> For the complete documentation index, see [llms.txt](https://docs.fyxer.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.fyxer.com/workflows/fyxer-in-practice/workflows-by-role/fyxer-for-real-estate/prep-reply-and-follow-up-between-appointments.md).

# Prep, reply, and follow up between appointments

Walk into every listing appointment prepped, never leave a buyer or seller waiting, and get the follow-up drafted before you’re back in the car.

### Who it's for <a href="#who-its-for" id="who-its-for"></a>

Agents and their teams who spend the day at listing appointments and viewings.

***

### Sound familiar? <a href="#sound-familiar" id="sound-familiar"></a>

> "My days are back-to-back listing appointments and viewings. I’ll walk into an appointment with no time to read back through the emails, and leave the follow-ups until late at night."

***

### How Fyxer helps <a href="#why-fyxer-fits-real-estate" id="why-fyxer-fits-real-estate"></a>

A listing's story is spread across your team: the seller's emails, the viewing feedback, the offer your colleague got on Tuesday. Here’s how Fyxer helps you keep on top of it:

* **Prep for every listing appointment.** Email <ai@fyxer.com> before you head out, and Fyxer pulls together what you need to know: "Prep me for my first listing appointment tomorrow: past emails with the seller, what they’ve asked, and any price talk"
* **Never leave a buyer or seller waiting.** "Who’s been waiting on a reply from us since Monday? Buyers and sellers first." A [Space](/using-fyxer/share-context-with-spaces.md) per client or listing shows the whole team what’s outstanding
* **Follow up after every appointment.** A [Flow](/using-fyxer/run-tasks-with-flows.md) drafts the follow-up after each meeting, and recording on your phone means the draft knows what was agreed

{% hint style="info" %}
You might not see Flows or Spaces yet. We're rolling out these features gradually as we test and refine them, so availability will vary. We'll keep this article updated as things evolve.
{% endhint %}

***

### Set it up <a href="#set-it-up" id="set-it-up"></a>

{% stepper %}
{% step %}

#### Step 1: email <ai@fyxer.com>

Save <ai@fyxer.com> as a contact and email your questions there from the inbox you use with Fyxer.

If you use Slack or Microsoft Teams, you can also chat with Fyxer there. Go to [Dashboard](https://app.fyxer.com) → Settings → Integrations and connect the one you use.
{% endstep %}

{% step %}

#### Step 2: create a Space for each client or listing

1. Go to [Dashboard](https://app.fyxer.com) → Spaces and select **Create new**
2. Name the Space after the client or listing, add a source, then select **Create Space**
3. Select **Share** and turn on automatic invites, so colleagues who email or meet about it join the Space
   {% endstep %}

{% step %}

#### Step 3: record listing appointments and viewings on your phone

To draft the best follow-ups, Fyxer needs to know what was said in the meeting. Record listing appointments and viewings on your phone, and the draft will include what you agreed, not just a thank-you.

Learn more: [**Record in-person meetings on your phone**.](/workflows/fyxer-in-practice/workflows-by-use-case/record-in-person-meetings-on-your-phone.md)
{% endstep %}

{% step %}

#### Step 4: create a follow-up Flow

1. Go to [Dashboard](https://app.fyxer.com) → Flows → **Create Flow**
2. In the prompt box, paste "After each client appointment, email me with what the client wants, what I promised, the next step, and a suggested follow-up email."
3. Check the trigger, instructions and delivery, then select **Save**
   {% endstep %}
   {% endstepper %}

***

### Prompts to copy <a href="#prompts-to-copy" id="prompts-to-copy"></a>

**Start your day** by emailing <ai@fyxer.com>:

> Show me what needs me today.

**Before a listing appointment**, email <ai@fyxer.com>:

> Prep me for my listing appointment with \[seller name]. Past emails with the seller, what they’ve asked, and any price talk.

**Follow-up Flow** (paste into Flows → Create Flow):

> After each client appointment, email me with what the client wants, what I promised, the next step, and a suggested follow-up email.

**In a development or listing Space:**

* "What's changed with \[listing name] this week?"
* "Which buyers have viewed \[address], and who hasn't had feedback yet?"
* "What have we promised the seller, who owns each item, and is anything overdue?"

***

### Make it a habit <a href="#make-it-a-habit" id="make-it-a-habit"></a>

**Start every morning knowing who to call**

> Create a Flow to email me every morning at 8am with the buyers and sellers I haven’t spoken to in 6 days.

**End every week knowing where each listing stands**

> Create a Flow to email me every Friday at 3pm with what changed this week in each of my client and listing Spaces.

***

### Learn more:

* [Record in-person meetings on your phone](/workflows/fyxer-in-practice/workflows-by-use-case/record-in-person-meetings-on-your-phone.md)
* [Share context with Spaces](/using-fyxer/share-context-with-spaces.md)
* [Run tasks with Flows](/using-fyxer/run-tasks-with-flows.md)


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