Eleven roles of a typical small agency, with the weekly tasks of one full-time person in each and an honest split between what AI agents do and what stays with people.
In an agency the first minutes after an enquiry decide a lot, and most of that work repeats: the same questions about price and availability, matching listings, asking about budget, booking a viewing. AI agents take that front line and keep following up, while realtors keep showings, valuation, negotiation and the signing table. Contracts, accounting, tax and legal checks stay with people, and the content, research and report routines run on a plan with an agents budget.
Hours are modelling assumptions for one full-time person. The status shows who does the task: MyChatBot out of the box, a routine or connector you set up, or a person.
What a manager tracks: Deals closed against plan · Share of exclusive and quality listings in the portfolio · Speed and quality of enquiry handling across the team
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Negotiate exclusive agreements and fee terms with owners and developersTrust, relationships and final terms stay with the head. | 10 | Person | — |
| Handle escalated and sensitive client negotiations | 6 | Person | — |
| Run team meetings and one-to-ones with realtors and coordinators | 5 | Person | — |
| Set strategy, fee policy and marketing budget | 4 | Person | — |
| Approve discounts, terms and exceptions on deals in progress | 5 | Person | — |
| Compile the weekly summary of chats, leads and unanswered requestsRead-only report; the head decides what to change. | 3 | MyChatBot does it | Summarise last week's chats and leads into a report |
| Review how managers handled chats that were handed over to themScores arrive in batches after a handoff finishes; coaching stays with the head. | 3 | MyChatBot does it | Review conversations and score human managers' replies |
| Read a short morning note on yesterday's account activity and market newsRun on demand or on a schedule; delivery to Telegram needs a connected bot. | 2 | MyChatBot does it | Write a short morning briefing on the account and market |
What AI agents handle: Writes a weekly report on chats, leads and unanswered requests and a short morning note on the account and market, and scores how handed-over conversations were handled.
What stays with the person: Exclusive agreements, fee terms, escalated negotiations, team leadership and every decision on strategy and budget.
What a manager tracks: Qualified enquiries by channel · Cost of a qualified enquiry · Turnout at presentations and open-house days
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Plan the campaign calendar, offers and budgets by channel | 5 | Person | — |
| Manage ad accounts: audiences, bids, budgets and creativesAgents can list ad accounts and campaigns, not edit bids or budgets. | 9 | Person | — |
| Build landing pages for new developments and open-house daysThe person writes the brief with verified facts; the result is one scrolling page on a page.mychatbot.app address. | 4 | MyChatBot does it | Build and publish a landing page from a written brief |
| Run sign-up and reminders for presentations and open-house daysNeeds a Telegram bot connected; a person can be in one active funnel at a time. | 3 | MyChatBot does it | Run a step-by-step Telegram funnel with buttons and reminders |
| Send new-listing announcements and offers to a segment of the buyer databaseOnly channels that can open a chat reach new people; send only to those you may lawfully contact. | 4 | MyChatBot does it | Send a one-time message campaign to a customer segment |
| Capture lead-ad enquiries and send a first messageNeeds Facebook page and Meta Ads add-on; first message only on channels that can start a chat. | 3 | MyChatBot does it | Capture Facebook and Instagram lead-ad leads and follow up |
| Track news about competitors and your market in a short briefType the topics and competitors to watch before each run. | 2 | MyChatBot does it | Watch competitors and market news and write a brief |
| Organise open-house days and agree partnerships with developers and banks | 7 | Person | — |
What AI agents handle: Builds one-page campaign sites, runs event sign-ups and reminders in Telegram, sends listing announcements to a segment of the database, sends a first message to lead-ad enquiries and briefs the manager on competitor and market news.
What stays with the person: Strategy, budgets and ad account management, plus the partnerships and events that depend on people being in the room.
What a manager tracks: Reach and saves on listing posts · Comments and messages that become leads · Consistency of the posting plan
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Plan the week of posts: new listings, area guides and buyer tipsDelivers a plan with captions to paste; it does not publish. | 3 | MyChatBot does it | Write a 7-day content plan with captions |
| Write captions, hooks and post variants for listingsThe person supplies verified property facts and edits before posting. | 5 | MyChatBot does it | Write captions, hooks and post variants in bulk |
| Generate three reels with captions and music from a written briefGenerated from a brief, not edited from your footage; scheduling needs connected accounts and an auto-posting plan. | 3 | MyChatBot does it | Produce three reels with captions, music and a posting plan |
| Film and photograph properties, neighbourhoods and team stories | 10 | Person | — |
| Reply to comments and continue the conversation in direct messagesOn Instagram the private message arrives as a request the person must accept. | 3 | MyChatBot does it | Reply to post comments and continue the sale in DMs |
| Answer direct messages about listings and viewingsSame assistant also covers Messenger and TikTok; Instagram needs a business account linked to a Facebook page. | 6 | MyChatBot does it | Answer customer questions in Instagram DMs |
| Handle reputation: reviews, complaints and sensitive replies personally | 4 | Person | — |
| Review post performance and engagement trendsNeeds a custom connector to the analytics area and a paid social plan; no ready-made report. | 2 | Possible with setup | Pull post analytics and engagement trends into a report |
What AI agents handle: Drafts the weekly plan, captions and reels packs, and answers comments and direct messages, moving real requests towards a viewing.
