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Self-Serve · Property

The Property Business
Database Automation
Playbook

A complete growth system for estate agencies ready to turn their contact database into a revenue engine. Strategy, architecture, Claude prompts, automation workflows, and a 90-day roadmap — in one document.

What's included
Growth strategy framework Claude analysis prompts Segmentation system 5 automation workflows 90-day implementation roadmap Database architecture blueprints
01
Buy and open the Playbook
Download the PDF. It contains everything you need — strategy, architecture, prompts, and the full 90-day roadmap.
02
Add it to Notion AI
Upload the Playbook into a Notion page. Then ask Notion AI: "Break this down into a task list for my marketing and sales team, week by week." It will do it in minutes.
03
Follow step by step
Assign tasks. Work the roadmap. Month 1 foundation, Month 2 activation, Month 3 optimisation.
04
You have three months of work to do
The system is built, running, and compounding. A database that surfaces opportunities automatically — without relying on anyone's memory.
£400
One-time · Instant PDF download · Yours to keep
Buy the Playbook →
Setup works if you use it. This is not advisory theatre. It is a working system — built, tested, and refined with real property agencies.

The problem

Your database is your most valuable asset.
Most agencies ignore it.

The average estate agency loses contact with 60–80% of past enquirers within 12 months. Not because those people stopped looking — because the agency stopped showing up.

73%
of enquirers lost within 12 months across unmanaged agency databases
£180
average cost per replacement cold lead via portal advertising and paid social
68%
of transactions come from existing relationships in agencies with active CRM practices

A database of 1,000 contacts where 2% are ready to transact each quarter represents 20 potential instructions. At £8,000–£15,000 per fee, that is £160,000–£300,000 sitting dormant in an unmanaged spreadsheet.

What's inside

9 parts. Every system
you need to build it.

Structured as a complete implementation guide — not theory. Every framework has been built and tested with real property agencies managing real databases.

Part 1
Growth Strategy
The Operational Memory principle and what a well-run CRM actually produces in revenue terms.
Part 2
Pre-Work & Business Audit
Five things you need before opening any CRM — business audit, data audit, GDPR baseline, and technology decision framework.
Part 3
Claude Analysis Prompts
Seven ready-to-use AI prompts to generate your business-specific lifecycle stages, segmentation, cadences, and re-permission sequences.
Part 4
Database Architecture
The four core fields every contact record must have — Type of Customer, Lifecycle Stage, Pipeline Status, and Contact Status.
Part 5
Segmentation System
Five core Active segments with complete filter logic. Contacts route automatically as properties change.
Part 6
Communication Framework
Cadence by segment, UK property send times, database warm-up protocol, and a complete re-permission sequence.
Part 7
Automation Workflows
Five core workflows for HubSpot Starter — enquiry routing, viewing confirmation, silence alerts, and post-completion transition.
Part 8
Team Process Guide
Non-negotiables, daily routines by role, after-call quick reference table, and weekly team review metrics.
Part 9
90-Day Roadmap
Week-by-week implementation across Foundation, Activation, and Optimisation — with KPI benchmarks at each milestone.

Who this is for

Built for boutique and
mid-size property agencies.

Written for residential sales agencies running HubSpot Starter, with a contact database between 500 and 5,000 contacts.

This is for you if
✓ You have 500+ contacts not being actively worked
✓ You're spending on cold leads while ignoring warm relationships
✓ Your team has no consistent after-call or CRM update process
✓ You want a system that runs without ongoing manual effort
✓ You can commit 8–10 hours per week to a 90-day build
This is not for you if
× You want a plug-and-play tool with no implementation
× You're not willing to commit to the 90-day build process
× Your team won't commit to consistent CRM process adherence
× You're looking for a shortcut rather than a system
× You have fewer than 500 contacts in your database

Get the Playbook

Everything you need to build a functioning database automation system for your property business. Instant PDF download.

£400
One-time · Instant PDF download · Yours to keep
Includes: 23-page PDF · 7 Claude prompts · 9 frameworks · 5 workflow designs · 90-day roadmap
Buy the Playbook →

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