Your Journey to AI-Powered Real Estate
Implementing AI voice agents might sound complex, but NoviaMind makes it surprisingly simple. This guide walks you through everything from initial setup to advanced optimization.
Before You Begin
What You'll Need
Business Information
- Your agency name and contact details
- Business hours and availability preferences
- Team member information (if applicable)
Property Information
- Website URL (we'll automatically extract property listings)
- Or property documents (PDFs, spreadsheets)
- Neighborhood information you want to highlight
Calendar Access
- Google Calendar, Outlook, or compatible system
- Admin access to connect calendar
Communication Preferences
- Preferred notification methods (email, SMS, WhatsApp)
- Team member assignments and specializations
Step 1: Choose Your Plan
Select the plan that matches your call volume and feature needs.
Discovery Plan
Best for solo agents or small teams:
- 280 minutes (~100 calls per month)
- 1 AI agent
- Essential features
- 2 languages
Growth Plan (Most Popular)
Ideal for growing agencies:
- 600 minutes (~200 calls per month)
- 3 AI agents
- Team management
- Website integration
- 4 languages
Pro Plan
For established agencies:
- 1,400 minutes (~450 calls per month)
- 6 AI agents
- Full feature set
- 32 languages
You can always upgrade or downgrade as your needs change.
Step 2: Initial Configuration (15 Minutes)
Basic Settings
Agency Information
- Enter your agency name and description
- Upload your logo (optional but recommended)
- Set your primary language and timezone
- Define business hours
AI Agent Personality
Choose your agent's characteristics:
- Voice: Male or female (more options in higher plans)
- Tone: Professional, friendly, or formal
- Response style: Concise or detailed
- Greeting message: Customize how calls are answered
Knowledge Base Setup
This is where your AI agent becomes an expert on your business.
Option 1: Website URL
Simply provide your website URL. Our system will:
- Crawl all pages
- Extract property listings
- Learn about your team and services
- Understand your agency story
Option 2: Document Upload
Upload PDFs, Word documents, or Excel files containing:
- Property listings and details
- Neighborhood information
- Common questions and answers
- Tax incentive information
- Agency policies
Option 3: Manual Entry
For maximum control, manually enter key information in our intuitive interface.
Step 3: Calendar Integration (5 Minutes)
Connect Your Calendar
- Click "Connect Calendar" in the dashboard
- Select your calendar provider (Google, Outlook, etc.)
- Authorize access (read/write permissions)
- Verify connection
Configure Availability
Set Your Schedule
- Define regular business hours
- Block out personal time
- Set buffer times between appointments
- Specify travel time for property viewings
Appointment Types
Create different appointment types:
- Property viewings (45-60 minutes)
- Phone consultations (15-30 minutes)
- Initial meetings (30 minutes)
- Document signing (60 minutes)
Team Coordination
If you have multiple team members:
- Invite team members via email
- Each connects their calendar
- Define specializations (sales, rentals, commercial)
- Set routing rules
Step 4: Phone Number Setup
Option A: New Dedicated Number
We provide a dedicated number for your AI agent:
- Choose your area code
- Number is assigned immediately
- Update your website and marketing materials
- Forward your existing line as backup
Option B: Call Forwarding
Keep your existing number:
- Set up conditional forwarding from your phone
- Forward when busy, after hours, or always
- Check with your carrier for forwarding options
- Test the setup
Option C: Website Integration
Add voice capabilities to your website:
- Copy the provided embed code
- Add to your website (we can help)
- Visitors can click to call via their browser
- No phone number sharing required
Step 5: Lead Qualification Setup (10 Minutes)
Define what makes a qualified lead for your business.
Sales Qualification Criteria
Budget Requirements
- Minimum budget
- Maximum budget (optional)
- Financing status
Property Preferences
- Desired locations/neighborhoods
- Property types (apartment, house, land)
- Minimum bedrooms/bathrooms
- Required features (parking, garden, etc.)