What stays with the person: Filming and photographing real properties, the voice of the brand, and anything that touches reputation or a sensitive client situation.
What a manager tracks: Share of listings with complete data and photos · Time from signed agreement to live listing · Enquiries per listing
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Collect property details, documents and photos from owners and realtors | 6 | Person | — |
| Arrange photography, floor plans and virtual tours and check quality | 6 | Person | — |
| Draft listing titles and descriptions, with variants per portal, from verified factsThe person supplies verified facts and checks every claim; attach existing listings as knowledge for tone. | 7 | MyChatBot does it | Write captions, hooks and post variants in bulk |
| Publish and update listings on portals and the agency siteNo property-portal connector is documented, so portal admin stays manual. | 7 | Person | — |
| Spot-check a sample of listings for missing prices, photos and descriptionsNeeds listings connected as a catalog; it samples 10-15 items, not all, and a person fixes the gaps. | 2 | MyChatBot does it | Audit the product catalog for missing prices and photos |
| Keep prices, availability and withdrawn listings in sync across channelsThe assistant quotes whatever the catalog holds, so stale data reaches buyers. | 6 | Person | — |
| Publish a one-page showcase for a featured property or new developmentOne scrolling page, not a multi-page site; the brief with verified facts comes from the person. | 3 | MyChatBot does it | Build and publish a landing page from a written brief |
| Verify facts with realtors and owners before anything goes live | 3 | Person | — |
What AI agents handle: Drafts listing texts and variants, spot-checks a sample of the catalog for missing prices and photos, and builds one-page showcases from a brief.
What stays with the person: Photos and floor plans, fact-checking with owners and realtors, portal publishing and keeping the source data current.
What a manager tracks: Time to first reply · Share of enquiries qualified · Enquiries that become booked viewings
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Answer enquiries from listing ads in WhatsApp and other messengersOfficial WhatsApp needs approved templates for business-started messages; Telegram, Viber and web chat use the same assistant. | 8 | MyChatBot does it | Answer customer questions on WhatsApp |
| Send matching listings with photos and linksNeeds listings loaded as a catalog with a photo each; photo search needs image indexing on. | 4 | MyChatBot does it | Find and recommend products from your catalog or a photo |
| Ask budget, timeline and financing and record them on the leadContact fields, labels and statuses must be created first. | 4 | MyChatBot does it | Qualify a lead and set its labels and funnel stage |
| Create leads in the CRM with the chat link and sourceOne CRM per assistant; someone connects it and chooses the fields it may fill. | 2 | MyChatBot does it | Create or update leads, deals and orders in your CRM |
| Follow up with enquirers who went quietA person publishes it; on official WhatsApp or Messenger, messages after the messaging window need an approved template. | 3 | MyChatBot does it | Send a follow-up sequence to leads who go quiet |
| Call serious and complex enquiries personally and check the fit | 9 | Person | — |
| Assign serious enquiries to the right realtor by area and price range | 3 | Person | — |
| Review the old enquiry database and pick leads worth revivingNeeds a routine built with Claude or Codex; read-only unless you instruct writes. | 3 | Possible with setup | Audit hundreds of quiet clients and recommend next actions |
What AI agents handle: Answers enquiries, matches listings, qualifies budget and timeline, creates the lead and keeps following up with those who go quiet.
What stays with the person: Judging which enquiries are serious, personal calls, and choosing the realtor who should take each client.
What a manager tracks: Deals closed · Viewings that lead to offers · Client satisfaction and referrals
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Show properties to buyers and tenants on site | 12 | Person | — |
| Value properties and prepare seller presentations | 4 | Person | — |
| Negotiate price and terms between buyer and seller | 6 | Person | — |
| Meet owners to agree listing terms and collect documents | 4 | Person | — |
| Draft replies in handed-over chats for the realtor to edit and sendThe realtor edits and sends; drafts work only while the chat is in operator mode. | 3 | MyChatBot does it | Draft and translate replies for a human operator |
| Nudge buyers who go quiet after viewings and at silent stagesA person publishes the sequence and sets the status it targets; chats in operator mode are skipped. | 3 | MyChatBot does it | Send a follow-up sequence to leads who go quiet |
| Update lead and deal records after conversationsCovers what happens in chat; notes from calls and viewings are added by the person. | 2 | MyChatBot does it | Create or update leads, deals and orders in your CRM |
| Offer free viewing slots to buyers and book them into the viewing calendarNeeds staff and a Viewing service; changes made by staff send nothing to the client. | 3 | MyChatBot does it | Book, reschedule and cancel appointments on the built-in calendar |
What AI agents handle: Drafts replies in handed-over chats for the realtor to edit and send, nudges buyers who go quiet after viewings, books viewing slots and keeps lead records in the CRM up to date from chats.
