3 Things Real Estate Admins Can Automate Today (and 2 They Shouldn’t)

Let’s talk about the silent time thief in real estate operations: repetitive tasks.

If you're a Real Estate Assistant, Director of Operations, or part of a growing team, you’re likely buried in busy work — answering the same questions, sending the same reminders, checking the same boxes.

Automation isn’t about replacing people — it’s about protecting your time so you can focus on what actually moves the business forward.

Here’s a quick breakdown of 3 things you should automate ASAP, and 2 things that still need your human touch.

Automate This:

1. Client Touchpoints

Every buyer, seller, and vendor should hear from your team regularly — but that doesn’t mean you need to manually send every message.

Use your CRM (like FollowUp Boss, kvCORE, or Chime) to:

• Set up drip emails for transaction milestones
• Trigger text reminders before showings or deadlines
• Auto-send post-close check-ins and review requests

Pro Tip: If you don’t already have a “contract to close” email sequence, steal ours inside the Effortless TC Course or The Ultimate Transaction Coordinator Toolkit.

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2. Task + Document Checklists

If you're still printing checklists or tracking tasks in your head… stop. Right now.

Project management tools like Trello, ClickUp, or Monday.com can automate:

• Recurring task lists for new listings and transactions
• Due date reminders and accountability checks
• Automatic task assignments based on deal type or lead source

It’s not about being fancy — it’s about consistency.

3. Intake Forms + Internal Requests

Need your agents to send in a new listing? Fill out a blessing basket form? Request an offer written?

Use Google Forms or Typeform to automate internal requests so you're not piecing together details from emails, texts, and voice notes.

Pro Tip: We have plug-and-play Google Form templates ready to drop into your systems: CLICK HERE.

Don’t Automate This:

1. Emotional Client Conversations

No template or automation can replace empathy.

If a deal falls apart, a client’s frustrated, or something major shifts — that message needs to come from a human.

Admins and DOOs: You’re often the first line of communication. Know when to pause automation and pick up the phone.

2. Contract Review + Compliance

Automation can remind someone to upload docs, but it shouldn’t be responsible for making sure those documents are accurate, compliant, and signed correctly.

You still need trained eyes on:

• Binding dates
• Special stipulations
• Signature placement
• Board/MLS requirements

This is where your operations expertise protects the business from liability.

All in all, Automation should support you — not replace you.
The goal isn’t to remove the human touch. It’s to remove the mental clutter that keeps you stuck in reactive mode.

Author: Carissa Mason