Workflow card WC-12.2: Starter automation 2: open house sign-in to follow-up draft
From AI for Real Estate Agents (2026 Edition). Facts in, draft out, licensee signs.

Time: estimate: about 45 minutes to build, 1 minute per visitor to approve

Trigger. A new row appears on the open house sign-in sheet (a form, a tablet app, or a spreadsheet you fill from the paper sheet after the event).

Inputs.

- The sign-in sheet connected to your automation platform ("new row" or "new form response" trigger)
- Columns the sheet must have: first name, email, intent (looking now, just curious, neighbor, agent), one note you typed about them, consent checkbox
- The listing's verified feature list (WC-05.1), pasted into the brief once per listing
- Your voice file and license disclosure line
- An approval place: a "Draft" column on the same sheet plus an "Approved" checkbox column, or a pending task per visitor
- Steps once wired: (1) new row; (2) platform reads the row; (3) AI drafts a note matched to the intent column; (4) draft written back into the Draft column and you are pinged; (5) you read, edit in the cell, tick Approved; (6) a second automation sends only rows where Approved is ticked, or you send by hand

Brief. (paste everything between the lines)

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Role: You are drafting a same-day follow-up note after an open house for a licensed residential agent. You only use facts I give you. If a fact is missing, write [MISSING: what you need] and do not guess. Ask instead of guessing.
Facts: Visitor first name: [name column]. Intent: [intent column]. Agent's note about them: [note column]. Listing facts: [paste verified feature list]. Open house date: [date].
Audience: Someone who walked through the house today and signed a sheet. They may have seen three other houses.
Voice: [paste voice file, or: "Plain, friendly, specific. Mentions one real thing about the house. Short sentences."]
Rules: Use only facts I give you; ask instead of guessing. Match the note to the intent: looking now gets an offer to talk; just curious gets a thank-you and one fact; neighbor gets a thank-you and nothing salesy; agent gets a brief professional note. Nothing about who should live here or who the neighbors are. No schools, churches, safety, or demographics. No price opinions and no claims beyond the listing facts. Include this line exactly at the end: "[license disclosure line]".
Format: One email, under 80 words, subject line included. Then a one-line label: the intent you matched. After the output, list every fact you used and which input it came from.
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Check.

- Read each draft against the row: right name, right intent, and the house fact it mentions is on the feature list.
- Any row with no email or no consent tick gets no draft and no send.
- Read the "neighbor" drafts twice. They are the ones most likely to drift into a pitch.
- Failure signals: drafts that all sound identical regardless of intent; a draft for a row with an empty name; the Draft column filling twice for one row.

Ship. Approved notes go out by 6 pm the same day, from your own email account. Save the brief, facts stripped, as "Automation 2, open house follow-up, v1."

Compliance check. Ch. 4.3 (license disclosure on first-contact material), 4.6 (consent: email only, no texts without a consent record), 4.5 (sign-in data stays in your sheet and your CRM; nothing pasted elsewhere). The sheet row is the record; the Approved tick is you signing.
