I sold them this house in 2024. In 2026 they called me to sell it.
They didn't interview anyone else. My last three listings all came from past clients I stayed in touch with. Here's every step my system runs on a listing like this one, with real screens. I'm Kristi Olson, a licensed agent and mortgage broker in Arizona.
From "remember me?" to closing.
Every email is the real format. Client names, contact details and message content are changed or hidden. Grey steps aren't in the agent plan yet, and they're marked that way. Steps marked Deal Desk are the add-on.
Stay in touch until they're ready
After closing, past clients hear from me without me remembering to do it: a birthday note, holiday emails and my newsletter. Nothing salesy. When they were ready to move, I was the agent they already knew.
Runs on every past client · birthdays, holidays and the newsletter never need your approval
The call turns into the right cards, on its own
After a recorded call, the note lands in the CRM and I get one short question about where they go. "Listing it" puts them in Ready for Listing Agreement. Another past client's call this month now runs on three tracks: their listing, their loan, and a referral to an agent where they're moving, with a monthly check-in on that referral.
Talked to Jo. Wants to sell this spring and buy in another town.
Move to Listing Appointment / Ready for Listing Agreement / Referred Out, or leave them? I'd say Ready for Listing Agreement.
Just reply with where they go. Any words work.
Real format Names changed. The call summary is an example.
The listing agreement: drafted, sent, watched Deal Desk add-on
The email to my TC is drafted with the sellers, the address and the commission, and comes to me first. I reply "yes." When the TC sends it for signature, the system sees it, and when it's signed the card moves to Getting Ready by itself. If it sits unsigned for 2 business days, I hear about it.
Hi, Kristi is ready for the listing agreement for Jo Smith. Here's everything I have:
Seller: Jo Smith · phone · email
Co-seller: Sam Smith · phone · email
Property: 123 Juniper Ln
Commission: 3%
Can you send it over for signature? Thank you!
Reply "yes" to send it. Different terms? Just say so, like "$425,000, 6 months, 3%", and I'll fix it and send it.
Real format Names and address changed, contact details hidden.
The seller fills in the listing form by chatting
Instead of the paper input form, the seller gets a link to a short chat, about 10 to 15 minutes, that asks what the MLS needs plus what they love about the place. You and your TC get the filled-in sheet, draft public remarks, confidential remarks and directions.
Hi Jo, it's Kristi. Here's the easy version of the listing form for your home. It's a quick chat, about 10 to 15 minutes, and you can stop and come back anytime: (link)
Real format The real text. Name changed.
A listing page on my own website On my site · coming to the plan
279 W Sycamore has its own page on my site, where buyers can ask the house anything and get an answer from the listing file at any hour. People who search the address land on my domain, not a portal. The sign, flyer and open house QR codes each tell me which one brought the visit.
Real screen The live page, olsonhomegroup.com/ask/279-w-sycamore, answering "Does the solar convey?"
A listing reel and a Google post On my site · coming to the plan
The listing became a short reel made from the MLS photos and a Google Business Profile post that links back to the listing page, scheduled for the evening when people scroll.
Every Monday, the seller hears from me
It reads the MLS activity report and the showing emails and drafts the seller's update: views, showings, feedback and a few nearby solds. It never talks about their price. A quiet week still gets an update, with an ask to talk about the plan. I approve it, and it goes.
The same morning I get a private call-prep email for that listing: where it stands, why it may not be selling, what to ask them, and the homes the same buyers also viewed.
Hi Jo,
Your home had 14 new views on the MLS this week, and one showing on Thursday. The agent said their buyers liked the lot and the shop.
Nearby, a 3-bedroom on Elm St sold for $310,000 in August.
Is anything changing at the house this week I should tell showing agents about?
Kristi
If you'd like to talk through the plan, grab a time with me here: (booking link)
Example A new update is written every week from that week's reports. This one is an example with made-up numbers, in the real format.
Under contract: every date on every calendar Deal Desk add-on
When a contract is fully signed, it reads the contract and every counter, asks to move the card to Under Contract, confirms the commission off the paperwork, and puts each deadline on my calendar, my TC's and the lender's. A short Deals brief shows up only on mornings something is due.
After closing, back to step 1
They go back to hearing from me at the right times: birthdays, holidays, the newsletter. That's how this listing found me in the first place.
My other two listings came back the same way.
Past clients called about moving across the state. That one call now runs on three tracks: the listing agreement draft for my TC, their pre-approval checklist with my processor, and a referral to an agent where they're moving, with a monthly check-in until it closes.
I helped her buy in 2025. When her listing paperwork went out for signature, the system recognized it as hers from the address, asked me to move her card along, and kept the agreement in front of me until it was signed.
Names left out on purpose. Every client here is real. Results vary.
Want your past clients to call you back?
30 minutes. I'll show you this running on my own listings, and what it would send your past clients.
See the plans on Apex for realtors.