What stays with the person: Showings, valuation, negotiation, and the relationship with the client and the owner from first meeting to signing.
What a manager tracks: Viewings that take place as planned · Time to answer client questions · Client satisfaction after viewings
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Book viewings into realtors' free calendar slotsNeeds staff and a Viewing service; owners' availability and staff-side changes are handled by a person. | 6 | MyChatBot does it | Book, reschedule and cancel appointments on the built-in calendar |
| Queue a reminder to clients before a viewing booked in chatOnly for viewings the assistant books in chat, with self-schedule on; the calendar sends none. | 3 | MyChatBot does it | Schedule a reminder or call-back to a customer in the chat |
| Answer routine questions about areas, fees and the buying processAnswers come from your FAQ and documents; sensitive cases go to a person. | 5 | MyChatBot does it | Answer routine questions from your FAQ and documents |
| Answer incoming calls about viewings and listingsNeeds a SIP trunk or Twilio number; transfer to a person follows a condition you set. | 3 | MyChatBot does it | Answer inbound phone calls with an AI voice assistant |
| Handle questions that need judgement, reassurance or a personal touch | 8 | Person | — |
| Nudge clients who went quiet about missing documentsNeeds a status such as documents pending; a person publishes it and checks what arrives; signing stays human. | 3 | MyChatBot does it | Send a follow-up sequence to leads who go quiet |
| Arrange keys, access and logistics for viewings with owners and tenants | 6 | Person | — |
| Collect feedback after viewings and pass it to owners | 5 | Person | — |
What AI agents handle: Offers free viewing slots, queues viewing reminders in chat, answers routine process questions and calls, and nudges clients who go quiet about missing documents.
What stays with the person: Keys, access and owners' agreements, reassurance for nervous clients, and every case that does not fit the standard process.
What a manager tracks: Deals closed on schedule · Complete document packages at each stage · Deals delayed by missing paperwork
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Collect and check documents from sellers and buyers | 8 | Person | — |
| Coordinate notary, bank, valuation and registry appointments | 6 | Person | — |
| Review the deal board for stalled or overdue steps and write a status noteNeeds a board connector such as Trello or Asana; it changes tickets only when asked. | 4 | Possible with setup | Triage the task board and write a status summary |
| Turn requests that clients raise in chat into tasks with due datesTask Manager must be connected; every task is tied to a lead. | 3 | MyChatBot does it | File a follow-up task for a manager from a conversation |
| Explain closing steps and document checklists to clientsAnswers come from your process documents; the status of a specific deal stays with a person. | 4 | MyChatBot does it | Answer routine questions from your FAQ and documents |
| Coordinate contract drafts with the lawyer and notary and flag open pointsDrafting, review and signing are not covered by MyChatBot. | 4 | Person | — |
| Prepare handover reports, utility readings and key transfer | 4 | Person | — |
| Update deal stage and notes in the CRM | 3 | Person | — |
What AI agents handle: Explains the process and checklists to clients, turns client requests into tracked tasks and, with a board connector, flags stalled deals.
What stays with the person: Document checks, notary and bank coordination, contract review with the lawyer and the handover itself.
What a manager tracks: Commissions paid correctly and on time · Accounts reconciled at month end · Tax filings submitted by the deadline
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Record income and commissions and reconcile bank statements | 10 | Person | — |
| Prepare invoices and acts for clients, developers and partners | 5 | Person | — |
| Calculate and pay realtor commissions and payroll | 6 | Person | — |
| Prepare tax returns and statutory reports and file them | 6 | Person | — |
| Log supplier invoices and receipts from email into an expenses sheetNeeds Gmail and Google Sheets connected; no accounting system is involved and a person categorises. | 3 | Possible with setup | Log invoice and receipt emails into an expenses sheet |
| Check deposits and advance payments against deal documents | 4 | Person | — |
| Chase overdue payments from clients and partners | 2 | Person | — |
| Close the month and report results to the head | 4 | Person | — |
What AI agents handle: Little: with Gmail and Google Sheets connected, an agent can file invoice and receipt emails into an expenses sheet for a person to review.
