Keystone Properties

Executive Summary

Keystone Properties, a fast-growing estate agency, was facing a critical bottleneck: the manual, time-consuming process of scheduling property viewings. This administrative burden was limiting the number of viewings their agents could handle, leading to lost opportunities and delays in a competitive market. By implementing Wildix x-bees and leveraging its advanced AI, integration, and automation capabilities, Keystone Properties completely transformed its booking process. The agency now automates nearly all viewing appointments, freeing up agents to focus on closing deals and resulting in a significant uplift in both efficiency and sales revenue.

The Client

Keystone Properties is a successful, high-energy estate agency known for its prime listings and proactive sales team. In a market where speed and responsiveness are paramount, they built their reputation on getting clients into properties quickly. However, their success created a new problem: their team was overwhelmed by the sheer volume of viewing requests coming in through their website, property portals, emails, and phone calls.

The Challenge

The agency's manual booking system was straining under the pressure, creating several key challenges:

• The Booking Bottleneck: Agents were spending several hours every day in back-and-forth phone calls and emails, trying to coordinate a time that worked for both the potential buyer and the property seller.
• Lost After-Hours Leads: A significant number of viewing requests were made online outside of standard office hours. These leads would sit unattended overnight or through the weekend, and by the time an agent could respond, the potential buyer had often already booked a viewing with a competitor.
• Human Error and Inefficiency: The manual process was prone to errors like double-bookings, sending incorrect property details, or forgetting to notify the seller. This created a poor experience for clients and damaged the agency's reputation.
• Disconnected Systems: Viewing appointments were logged in agents' individual calendars, but this information didn't automatically sync with the central CRM. This made it impossible for management to track viewing activity or for other team members to assist a client if their primary agent was unavailable.

The Solution: AI-Powered Integration and Automation

Keystone Properties deployed Wildix x-bees to serve as the intelligent hub for all their communications. The primary focus was on using its AI capabilities to completely automate the viewing and booking process.

• AI-Powered Booking Assistant: The agency implemented an AI-powered assistant through Wildix x-bees that monitored all incoming channels. When a request like, "I'd like to view 123 Oak Street," was received via website chat, email, or a property portal, the AI instantly initiated the booking process.
• Deep Calendar Integration: The AI assistant was integrated directly with the agents' and the property's viewing calendars (e.g., Google Calendar, Outlook 365). It instantly knew the available viewing slots for each specific property, accounting for agent schedules and seller-approved times.
• Automated Scheduling and Confirmation: The AI would present the available, pre-approved time slots to the potential buyer. Once the buyer selected a time, the system performed a series of automated actions in seconds:
  1. Booked the Appointment: Instantly reserved the slot in the designated agent's calendar.
  2. Sent Confirmations: Automatically sent a confirmation email and SMS to the buyer, complete with the property address, agent details, and a calendar invite.
  3. Notified the Seller: Sent an automated notification to the property owner informing them of the scheduled viewing.
• Seamless CRM Integration: Crucially, the entire interaction—from the initial request to the final booking confirmation—was automatically logged in the agency's CRM. This created a perfect, real-time record of all activity against the client and property files without a single manual keystroke.
• Intelligent Escalation: For complex queries that the AI could not handle, the conversation was seamlessly transferred to a live agent with the full chat history, allowing them to pick up the conversation without missing a beat.

The Results

The impact of automating the booking process with Wildix x-bees was immediate and transformative:

• 90% of Viewings Booked Automatically: The AI assistant successfully handled the vast majority of initial viewing requests from start to finish without human intervention.
• 40% Increase in Total Viewings: By eliminating the administrative bottleneck, the agency was able to schedule significantly more viewings, leading to more offers and faster sales.
• 24/7 Lead Capture and Conversion: No lead was ever missed. The system captured and converted interest into booked appointments around the clock.
• 8 Hours Saved Per Agent, Per Week: Agents were freed from low-value administrative tasks, allowing them to reinvest their time into building client relationships and negotiating sales.
• Near-Zero Booking Errors: Automation eliminates the risk of double-bookings and other human errors, ensuring a smooth and professional experience for all parties.

Conclusion

By embracing the integration and AI-powered automation of Wildix x-bees, Keystone Properties didn't just fix a bottleneck; they created a powerful engine for growth. They turned a time-consuming administrative task into a competitive advantage, enabling them to provide instant, efficient service that today's clients demand. This case study demonstrates that for modern estate agents, the future of sales lies in automating processes to free up people to do what they do best: sell property.

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