Gamut
Sales & Pipeline

New-Listing & Showing Coordinator Agent

Coordinate showings, follow-ups, and closing paperwork across your whole listing portfolio without manual calendar juggling.

Updated

Connects with

Follow Up BossFollow Up BossLionDeskLionDeskGmailGmailDocuSignDocuSignGoogle DriveGoogle DriveGoogle CalendarGoogle CalendarSlackSlack
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The problem it solves

Active agents lose hours each week confirming showing times, chasing buyer's agents after tours, and nudging parties for overdue disclosures and signatures. This agent watches your portfolio, coordinates showings, runs follow-up cadences, and tracks transaction documents so nothing slips between contract and close.

Who it's for

  • Residential real estate agents managing multiple active listings
  • Commercial real estate brokers coordinating tours and deals
  • Real estate teams with shared listing portfolios
  • Brokerage transaction coordinators handling document chasing
  • Solo agents who want pipeline coverage without hiring an assistant

What it does

  1. 1

    Monitor your listings

    The agent watches your CRM or MLS feed for new and updated listings and drafts announcements to relevant buyer leads and co-op agents.

  2. 2

    Coordinate showing requests

    It parses inbound tour requests, confirms or proposes times against your calendar, and logs each confirmed showing in your CRM.

  3. 3

    Send reminders

    It sends confirmation messages with address and access details, then reminds all parties 24 hours before each scheduled showing.

  4. 4

    Run post-showing follow-up

    After each tour it sends follow-up messages on your cadence (default same-day thank-you plus a 3-day check-in) and flags interested leads for your review.

  5. 5

    Chase transaction documents

    It tracks disclosures, inspections, title commitments, and signatures, then nudges the responsible party when an item passes its SLA.

  6. 6

    Run a closing countdown

    It sends milestone reminders at set intervals before closing and flags any open items that could put the close at risk.

  7. 7

    Post a daily pipeline brief

    Each morning it posts a Slack summary of today's showings, new leads, overdue documents, and upcoming closings.

Key benefits

  • Reclaim hours every week spent confirming times and chasing paperwork
  • Faster, consistent follow-up after every showing so warm leads stay warm
  • Fewer closings derailed by a missing disclosure, inspection, or signature
  • A single morning brief that shows your entire pipeline at a glance
  • Outbound messages drafted for your approval, so you keep control of your voice
  • Urgent escalations surfaced in Slack the moment something goes overdue

Sample use cases

A new listing goes live and three buyer's agents request tours within the hour

The agent confirms times against your calendar, sends each agent the address and access instructions, logs the showings in your CRM, and schedules 24-hour reminders.

A buyer toured a property two days ago and you haven't followed up

The agent has already sent the same-day thank-you and queues the 3-day check-in, then flags the lead for your attention because they replied with continued interest.

A transaction is two weeks from closing and the title commitment still hasn't arrived

The agent nudges the responsible party, escalates to Slack when it stays overdue past SLA, and lists it as an at-risk open item in your closing countdown.

You start your morning unsure what needs attention across eight active deals

A structured Slack brief lays out today's showings, yesterday's new leads, documents past SLA, and any closing within 14 days with open items.

Key integrations

  • Follow Up Boss

    Real estate CRM for logging showings, leads, and follow-up activity

  • kvCORE

    Real estate platform and CRM used as a listing and lead source

  • LionDesk

    CRM alternative for managing contacts and pipeline records

  • MLS feed

    Source of new and updated listing data for the portfolio

  • Gmail

    Connected email for outbound showing confirmations, reminders, and follow-ups

  • DocuSign

    Tracks transaction documents and signatures across active deals

  • Google Drive

    Document storage alternative for disclosures, inspections, and title files

  • Google Calendar

    Provides availability for scheduling and confirming showings

  • Slack

    Delivers the daily pipeline brief and urgent lead and closing alerts

Coordinating an active listing portfolio is less about any single task and more about the handoffs between them: a showing leads to a follow-up, a follow-up leads to an offer, an offer leads to a document checklist and a closing date. This agent sits across those handoffs as sales automation software built for real estate, so nothing waits on you to remember it.

Because it drafts outbound communications for your review and escalates only what genuinely needs attention, you get the speed of sales automation tools without surrendering your voice or your judgment on client-facing messages.

Getting started

  1. Import the workspace — Add the New-Listing & Showing Coordinator template to your Gamut workspace.
  2. Run agent onboarding — The onboarding skill asks about your brokerage, CRM, preferred tone, follow-up cadence, and document SLA, then connects your email and Slack.
  3. Give it a first task — Try "Show me all active listings and any showing requests that came in today" to see your pipeline in one view.

Frequently asked questions

Does the agent send messages without my approval?

No. By default it drafts every outbound message and presents it for your review before sending. You can grant auto-send permission during onboarding or at any time if you want it to act independently.

Which systems does this real estate sales automation tool work with?

It connects to CRMs like Follow Up Boss, kvCORE, and LionDesk, plus an MLS feed, Gmail or connected email, DocuSign or Google Drive for documents, Google Calendar for scheduling, and Slack for briefs and alerts.

How is this different from doing coordination manually or with generic tools?

Generic schedulers and reminders don't understand the listing lifecycle. This agent ties showings, follow-up cadences, document SLAs, and closing milestones into one workflow and escalates the items that actually put a deal at risk, which manual tracking tends to miss.

Is this sales automation software free to use?

The template is free to import into your Gamut workspace. You connect your own CRM, email, and Slack accounts during onboarding, so costs depend on the tools you already use.

Can it handle both residential and commercial listings?

Yes. It is built for residential and commercial agents, teams, and brokers managing active portfolios, and the tone, cadence, and document checklist are configured to your business during onboarding.

What does the daily pipeline brief include?

Each morning it posts a Slack summary covering showings scheduled today and tomorrow, new leads from the prior day, documents outstanding past SLA, and any transaction closing within 14 days along with its open items.