Timeline
- Ready to buy within 3 months
- 3-6 months
- 6-12 months
- Just researching
Rental Qualification Criteria
Financial Criteria
- Monthly budget range
- Income verification
- Guarantor availability
Move-In Details
- Desired move-in date
- Lease duration preference
- Number of occupants
Disqualification Rules
Automatically filter out:
- Budgets below your minimum
- Specific deal-breakers
- Time-wasters (e.g., no serious intent)
Step 6: Testing and Refinement (30 Minutes)
Initial Testing
Make Test Calls
- Call your AI agent as a potential client
- Try different scenarios (buyer, renter, investor)
- Test in different languages
- Verify appointment scheduling works
Review Transcripts
- Check understanding and responses
- Verify qualification questions are asked
- Ensure appointments are scheduled correctly
- Review tone and professionalism
Common Adjustments
Based on testing, you might want to:
- Adjust qualification criteria
- Modify greeting message
- Change AI response style
- Update knowledge base information
- Tweak appointment durations
Step 7: Soft Launch (1-2 Weeks)
Gradual Rollout
Start small to gain confidence:
Week 1: Limited Exposure
- Update website with new number
- Test with small marketing campaign
- Monitor all conversations closely
- Refine based on real interactions
Week 2: Expanded Access
- Add to email signature
- Update social media
- Enable website voice widget
- Promote to broader audience
Monitoring and Adjustment
During soft launch:
- Review every conversation
- Track key metrics (answer rate, qualification accuracy, booking rate)
- Adjust knowledge base as needed
- Fine-tune qualification criteria
Step 8: Full Launch
Go Live
Once confident:
- Update all marketing materials
- Train team on new workflow
- Set up reporting dashboards
- Establish review routines
Marketing Your AI Advantage
Promote your 24/7 availability:
- "We never miss a call"
- "Instant response in 32 languages"
- "Book viewings anytime, even at 2 AM"
- "Professional service around the clock"
Ongoing Optimization
Weekly Reviews
Monitor Key Metrics
- Call volume and answer rate
- Lead qualification accuracy
- Appointment booking rate
- No-show rate
- Client feedback
Review Conversations
- Listen to/read conversation samples
- Identify common questions
- Find areas for improvement
- Update knowledge base
Monthly Refinement
Knowledge Base Updates
- Add new properties
- Update neighborhood information
- Refine common answers
- Add seasonal information
Performance Analysis
- Conversion rate trends
- Peak call times
- Language distribution
- Team performance (if applicable)
Quarterly Strategic Review
Business Impact Assessment
- Additional revenue generated
- Time saved
- Client satisfaction scores
- Competitive position
Feature Utilization
- Are you using all available features?
- Should you upgrade/downgrade plans?
- Any new features to implement?
Best Practices for Success
Do's
Keep Information Current
Update your knowledge base regularly with new properties, pricing, and information.
Monitor Quality
Review conversations regularly to ensure quality and accuracy.
Respond to Qualified Leads Quickly
The AI qualifies and schedules—you close the deal. Respond promptly to maintain momentum.
Leverage Analytics
Use data insights to improve your process and identify trends.
Train Your Team
Ensure everyone understands the new workflow and how to handle AI-qualified leads.
Don'ts
Don't Set and Forget
Regularly review and refine your setup for optimal performance.
Don't Ignore Feedback
If clients mention issues, investigate and adjust accordingly.
Don't Overcomplicate
Start simple and add complexity gradually as needed.
Don't Neglect Human Touch
AI handles screening and scheduling—you provide the personal relationship.
Troubleshooting Common Issues
Low Call Volume
Possible Causes
- Number not prominently displayed
- Clients don't know about 24/7 service
- Website voice widget not visible
Solutions
- Increase marketing of phone number
- Highlight 24/7 availability
- Improve website widget placement
Incorrect Qualifications
Possible Causes
- Criteria too broad or too narrow
- Missing key questions
- Knowledge base incomplete
Solutions
- Review and adjust qualification criteria
- Add specific questions
- Enhance knowledge base
Appointment No-Shows
Possible Causes
- Reminders not enabled
- Too much time between booking and appointment
- Unqualified leads getting through
Solutions
- Enable all reminder types
- Offer sooner appointments
- Tighten qualification criteria
Technical Issues
Connection Problems
- Check calendar authorization
- Verify internet connectivity
- Contact support if persists
Call Quality Issues
- Check phone/internet quality
- Verify proper call forwarding setup
- Contact support for diagnosis
Getting Help
Support Resources
Documentation
- Comprehensive guides in the help center
- Video tutorials for all features
- FAQ covering common scenarios
AI Support (24/7)
- Chat support for instant answers
- Common issue resolution
- Feature explanations
Human Support
- Email support within 24 business hours
- Dedicated support for Pro plan clients
- Implementation assistance available
Community
Join our user community:
- Share best practices
- Learn from other agencies
- Request features
- Get tips and tricks
Measuring Success
Key Performance Indicators
Track these metrics to measure success:
Operational Metrics
- Call answer rate (target: 100%)
- Average call duration
- Qualification accuracy
- Appointment booking rate
- No-show rate
Business Metrics
- Additional leads qualified
- Extra appointments scheduled
- Incremental deals closed
- Additional revenue generated
- Time saved
Client Satisfaction
- Client feedback scores
- Repeat client rate
- Referral rate
- Online review improvements
Conclusion
Implementing NoviaMind is straightforward, but like any business tool, success comes from proper setup and ongoing optimization. Follow this guide, monitor your results, and adjust as needed.
Within weeks, you'll wonder how you ever managed without 24/7 AI assistance.
Ready to Begin?
Your journey to AI-powered real estate success starts now. The setup takes less than an hour, and the benefits last forever.
Have questions during implementation? Contact our support team for personalized assistance.