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Maximize Your CRA with AI Prospecting

Updated yesterday

Let Mel, your AI assistant, automatically engage with clients, gather property preferences, schedule showings, and set appointments—all while you focus on closing deals. AI Prospecting transforms your CRA from a passive database into an active client engagement engine.

Key Benefits

  • Automated Client Engagement: Mel proactively reaches out to clients on your behalf

  • 24/7 Lead Nurturing: Never miss an opportunity with round-the-clock AI assistance

  • Intelligent Conversations: Mel gathers preferences, answers questions, and qualifies leads

  • Automatic Scheduling: Let Mel book showings and appointments directly on your calendar

  • Multi-Channel Outreach: Engage clients via app chat, text, or email automatically

  • Full Visibility: Stay CC'd on all AI conversations and jump in anytime

  • Scalable Prospecting: Set rules once and apply them to multiple clients automatically

  • Time Savings: Focus on high-value activities while Mel handles initial outreach

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What is AI Prospecting?

AI Prospecting enables Mel to automatically engage with your clients to:

  • Gather property search preferences

  • Create and refine search boards

  • Schedule property showings

  • Set appointments

  • Answer questions about properties

  • Nurture leads through the buying or selling process

Configuring AI Prospecting for Individual Clients

Step 1: Access AI Prospecting Settings

From the client profile:

  1. Click the AI Prospecting button

  2. The prospecting configuration panel opens

Step 2: Review Client Information

The client name automatically populates in the settings. Verify this information is correct before proceeding.

Step 3: Set Milestones

Milestones tell Mel what you want her to accomplish when she engages with the client. You can select one, two, or all three milestones.

Milestone 1: Create a Search Board

When to use this:

  • The client is new and doesn't have property preferences documented yet

  • You want Mel to gather search criteria automatically

  • The client needs help defining what they're looking for

What Mel does:

  • Proactively reaches out to gather the information needed to create a search board

  • Asks about location preferences, budget, bedrooms, bathrooms, and other criteria

  • Creates a comprehensive search board based on client responses

If client already has a search board: Mel will reach out with the intention of refining the existing search and gathering additional preferences to better match them with properties.

Milestone 2: Download the Client App

When to use this:

  • You want to increase client app adoption

  • The client hasn't downloaded your branded app yet

  • You want clients engaged on your platform for better tracking

What Mel does:

  • Encourages the client to download your branded client app

  • Explains the benefits of the app (property alerts, search boards, direct communication)

  • Provides download links and setup instructions

  • Answers questions about app features

Milestone 3: Schedule a Showing

When to use this:

  • You want to convert property interest into appointments

  • The client is actively viewing properties

  • You want to automate the scheduling process

What Mel does:

  • Offers to schedule showings when clients indicate they like a property

  • Checks your calendar for availability

  • Offers available time slots to the client

  • Books appointments directly on your calendar

  • Sends confirmation and reminders to both you and the client

Important requirement: You must have your calendar connected in Settings so Mel can access your availability and book appointments.

How calendar integration works:

  1. Mel checks your calendar for open time slots

  2. Offers available times to the client

  3. Client selects their preferred time

  4. Mel adds the appointment to your calendar automatically

  5. Sends reminder notifications to the client

Step 4: Configure Outreach Channels

Choose how Mel should contact your clients. You can select one, two, or all three channels.

Outreach Channel Priority

If all three channels are selected, the system uses this priority order:

1st Priority: Client App Chat

  • Mel reaches out through the client app chat first

  • Most direct and immediate communication method

  • Best for clients who have already downloaded the app

2nd Priority: Text Message

  • If the client doesn't have the app, Mel attempts outreach via text

  • Requires a valid client phone number

  • Requires you to have a Radius office number set up

3rd Priority: Email

  • If text isn't available, Mel reaches out via email

  • Most reliable fallback method

  • Works for all clients with email addresses

When to Use Each Channel

Client App Chat:

  • Best engagement and response rates

  • Real-time notifications

  • Ideal for active, engaged clients

Text Message:

  • High open and response rates

  • Great for quick conversations

  • Personal and immediate

Email:

  • Professional communication

  • Good for detailed information

  • Works for all clients with email addresses

Tip: Select all three channels to maximize reach and let the system intelligently choose the best method for each client.

Step 5: Save and Activate

Once you've configured your milestones and outreach channels:

  1. Click Save

  2. Mel sends her initial message immediately

  3. You're automatically CC'd on all emails and texts Mel sends

  4. Monitor conversations and jump in anytime

Full Visibility and Control

Stay Informed

You're always in the loop:

  • CC'd on all email communications

  • Receive copies of text messages

  • View all conversations in the client's Activity tab

  • Get notifications when clients respond

Jump In Anytime

Take over when needed:

  • Reply directly to continue the conversation yourself

  • Mel recognizes when you've engaged and steps back

  • Seamlessly transition from AI to personal communication

  • Maintain full control over client relationships

Managing Prospecting Rules

Access and manage all your AI Prospecting rules from one central location.

