How to Build a Real Estate Lead Follow-Up System in GoHighLevel
Real estate leads come from everywhere: portals, ads, open houses, sign calls and referrals. Many are not ready to buy or sell for months. A good system replies fast today and keeps in touch until they are ready. Here is how to build one in GoHighLevel.
1. One pipeline for every lead
Create a pipeline with simple stages, for example: New, Contacted, Appointment set, Active client, Under contract, Closed, Nurture. Every lead source should land in the "New" stage with a tag that shows where it came from.
2. Connect every lead source
- Website and landing page forms go straight into GoHighLevel
- Portal leads that arrive by email can be passed in with a workflow or n8n
- Facebook and Instagram lead ads connect directly
- Your business number logs every call, including missed ones
3. Reply within minutes
Set up a workflow that sends an instant text and email when a lead arrives. Keep it personal: use their name, mention the property or area, and ask one easy question. Add a missed-call text back for sign calls you cannot answer.
4. Book the appointment
Add your calendar link to the first reply. Confirmations and reminders go out on their own, so fewer showings and valuations are missed.
5. Follow up until they answer
A short sequence over the first two weeks catches the people who were busy. Stop it automatically as soon as they reply or book.
6. Nurture the long-term leads
Move leads who are "just looking" into a nurture stage. A monthly market update, a check-in every few months and a note on the anniversary of a purchase keep you in mind without being pushy.
7. Track what works
Watch three numbers: new leads by source, how fast you reply and appointments booked. They show which sources are worth the money.
Rules to respect
Only text people who gave you their number and agreed to hear from you, include opt-out wording, and register your number for business texting if you message US numbers.
Want this set up for your team?
We build real estate lead systems in GoHighLevel, from the pipeline to the monthly newsletter. See GoHighLevel CRM setup or book a free call.
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