If you’re drowning in reminders to follow up with clients, you’re not alone. Most estate agents and property professionals know the pain—leads slipping through the cracks, missed callbacks, and all the manual admin that gets in the way of actual selling. The good news: you can automate a lot of this with Reapit, if you know where to look and what to ignore.
This guide is for anyone who wants to set up automated client follow up emails in Reapit—without the fluff, and without needing to be a developer. Whether you’re a small agency owner, negotiator, or admin, you’ll leave with a working system (or at least, a clear idea of what’s possible and what’s not).
Before You Start: What You Can (and Can’t) Automate in Reapit
Let’s be clear: Reapit is a powerful CRM for estate agents, but it’s not as flexible as some modern marketing tools. Its automation options are improving, but you’re not going to find drag-and-drop magic everywhere.
What’s possible: - Sending automated follow up emails based on client or applicant activity (viewings, registrations, offers, etc.) - Using pre-built templates for consistency - Triggering emails based on dates, statuses, or manual triggers
What’s not possible (without extra work): - Full marketing automation with complex logic (think: HubSpot or Mailchimp) - Fancy “if this, then that” workflows unless you use add-ons or API integrations - Automated SMS or WhatsApp (unless you bolt on extra services)
If you just want to send a standard “Thanks for your viewing” email, or a polite nudge to clients who’ve gone quiet, you’re in the right place.
Step 1: Get Your Reapit Account and Permissions Sorted
You’ll need access to Reapit Agency Cloud (or your agency’s version). If you’re not an admin, double-check you have permission to: - Create and edit email templates - Access client/applicant records - Set up workflows or automations (sometimes called “processes” or “actions”)
Pro tip: If something is greyed out, or you keep hitting permission walls, ask your system admin to give you access or do the setup for you.
Step 2: Map Out Your Follow Up Triggers
Before you click anything, figure out what you actually want to automate. Trying to automate everything at once is a recipe for confusion and spam.
Ask yourself: - Which emails are you sending over and over? (Viewing feedback? Registration confirmation? Offer follow-ups?) - When should these go out? (Immediately after an action, or after a certain delay?) - Do you want to send different messages to buyers, tenants, landlords, etc.?
Simple triggers that work well: - After a property viewing - After a new client/applicant registration - When a status changes (e.g., “offer made” or “application received”) - After X days of no response
Write these down. You’ll use them to set up your automations in Reapit.
Step 3: Create (or Update) Your Email Templates
Automated emails are only as good as the templates behind them. In Reapit, you can set up standard email templates to make sure your messages are clear, consistent, and not riddled with typos.
To create an email template:
1. Go to the “Templates” section (usually under “Admin” or “Communications”).
2. Click “New Template,” give it a clear name (e.g., “Viewing Feedback Request”), and write your message.
3. Use placeholders for things like client name, property address, date, etc. Reapit will swap these out automatically.
- Example: Dear {ClientName}, thanks for viewing {PropertyAddress} on {ViewingDate}...
4. Set the sender address and any default CC/BCC if needed.
Keep it simple: Short, friendly, and to the point works best. Don’t overthink the design—plain text is less likely to get caught in spam filters, and nobody needs fancy graphics for a basic follow-up.
Step 4: Set Up the Workflow or Automation
Now for the part that actually saves you time. Reapit calls these “workflows,” “actions,” or sometimes just “automations” (the naming isn’t consistent across versions, but the idea is the same).
If You’re Using Reapit Agency Cloud (Modern UI)
- Navigate to the Automation/Workflows area (sometimes under “Tools” or “Admin”).
- Create a new workflow:
- Give it a name like “Send Viewing Follow Up Email.”
- Set the trigger (e.g., “Viewing completed” or “Applicant registered”).
- Choose the action: “Send Email.”
- Select your template from the list you created earlier.
- Set timing: Immediately, or after a delay (e.g., 24 hours).
- Test with a dummy client/application before unleashing it on real leads.
If You’re Using an Older Version of Reapit
Some setups don’t have fancy workflow builders, but you can still use “processes” or “scheduled actions.” - Look for options like “Automated Communications,” “Scheduled Emails,” or “Event Triggers.” - The core idea is the same: set the trigger (like a new viewing), attach your template, and pick when it goes out. - Ask your Reapit support contact if you’re stuck—older versions can be a bit mysterious.
What to ignore: Don’t bother with automating every little touchpoint. Clients hate spammy, robotic emails. Focus on the key moments that move deals forward.
Step 5: Test Everything (Seriously, Don’t Skip This)
Automations are great—until they go wrong. The last thing you want is to send “Dear {ClientName}” to 200 people.
How to test: - Set up a test client with your own email address. - Trigger the workflow manually (e.g., book a dummy viewing). - Check for typos, formatting issues, missing placeholders, and whether the timing feels right. - Make sure opt-out/unsubscribe info is included if required by law.
Pro tip: Get a colleague to review your templates and test emails. You’ve probably missed something, and a fresh set of eyes will spot it.
Step 6: Monitor, Adjust, and Don’t Overcomplicate
Check the first week’s results. Are people replying? Is the right email going out at the right time? If not, tweak the trigger or the template.
What to watch for: - Replies going to the wrong inbox - Emails marked as spam (avoid lots of images, links, or weird fonts) - Clients complaining about too many or irrelevant emails
If something isn’t working, turn off the automation and go manual until you sort it.
What About Integrations, Add-Ons, and APIs?
Reapit has an “App Marketplace,” and there are third-party tools that promise to supercharge your automations. Here’s the honest take: - Integrations (with Mailchimp, Zapier, etc.) can help if you really need multi-step workflows, marketing campaigns, or SMS follow-ups. - APIs let developers build custom automations, but unless you have tech support, this is overkill for basic follow ups. - Add-ons often cost extra and may add complexity you don’t need.
Unless you’re running a huge operation or want deep marketing automation, start with what’s built-in. You can always add more later.
Quick Troubleshooting Guide
Emails not sending? - Check your workflow triggers—are they firing as expected? - Make sure templates are active and not in “draft.” - Confirm you have permission to send on behalf of your agency.
Clients not getting emails? - Check spam/junk folders. - Make sure your sender domain is authenticated (ask your IT person about SPF/DKIM). - Too many images or attachments? Strip them out.
Automations firing too often? - Add a “do not send more than once per X days” rule if possible.
Keep It Simple, Iterate, and Don’t Try to Automate Everything
Automating client follow up emails in Reapit can save you hours every week and help you look more professional. But don’t try to boil the ocean: start with one or two key workflows, get them working, and build from there. Most clients just want timely, relevant updates—not a barrage of canned messages.
If something feels clunky, or you’re spending more time troubleshooting than you save, consider whether a manual approach (for now) might be better. It’s about saving time and avoiding mistakes—not chasing shiny features.
Got a team? Share your templates and what you’ve learned. The more you keep it simple and focused, the more likely you’ll actually use it—and that’s where the real value is.