What stays with the person: Bookkeeping, invoicing, commissions, payroll, tax and every figure that goes into a statutory report.
What a manager tracks: Time to fill an open position · New realtors reaching a first deal · Retention through the first year
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Write vacancy texts and outreach messages for candidatesThe person edits and posts the text; attach agency culture notes as knowledge. | 2 | MyChatBot does it | Write captions, hooks and post variants in bulk |
| Research realtor and coordinator candidates on public web pages into a tablePublic pages only; some job boards and LinkedIn may block the browser, and the agent then says so. | 5 | MyChatBot does it | Research leads or candidates into a sourced table |
| Review the candidate pipeline and draft follow-ups for those waitingWorks over Work.ua: add HR Recruiter (Work.ua) from the agent library; it drafts and a person sends. | 4 | MyChatBot does it | Review the candidate pipeline and draft follow-ups |
| Screen candidates by phone and run interviews | 9 | Person | — |
| Make hiring decisions with the head and negotiate offers | 3 | Person | — |
| Onboard new realtors: training, tools and CRM access | 6 | Person | — |
| Run probation reviews and one-to-ones on motivation | 4 | Person | — |
| Handle employment paperwork and HR records with the accountant | 4 | Person | — |
What AI agents handle: Drafts vacancy texts, assembles sourced candidate tables from public pages and lists candidates who went quiet with a draft follow-up.
What stays with the person: Interviews, hiring decisions, offers, onboarding and every conversation about performance or motivation.
What a manager tracks: Timeliness and accuracy of weekly reports · Cost of a qualified enquiry by source · Conversion from enquiry to viewing to deal
| Task | h/week | Who does it | MyChatBot capability |
|---|---|---|---|
| Compile weekly enquiry volume and AI cost by channel and campaignSales figures come only from recorded orders, so deal revenue is read from the CRM or books. | 4 | MyChatBot does it | Report sales, chat volume and AI cost by channel and campaign |
| Review which follow-up campaigns get replies and which stallNeeds follow-up campaigns set up; the person decides which changes to make. | 3 | MyChatBot does it | Review which follow-up campaigns get replies |
| Fill missing statuses and labels so reports can be trustedRuns on a schedule; existing values are kept unless overwrite is switched on. | 3 | MyChatBot does it | Fill in missing funnel statuses and labels on recent chats |
| Have a weekly digest of pipeline changes and chats emailed to one named addressNeeds Gmail connected and a paid agents balance; it reports MyChatBot numbers, not accounting data. | 2 | Possible with setup | Email yourself a weekly digest of pipeline, chats and orders |
| Build the funnel report from enquiry to viewing, offer and deal | 8 | Person | — |
| Analyse local prices, demand and competitor offers | 8 | Person | — |
| Forecast pipeline and commissions for the next quarterPipeline forecasting is not documented in MyChatBot. | 4 | Person | — |
| Answer ad hoc questions from managers and test hypotheses | 5 | Person | — |
What AI agents handle: Produces the routine weekly numbers: chat volume and cost by channel, campaign reply review, tidy statuses and, with Gmail connected, an emailed digest.
What stays with the person: Funnel analysis across CRM and sheets, price and market analysis, forecasts and the judgement on what the numbers mean.
No. Showings, valuation and negotiation stay with realtors. Once a person loads your listings and connects a calendar, the agent answers questions, sends matching listings with photos, qualifies the buyer and books the viewing, then hands the chat to a person in the cases your instructions describe.
You load listings as a product feed or a Google Sheet with a photo link for each property, and switch on image indexing so buyers can send a photo and get the closest-looking listings to confirm. Viewings go into the built-in calendar once you set the business timezone and add each realtor as staff plus a Viewing service. Changes made by staff on the calendar send nothing to the client, so a person tells them.
It answers on WhatsApp, Instagram, Facebook Messenger, TikTok, Telegram, Viber, Gmail, SMS, website chat, phone calls and OLX in Ukraine, Poland or Romania, once a person connects each channel with its own account or token. It can start a conversation only on Personal WhatsApp, a Telegram account, a Viber number connected through E-Chat.tech, Gmail, SMS or calls, and only to people you may lawfully contact. Instagram, Messenger, TikTok, WhatsApp Business and Viber bots need the person to write first.
No. Contract drafting, e-signature, invoicing, bookkeeping, payroll and tax are not covered and stay with your lawyer, notary and accountant, as do deposits and advance payments. With Gmail and Google Sheets connected, an agent can log invoice emails into a spreadsheet for a person to review, and qualified leads can be written to your CRM once someone connects it.
Create an account, connect one channel and start with the roles where agents already cover the most hours.