all without constant oversight.
To Activate:
Go to Settings > Voice AI Agents.
Click + Create Agent.
In Agent Details, add your Agency Name and designated AI Name.
Go to Agent Goals > Advanced Mode to paste the proprietary prompts included with your account.
Assign the phone number.
Need customization help? Remember, your Scale Selling CRM account is 100% customizable. If you want to change workflows, setup new features tailored to you, or adjust the AI agents, contact your account manager today for expert assistance.