Access AI Settings

  1. Navigate to Settings

  2. Click AI Prospecting Setting

  3. View all active prospecting rules

Edit Prospecting Rules

Modify existing rules:

  1. Find the rule you want to edit

  2. Click Edit

  3. Update milestones or outreach channels

  4. Save changes

Changes apply immediately to ongoing and future outreach.

Delete Prospecting Rules

Remove rules you no longer need:

  1. Find the rule you want to remove

  2. Click Delete

  3. Confirm deletion

Note: Deleting a rule stops future AI outreach for affected clients but doesn't delete conversation history.

AI Summary Generation

Enable automatic engagement summaries for all your clients.

Turn On AI Summaries

  1. Navigate to Settings → AI Settings

  2. Toggle AI Summary Generation to ON

  3. Choose your refresh frequency:

    • Weekly: Get fresh summaries every week

    • Monthly: Get updated summaries monthly

What AI summaries include:

  • Client engagement level

  • Sentiment and interest

  • Timeline predictions

  • Property preferences

  • Recommended next actions

Tip: Weekly refreshes are ideal for active buyers, while monthly works well for long-term nurture campaigns.

Creating Group Prospecting Rules

Scale your AI prospecting by setting rules that apply to multiple clients automatically.

Why Use Group Rules?

Group rules allow you to:

  • Apply consistent prospecting to client segments

  • Automate outreach for all buyers or all sellers

  • Save time with bulk configuration

  • Ensure no client falls through the cracks

How to Create Group Rules

  1. Navigate to Settings → AI Settings

  2. Click the purple "Add New Prospect" button

  3. Configure your group rule

Group Rule Configuration

Select Client Segment

Choose which clients this rule applies to:

  • All Buyers: Every buyer client in your database

  • All Sellers: Every seller client in your database

  • Custom segments: Based on tags, source, or other criteria

Configure Source (Optional)

Filter by how clients entered your database:

  • Referrals

  • Open house leads

  • Online inquiries

  • Past clients

  • Sphere of influence

Set Milestones

Choose the same milestone options as individual prospecting:

  • Create a search board

  • Download the client app

  • Schedule a showing

Designate Outreach Channels

Select communication methods:

  • Client app chat

  • Text message

  • Email

Activate Group Rules

Once configured and saved:

Existing clients: Any clients currently in your database who match the prospecting rule will be prospected immediately by Mel.

Future clients: Any new clients added to the system who match the rule criteria will be prospected automatically as soon as they're created.

Pro Tip: Start with narrow rules (e.g., "Hot Leads from Open Houses") before expanding to broader segments (e.g., "All Buyers").


Best Practices

Start with High-Value Segments

Begin AI prospecting with your most engaged or highest-priority clients before expanding to your entire database.

Monitor Initial Conversations

Review the first few AI conversations to ensure Mel's messaging aligns with your brand and communication style.

Connect Your Calendar First

Before enabling "Schedule a Showing" milestone, connect your calendar to ensure seamless appointment booking.

Use Multiple Milestones

Selecting all three milestones gives Mel maximum flexibility to engage clients based on where they are in their journey.

Enable All Outreach Channels

Maximize reach by enabling all three channels and letting the system intelligently select the best method.

Review AI Summaries Regularly

Check weekly or monthly summaries to identify hot leads and prioritize your personal outreach.

Jump In for Complex Situations

While Mel handles routine conversations excellently, jump in personally for complex negotiations or sensitive discussions.

Adjust Rules Based on Results

Monitor which rules generate the most engagement and refine your approach over time.

Frequently Asked Questions

Q: Will clients know they're talking to an AI?
A: Mel identifies herself as your AI assistant, maintaining transparency while providing helpful service.

Q: Can Mel answer questions about specific properties?
A: Yes! Mel can provide property details, answer questions, and share listings with clients.

Q: What happens if a client asks something Mel can't answer?
A: Mel will gracefully hand off the conversation, notifying you to follow up personally.

Q: Can I customize what Mel says?
A: Mel's responses are designed to reflect professional real estate communication. Contact support for customization options.

Q: How quickly does Mel respond to clients?
A: Mel typically responds within seconds to minutes, providing near-instant engagement.

Q: Will Mel prospect clients while I'm talking to them?
A: No. When you engage directly with a client, Mel recognizes this and steps back to avoid duplicate communication.

Q: Can I pause AI prospecting for specific clients?
A: Yes. Edit or delete the prospecting rule for individual clients anytime in their profile.

Q: Does AI prospecting work for seller clients?
A: Yes! Group rules can be configured for all sellers, and Mel can help with listing-related conversations.

Q: What if I don't have a Radius office number for texting?
A: Mel will automatically fall back to email if text messaging isn't available for your account.

Q: Can multiple agents share prospecting rules?
A: Prospecting rules are agent-specific, but team leaders can establish guidelines for consistent use across the team.

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