WhatsApp for real estate: enquiries, site visits and project groups
How a property team runs WhatsApp: a number per project, an owner on every enquiry, site visits as tasks, stages to booking and a buyers' notice group.
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- By WavesFlo team
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- Published
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- 3 min read
Property sales run on WhatsApp: a buyer sees a listing, writes, asks for the brochure and the price, and wants a visit. The problems are familiar. Enquiries arrive from several sources at once, two agents call the same buyer, the site visit is forgotten, and the history leaves with the agent. A shared inbox gives every enquiry one owner, turns the visit into a task, and keeps the thread when someone is away.
How should it be set up?
| Layer | How it is set up | Why |
|---|---|---|
| Numbers | One per project or city, each linked from its own phone | A buyer who wrote to the Baner project number hears back from it |
| Teams | A sales team per project, with a queue that takes turns | No enquiry waits for someone to notice it |
| Pipeline | Enquiry, Shortlisted, Site visit booked, Visited, Negotiating, Booked, Lost | Each stage has a next action |
| Tasks | A site visit is a task with a date on the opportunity | Overdue visits show on the owner's list |
| Source label | Portal, website, hoarding QR, referral | Reports can show which source books |
| Roles | Agents see their buyers; managers see all; a Viewer reads | Buyers stay with their agent |
What does an agent's day look like?
- Open Assigned to you, and answer the oldest first.
- Send the brochure, the floor plan and the location pin in the chat; replies can carry photos, documents, video, voice notes, a location or a contact card.
- Book the visit as a task, and move the stage.
- After the visit, add a note on what the buyer liked and what blocked them.
- Close a lost deal with a reason, so the report shows why.
How do you handle booked buyers?
Once a buyer books, move them out of the sales queue. Create an announcement-only group per project for updates on construction, dates and possession notices, with Send new messages off in Group permissions, and keep amounts, identity documents and bank details out of it. Anything about one buyer goes in a one-to-one chat. A group member's number is visible to the other members, which is a reason to keep a project group for notices only.
What does the first month look like?
- Week 1: list projects, the numbers they use and the agents on each.
- Week 2: link the numbers, set roles and number access, and write the stages.
- Week 3: switch on turns for the busiest project and read the assignment log.
- Week 4: read the funnel and the loss reasons, and change one thing.
What are the usual mistakes?
- One number for every project, so a buyer cannot tell who to write to.
- No site-visit task, so visits depend on memory.
- Prices quoted in chat that later change; a quote in writing is a record.
- Payment details sent in a group.
With a number per project, WavesFlo puts each buyer's chat under its project, gives it one agent, and keeps the site visit as a dated task on the opportunity. How sales teams run property enquiries in WavesFlo follows the flow from first message to booking.
Questions
Can a real estate team use one WhatsApp inbox for many projects?
Yes. Link a number per project and every chat lands in one inbox marked with its number, with an owner on each.
Can site visits be tracked?
Yes, as tasks with dates on the opportunity, shown on the owner's list when overdue.
Does WavesFlo connect to property portals?
WavesFlo does not publish a portal connector. Label the source on each chat and use the reports to see which source books.
Does it hold payments or documents?
No. Keep payments in your billing system and identity documents out of chats and groups.