Software Functions and System Setup
Map your existing tools to the required functions without replacing a working stack.
Customize before using
Replace the fields used in your selected template. Use [AGENT NAME], [BROKERAGE], [CITY], [COUNTY] or [NEIGHBORHOOD], [SELLER OFFER], verified [LOCAL MARKET DATA], [BOOKING LINK], [PHONE] and [EMAIL] consistently. Complete any additional bracketed delivery, privacy, property or review fields that apply. Delete instructions and unused alternatives before sending.
Choose functions first
Recommended starting approach: retain your existing CRM and website if they support the checks below. Vendor examples are practical options, not a demand to buy a new plan. Confirm feature access and integration support in your actual subscription before committing. The kit contains no vendor pricing assumptions.
| Function | Required behavior | Recommended option | Alternatives |
|---|---|---|---|
| Landing page and form | Mobile page, labelled fields, successful-submit response, routing, privacy link | Existing website builder plus its connected form | HubSpot page/form tools; a dedicated funnel builder |
| CRM | Stable opportunity IDs, stage dates, source, tasks, permissions and suppression | Existing real estate CRM | HubSpot contact/task system; another CRM meeting these functions |
| Calendar | Conflict check, seller timezone, notifications, reschedule/cancel | Existing CRM calendar if it passes tests | Calendly connected to Google or Microsoft calendar |
| Delivery, reply handling, scheduled nurture, exits, unsubscribe | Existing CRM email automation with required features | HubSpot marketing email with the appropriate subscription; dedicated email provider | |
| SMS Optional | Recorded consent, registered sender, quiet hours, opt-out, state review | Existing reviewed SMS provider | Another provider passing Seller Campaign Compliance Checklist; keep off |
| Tracking | Successful-submit event, campaign/ad source, deduplication, CRM outcomes | Meta dataset/Pixel plus CRM source fields | Permitted server integration/Conversions API plus browser measurement |
| Connection | Reliable create/update and status events; error alert and safe retry | Native integration where it meets CRM Automation and Connection SOP | A connector/webhook service; documented manual fallback |
| Resource hosting | Stable HTTPS link to actual PDF with access suitable for homeowners | Existing website file hosting | Your approved file-hosting service |
LAST VERIFIED: October 2026. Confirm required functions in your current subscription before choosing a tool. SOURCE: https://www.hubspot.com/products/crm SOURCE: https://knowledge.hubspot.com/forms/form-automations SOURCE: https://calendly.com/help/connect-your-calendar-to-calendly SOURCE: https://www.facebook.com/business/help/AboutConversionsAPI
Fill in your system record
Agent [AGENT NAME] Brokerage [BROKERAGE] Service area [CITY] Property scope [TYPES] Owner [NAME] Backup [NAME] Business hours [HOURS / TIMEZONE] Website/form [TOOL AND URL] CRM [TOOL] Resource link [URL] Email sender [EMAIL] Reply owner [NAME] Calendar [TOOL / URL] SMS [OFF / REVIEWED PROVIDER] Retargeting [OFF / APPROVED SETUP] Dataset [ID] Reporting timezone [ZONE] Campaign start [DATE] Risk budget [USD] Outage notification [ROUTE] Manual backup [PROCESS]
CRM stage and timestamp map
Store RAW LEAD, QUALIFIED SELLER OPPORTUNITY, APPOINTMENT BOOKED, APPOINTMENT HELD, and LISTING WON separately. Use first-stage timestamps for the funnel. An appointment attempt has its own ID and scheduled time; rescheduling updates attempts without creating a new unique seller. Minimum fields: opportunity ID, source/campaign/ad ID, captured date, qualification date/reason, first-booked date, first-held date, signed-listing date, closing date and actual GCI if known, email/SMS permission and suppression, next task and owner. Keep property details securely in the CRM, not campaign URLs.
Tracking event map
Page view: a permitted page load, never a raw lead. Lead: one valid accepted contact submission, deduplicated to the logical submission/opportunity. Qualified: human or verified rule confirms Seller Qualification Form criteria, with timestamp. Booked: calendar confirms an actual scheduled qualified conversation; first booking per opportunity. Held: agent records actual attendance and substantive conversation after it occurs. Listing won: signed listing agreement recorded. Closing and actual commission are separate. Use CRM outcomes for the target. Meta-attributed totals may differ from CRM totals because of attribution and matching; reconcile the scope rather than forcing equality.
Required connection order
Resource hosting and form → CRM record → delivery and task → qualification paths → calendar → reminder state → outcome recording → tracking reconciliation → campaign activation. Build and test the core connections with CRM Automation and Connection SOP before the platform walkthrough Meta Campaign Setup Checklist.
Separate optional Calendly walkthrough
LAST VERIFIED: October 2026. Confirm current menus and features in your account. SOURCE: https://calendly.com/help/connect-your-calendar-to-calendly In the current calendar connection area, connect the agent's supported calendar. Select calendars to check for conflicts and the calendar that receives events. Configure the Booking Page Template event title, duration, location, available windows, and required questions using the current event editor. If your plan lacks a required automation, use your CRM or a tested connector for that function. Use CRM Automation and Connection SOP to verify one booking, one reschedule, one cancellation, and timezone behavior. Core Booking Page Template instructions work with other calendar tools.
You’re done when
Every required function has one owner and a tested implementation; optional SMS and retargeting are explicitly enabled or disabled.
Support reference R22