Estate agent CRM and AI

What the CRM is for

Reapit, Alto, Street, Rex, Expert Agent and the other systems agencies actually run are the books of the business. They feed portals, store the instruction, and carry the audit of who changed a price. Ripping one out to “use AI instead” throws away the feed, the history and the staff’s habits. The honest offer is to sit beside it.

US brokerages are in the same position with Follow Up Boss, Salesforce, a brokerage-built CRM, or whatever the firm standardised on. One of those may have a direct connection. Most specialist agency systems do not. The absence of a logo is not a slight. It is the current catalogue.

Direct connection or website login

A direct connection uses the product’s own sign-in. You can connect it when it is in the directory. Bot work in that app is a separate, tested step. Gmail is the mailbox where that tested work exists today. A CRM can be connected, and the page will say plainly if bots do not yet do work in it.

Website login is how you reach a CRM that has no direct connector. You sign in yourself, on your own browser computer, including any extra check the site asks for. KeyAccess then tries only the tasks it supports, typing only text you approved, and it stops if the page is not the one it expected. That path has been proved on a labelled test CRM. It has not been proved as a blanket claim about Reapit, Alto, Street, Rightmove or anyone else. The integration page for each of those says website login, not partnership.

What is worth doing first

Filing viewing feedback on the right person. Drafting the vendor update from those notes. Adding a task to call someone tomorrow. Those are small writes, easy to check, and they fail safely when the match is ambiguous. Bulk “clean up the database” jobs are how you overwrite good data with confident nonsense. Do not start there.

Portal uploads stay inside the CRM’s own feed. KeyAccess will draft the particulars. Your CRM, once a person publishes, sends them to Rightmove, Zoopla or OnTheMarket. There is no second feed from KeyAccess, and there should not be, or you will double-list.

Choosing and switching

If you are comparing CRMs, compare the CRM’s own price, the portal feed, the lettings module and the training your staff will need. Those figures belong on the vendor’s website, checked on the day. This site does not republish them, because a wrong price helps nobody and goes stale.

Switching CRM is a data-migration project. An assistant can help you list what must move: live vendors, current offers, agreed fees. It should not be given a login and told to export everything on a Friday afternoon.

Questions