To automate open home follow-up, connect accurate inspection check-ins to the right property and contact record, then prepare a follow-up for an agent to review. Check the purpose and permission for each message, and stop scheduled follow-ups when someone replies or opts out.
This workflow concerns inspection attendees, not seller appraisal follow-up. For the wider approach, see our AI lead response automation guide. You can also discuss an automation project.
Key facts
- ACMA says marketing emails and messages require consent, sender identification, contact details and an easy way to unsubscribe. ACMA, accessed 4 November 2026.
- ACMA distinguishes express consent from inferred consent, which depends on the circumstances. Keep a record of express consent. ACMA, accessed 4 November 2026.
- OAIC explains that privacy and direct-marketing requirements depend on the organisation and the circumstances. OAIC, accessed 4 November 2026.
- Domain describes inspection check-in and CRM synchronisation in its Homepass product; check the capabilities of your own tools. Domain, accessed 4 November 2026.
What should happen after an inspection?
Start with a simple chain: check-in, record matching, permission review, agent review, then a message or a task. Keep a person responsible for reviewing exceptions and responding to attendees.
| Stage | Check | If something is unclear |
|---|---|---|
| Check-in | Confirm contact details and the inspection attended | Hold the record for review |
| Match | Link the attendee to the correct property and event | Check possible duplicates before merging |
| Permission | Review the message purpose, channel and recorded consent | Do not send marketing until the basis is confirmed |
| Review | Let the agent check the recipient, property and wording | Correct or cancel the draft |
| Response | Route replies and opt-outs to a responsible person | Pause queued follow-ups and investigate |
How do you keep check-ins accurate?
Record the property, inspection date, contact details and relevant communication preferences. Make the check-in purpose clear and collect only information your agency needs. If someone attends more than one inspection, retain each event association rather than replacing one property with another.
Before merging similar records, check the details. Two people may share a phone number or have similar names. If the property, contact or channel is missing, send the record to an agent instead of guessing. Restrict access to attendee data and follow your agency’s privacy and retention practices.
What permission should you check before sending?
Separate a response to a person’s specific request about a property from promotional messages such as other listings or agency updates. The content and circumstances matter: adding a promotion to an otherwise practical message may change how it is treated. Attendance at an inspection alone should not be treated as automatic marketing consent.
For marketing, review the consent evidence for the intended sender, channel and purpose. ACMA says express consent should be recorded with who gave it, when and how; inferred consent depends on the relationship and reasonable expectations. ACMA also says an electronic message asking for consent is itself a marketing message. Read its spam guidance and the OAIC’s direct-marketing guidance. Have the agency review its own obligations before enabling a campaign.
What should an agent review?
For a person who requested property information, the system could prepare a draft such as this fictional example:
Hi Sam, this is Jordan from Example Agency. You asked for the contract for 12 Example Street at today’s inspection. I’ll send it after confirming the correct document. You can reach me on the agency number if you have a question.
The agent checks the request, property, document and contact details before sending. Don’t use a service request as a reason to add unrelated listings or promotions without checking the relevant permissions. If no follow-up was requested or the purpose is uncertain, create a review task rather than sending automatically.
When should the workflow stop?
Pause scheduled messages when a reply arrives and route it to the assigned agent. Honour an opt-out across the relevant marketing workflows and prevent queued marketing from sending while the request is processed. Also pause on a failed delivery, an uncertain match, missing permission or a change to the listing that makes the draft inaccurate. A person should review the cause before a retry; avoid blindly resending a message that may already have been delivered.
Keep a clear record of the event, draft, review, send status and response in the system your agency uses. Check suppression status again immediately before any scheduled send, since a reply or opt-out may have arrived after the message was queued.
How can you test it safely?
Use fictional contacts and test destinations controlled by your team. Test two inspections for the same fictional attendee, similar names, missing property details, a duplicate check-in, a reply before a scheduled message, an opt-out and a failed send. Confirm that uncertain records are held, the right agent receives the task and no follow-up goes out after the stop rule triggers. Review logs and message content before enabling the workflow for real contacts.
If you’re choosing a starting point, see what to automate first and our real estate automation page.
Frequently asked questions
Does attending an open home mean someone has consented to marketing?
Do not assume it does. Review the evidence and context for the proposed marketing message, including the channel and sender, against ACMA’s consent guidance.
Can a follow-up be reviewed before it is sent?
Yes. A workflow can prepare a draft and create an agent review task. Whether that is available depends on the tools your agency uses.
What happens when an attendee replies?
A practical stop rule pauses queued follow-ups and routes the reply to the responsible agent. Test that the rule works across your connected systems.
Ready to map your process? Discuss your automation project.
