The Wait Is Over: REW CRM’s Automation Has Arrived!
We know you've been eagerly waiting for this, and now REW CRM's much-anticipated Automation features have officially launched! This powerful tool is designed to streamline your workflow, eliminate repetitive tasks, and boost productivity—giving you more time to focus on closing deals and serving clients. Discover how the latest Automations can transform your daily operations and take your real estate business to the next level.
How Automations Work
REW CRM's Automation features are designed to take most of the manual work out of lead management and improve team efficiency. Automations operate on a framework of triggers, conditions, and actions. Triggers are the "if" statements that activate the automation when a specific event occurs. These can be based on CRM events, such as a tag being added, a calendar date being met, or a deal stage changing. Website events, like a lead viewing, saving, or inquiring about a property, can also serve as triggers.
Conditions are optional filters that further refine automations by ensuring specific criteria are met before an action takes place. These could include factors such as a lead’s status, assigned agent, or the number of calls made. Conditions help tailor the automation to your exact needs, but they are not required for the automation to run.
Actions define what happens when triggers and conditions are met. Automations can notify assigned agents via email or text, reassign leads to different agents, add notes to lead profiles, or enroll leads in action plans. You can also customize messages with merge codes to dynamically insert details like lead names, deal types, or listing information. This ensures personalized, timely communication and reduces manual effort while maintaining consistency across your team’s processes.
Setting up an automated email using merge tags.
Creating Automation
REW CRM’s Automation was developed in direct response to feedback from our customers. Many real estate professionals are spending too much time on repetitive actions, which leaves them with less time for client interactions and growing their business. By introducing automation, we’ve empowered users to reduce manual effort, improve workflows, and create more time for high value tasks.
Additionally, agents want a way to maintain consistent communication with leads, no matter how busy things get. With this new feature, REW CRM now allows users to set up automated workflows that will ensure each lead is handled in a timely manner. This level of automation offers a tailored and reliable experience while supporting the diverse needs of real estate teams.
Setting Up Automation
Automating routine tasks frees up valuable time for more strategic activities. With a few simple steps, you can set up powerful automations that ensure nothing falls through the cracks. Here’s a detailed guide to getting started:
1. Log in to REW CRM and head to the CRM's homepage.
2. Select “Automations” beside “Sources.”
3. Click “+ New Automation.”
4. Fill out the “Rule Name” and “Description” fields.
5. Under “Trigger,” add the triggers you want for the automation. Fill out the subsequent required fields based on your chosen triggers.
6. Under “Condition,” select the conditions you want to add to the automation rule.
7. Under “Actions,” choose the actions you want to happen when the triggers and conditions are met. Select whether you want the automation to run once per lead or multiple times per lead.
8. Click “Save.”
Once you’ve created your automations, you can monitor and maintain them by following these steps:
1. Return to the Automations homepage.
2. You’ll see columns displaying the following information:
- Automation Rule: Title and description of each automation.
- Status: Whether the automation is enabled or disabled.
- Leads: Number of leads affected by the automation.
- Execution: How many times the automation has run.
- # of Runs/Lead: Whether the automation runs once per lead or multiple times.
- Delete: Option to remove an automation.
REW CRM's Automations dashboard.
Regularly review this data to ensure that your automations are running as intended and delivering the desired results. By setting up and monitoring these automation rules, you can keep your work process efficient and team organized.
Granting Agents Automation Permission
As an Admin, you’ll need to grant agents the appropriate permission to create and manage automations. Here’s how you can do it:
1. In the REW CRM, go to the “Company” section by clicking the menu option in the upper right corner.
2. Click on “Agents.”
3. Select the agent you want to grant access to.
4. Click the “Agent Summary” dropdown menu.
5. Select “Permissions.”
6. Scroll down to the “Automation Privileges” section.
7. Check the box for “Add & Manage Own Automation.”
8. Click “Save.”
Once these steps are complete, the selected agent will have the necessary permissions to manage their own automation rules in REW CRM. Visit REW Academy to watch our complete Automations walkthrough video.
Automations' instructional video.
Best Practices For Managing Automation
Setting up automations is just the beginning, following best practices is key to making sure they work smoothly and effectively. Here are some key tips to maximize this feature:
- Define Clear Triggers and Conditions- Ensure your triggers and conditions are well-defined to prevent unnecessary or redundant actions. This helps avoid overwhelming agents with too many notifications.
- Monitor Performance Regularly- Check the automation metrics frequently, such as the number of executions and leads affected. This will help you identify any rules that may need adjustments or improvements.
- Limit Access to Key Users- Grant automation permissions only to agents who understand the CRM’s functionality well. This prevents accidental changes that could disrupt workflows.
- Communicate Changes to the Team- Inform your team whenever new automations are implemented or existing ones are modified. Clear communication ensures everyone is on the same page and avoids misunderstandings.
- Collect Agent Feedback- Regularly gather feedback from agents using the automations. Their insights can help you refine workflows and address any challenges they encounter.
Defining the triggers, conditions and actions for an automation rule.
Benefits of Using Automations
Adopting automations brings significant advantages that can transform how your team operates and enhances overall business efficiency. Here are some of the key benefits:
- Saves Time on Repetitive Tasks- Automations handle routine activities such as lead follow-ups, agent notifications, and profile updates. This allows your team to focus on more strategic tasks that drive business growth.
- Improves Lead Response Time- By instantly triggering notifications and actions, automations ensure that leads are contacted promptly. Faster response times can significantly increase conversion rates.
- Enhances Consistency and Accuracy- Automated workflows reduce the risk of human error and ensure that every lead is managed consistently according to predefined rules. This leads to more reliable results.
- Supports Scalability- As your business grows, managing leads manually becomes increasingly difficult. Automations help you scale operations and make growth more manageable.
By leveraging these benefits, your team can work more efficiently, provide better service to clients, and ultimately achieve greater success in managing and converting leads.
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Automations FAQ
Can agents create their own Automations?
Yes, with the right permissions. Admins can grant "Add & Manage Own Automation" access through the Agent Permissions tab.
What triggers can I use?
Triggers include CRM events like tag additions, deal stage changes, or website events like property views and inquiries.
Can I track my Automations?
Absolutely! Check the automation homepage in Settings to monitor status, execution count, and leads affected.