Template T-12.1: Automation map (one page per automation)
From AI for Real Estate Agents (2026 Edition). Facts in, draft out, licensee signs.

Fill one of these for every automation before you build it, and keep it current afterward. If you cannot fill every row, you are not ready to build. Keep the pages in one folder, printed or digital, where someone other than you could find them.

Name: [plain words a stranger would understand, for example "New lead alert and draft reply"]

Built on: [date]  Last reviewed: [date]

Trigger.

- The one event that starts it: [event]
- Where it comes from: [app or form]
- How often it fires in a normal week: [your estimate; replace with the run count after one month]

Steps, in order.

1. [app] does [what]
2. [app] does [what]
3. AI drafting step, using brief "[brief name in the library]"
4. Draft lands at [approval place]
5. [what happens after approval, and who does it]

Approval point.

- Where the draft waits for me: [drafts folder / flagged row / CRM task / message ping]
- Who approves: [name]
- What happens if nobody approves within [N] hours: [nothing goes out / reminder fires / backup person is pinged]
- What this automation can never do on its own: [send to a client / text anyone / change a record]

Failure signal.

- Silence: if it has not run in [N] days, something is wrong
- Duplicates: how I would see two runs on one record: [where to look]
- Wrong data: the field most likely to be wrong, and where I check it: [field, source]
- Who checks, and when: [name, day of week]

Owner. [one name]. Backup who knows where the switch is: [one name, or "none yet"].

Cost.

- Platform plan and tier: [plan], [amount] per month
- AI usage last month: [amount], from the usage page
- Other add-ons: [item, amount]
- Monthly total: [amount]

Off switch. Exact path to the on/off control: [app, menu, control name]. Date I last turned it off and on to confirm: [date].

Data in the loop. Which fields this automation reads: [list]. Confirm none of them are on the "Data I never paste" list (T-04.4): [ ] confirmed.

Compliance. Which Chapter 4 sections apply: [4.x, 4.y]. Disclosure line present in the brief: [ ] yes. Consent record location, if it touches texts or calls: [where].

Notes. [anything the next person would need to know]
