How CRM Helps Real Estate Agents Track Property Listings
                      How CRM Helps Real Estate Agents Track Property Listings
In the fast-moving industry of real estate, keeping up-to-date is not only a competitive edge, it is 
also survival. Whether you have 10 listings or 100 listings to keep track of, entering information 
(e.g., property specifics) in spreadsheets or notepads leaves too much room for mistakes and 
missing deals and making your clients feel stressed out. Real estate agents are being pulled in 
so many different directions with follow-up calls/emails, showing properties, negotiating deals, 
and beyond. 
This is where the property CRM comes into play. 
A modern real estate CRM is not a contact management system, such as you are utilising in your
personal or business life. This is a full-creatable, digital work platform where you can manage all 
your listings, manage your communication efforts, automate your follow-ups, and ultimately close
more deals. Real estate, more than any other industry, requires speed, timing, and precise detail 
on listings, and a reliable/sales CRM becomes the foundation of a successful agency. 
In this article, we will discuss what makes an effective real estate CRM, what features real estate
agents must have when evaluating CRM options, how platforms such as Archiz CRM add value 
for property management agents, and why automation helps you stay on top of your listing status
without a headache.
Key Features to Look for in a Real Estate CRM
Not all CRMs are created equal; particularly in real estate, where agents sell property, not just 
product. Below are the must-have features each real estate CRM should have: 
 Property Listing Management
Agents should be able to upload, edit, categorise, and view all listings in one central dashboard. 
Each listing must have 
 Type of property (apartment, commercial, plot, etc.) 
  Location information 
  Pricing information
  Status (available, under offer/sale)
  Photos, videos, documents 
  Owner information and history. 
 A property CRM puts all this info at your fingertips, 24/7, on any device.
Lead and Customer Tracking
Handling numerous inquiries on a large number of listings can be a challenge. CRM tools should 
help agents:
 Tag and segment leads
 Set alerts to follow up with leads
 View lead source (social, referral, website)
 Assign leads to properties
 Score lead based on engagement
Sales CRM has all the functionality, so you do not forget any warm leads in the shuffle.
Automated Alerts and Notifications
When a listing goes under contract or the price is adjusted, agents need to get the information 
right away. A robust real estate CRM should:
 Send email/SMS alerts to clients and agents
 Trigger alerts to remind clients of open houses
 Notify agents when leads have looked back at a listing
 Automated alerts and notifications will ensure you never miss a detail.
Custom Sales Pipeline for Properties
A CRM for real estate should be built around deal pipelines that reflect the stages for properties:
 New Listing
 Active Campaign
 Under Negotiation
 Offer Accepted
 Closed/Sold
All stages should allow the customisation to reflect your agency's workflows.
Calendar and Task Sync
All good CRMs have integration with calendars (Google, Outlook) so agents can:
 Schedule viewings of properties
 Manage team appointments
 Assign tasks to junior agents
Block out viewing times to prevent meeting and schedule conflicts
Mobile Access
Agents are on the go. A CRM must be mobile-friendly or ideally have a mobile app, as agents 
benefit from portability. Many features may be beneficial and can include:
 Get access to listings when you are on-site
 Add notes about prospective leads
 Maps to navigate to property addresses
 Push notifications
Reports and Performance Insights
A good sales CRM should provide real-time analytics to better assess:
 Interested in viewing of property
 Time-on-market for each listing
 Agent performance
 Conversion ratios
 ROI on ad spend
This will help agents make pertinent decisions and define their sales strategies.
Marketing Automation
Integrations to email marketing tools can benefit agents such as:
 Sending a personalised campaign to all your buyers
 Sharing the newsletter to show new listings
 Segmenting contacts based on individual interests ,e.g, prospective buyers
 Track open rate and click-through rate
Being able to market directly from your CRM will save time and perform higher levels of 
engagement.
Multi-User and Role Management
Agencies often have multiple roles—agents, admins, brokers, and field staff. CRM systems 
should offer:
 Role-based access controls
 Agent-specific pipelines
 Team activity tracking
 Shared listings with view/edit permissions
Integration With Portals and Tools
To avoid duplicate work, your CRM should sync with:
Property portals (Zillow, Realtor.com, 99acres, etc.)
 Email platforms
 WhatsApp or SMS gateways
 Google Maps
 Cloud storage (Drive, Dropbox)
This ensures seamless data flow across platforms.
How Archiz CRM Keeps Real Estate Agents Informed
Archiz CRM is developed for real estate agents. It isn't a generic CRM trying to fit into the 
property sector—it's a smart sales solution focused on property.
Here are some great ways Archiz CRM supports agents and agencies:
Central Property Dashboard
Archiz lets you manage hundreds of listings easily. Each listing has:
 Media files
 Logs of communication with the owner
 History of price & negotiations
 Availability & expiration status
You can search, filter, and sort by region, price, property type, and agent, all in seconds.
360° Lead Tracking
Archiz records all steps/leak points of your leads. This includes
 Where the inquiry came from
 Previous engagements
 Notes of the assigned agent
 The properties of interest
You will know exactly which leads need attention, what they are looking for, and how likely they 
are to convert.
Real-Time Updates and Notifications
Archiz sends instant notifications for:
 Status changes in listings
 New inquiries
 Upcoming property visits
 Follow-up due dates
You’re always in the loop, even if you’re out in the field.
Automated Follow-Up Sequences
Create automated follow-up chains based on:
 Lead source
 Buyer preferences
 Properties viewed
Archiz’s sales CRM logic ensures that no lead is left unattended, increasing your chances of 
conversion.
Agent Collaboration
 Assign multiple agents to listings
 Track performance per agent
 Set team goals
 Share calendars and availability
It’s perfect for small agencies and large broker teams alike.
Conclusion: CRM is the New BFF of Real Estate Agents
Real estate is fast-paced, competitive, and ruthless. You cannot afford to lose track of listings, 
overlook follow-ups on leads, or miss updates. A real estate CRM like Archiz enables agents to 
work smarter, sell faster, and provide an exceptional experience for their clients.
From automation to analytics, from lead nurturing to deal closing, Archiz is an all-in-one property 
CRM platform that helps real estate practitioners manage their workflows, enhance productivity, 
and increase revenue, without the mess.
Do you want to modernise your real estate business? Use Archiz CRM and see the future of 
property sales.
FAQs
What is a property CRM?
A property CRM is any customer relationship management system designed for real estate 
agents to manage listings, leads, and sales pipelines.
What makes a real estate CRM different from a regular CRM?
It has specialised real estate tools and features such as listing management, integrations with 
portals, location-based filters, and property deal pipelines.
Is Archiz CRM cloud-based?
Yes, Archiz CRM is an inclusive, secure, cloud-based platform available across all devices.
Can Archiz CRM automate status changes for listings?
Yes, Archiz can automate updates such as "Under Offer," and Sold" based on your actions about
those listings.