Real Geeks Workflow Overview Guide

Table of Contents

• What Are Workflows
• Accessing the Workflow Creation Library
• Setting Up a Workflow Campaign
• Assigning Leads to a Workflow
• Using Workflow Steps
  • Send Email
  • Send Text
  • Schedule Follow-Up Reminder
  • Apply or Remove Tag
  • Update Lead Status
  • Trigger New Campaign

• Best Practices for Workflow Campaigns

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What Are Workflows

Workflows are automated campaigns designed to streamline both your lead communication and your internal organization. Every workflow is made up of scheduled steps that can send emails or texts to your leads, but just as importantly, they can update lead statuses, apply or remove tags, create follow-up reminders, or even trigger a new campaign once the current one finishes.

By automating these tasks, workflows help you stay focused on high-value activities like showing homes, writing offers, or handling negotiations, while the system takes care of the repetitive but necessary details.

Whether you're guiding a new buyer with a series of helpful messages or tagging leads based on their behavior, workflows allow you to keep your CRM clean and your pipeline moving.

This entire process runs without you needing to take action—until it’s time for the personal follow-up that makes your service stand out.

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Accessing the Workflow Creation Library

To view, create, or edit your workflows, you'll need to access the Drip Workflow area in the CRM.

1. Go to leads.realgeeks.com
2. Click Automations
3. Select Drip Workflows

This page will display all of your active, paused, or draft campaigns. You’ll also find options to build a new workflow by clicking the New Workflow button.

Create a New Workflow

When you start the process of creating a workflow, you'll be asked what type of workflow you'd like to create. There are three (3) ways to create a workflow in Real Geeks: 

• Blank Workflow – Build a fully custom campaign from scratch, perfect for niche lead scenarios or personalized outreach.
• Workflow from Library –Start with a pre-built campaign created by Real Geeks. You can preview the campaign to see all the ready-made steps, including when each step is scheduled and how the cadence is structured. If it fits your strategy, select the campaign and customize the message content and timing to make it your own.
• Copy Existing Workflow – Use this option to duplicate and repurpose one of your existing campaigns. Ideal if you've already built a solid workflow and want to reuse the structure for a new audience or lead segment.

After selecting your workflow creation method, you'll be taken to the Settings screen. This is where you'll name your campaign, determine how leads should be subscribed (either manually or through automated triggers) and establish what should happen if a lead replies to one of the messages in your workflow.

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Workflow Name

This is the internal name of your campaign. Choose something short and descriptive so it’s easy to remember what the workflow is and who it’s meant for. It’s helpful to include the target audience or purpose in the name.

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Workflow Subscription Trigger

This setting controls how leads are added to your workflow. Choose Nothing if you prefer to manually assign leads.

If you select When a new lead is added or reassigned to a different agent, you can then define which lead sources or assigned agents will trigger this workflow. Use the source and agent fields to search and filter by your CRM setup for more specific targeting.

Common Buyer Lead Sources	Common Seller Lead Sources
Website Property Search Website Agent Landing Page Website Property Landing Page Zillow Trulia.com Realtor.com Website Coming Soon Landing Page	Website Property Valuation Agent Landing Page Website Property Valuation Website Market Report Page

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Lead Reply Reactions

You can control what happens if a lead replies to a message in your workflow. You have two options: keep the workflow active so the remaining messages send as scheduled, or pause the workflow automatically to give you a chance to follow up personally. Pausing can help avoid duplicate communication and lets you take over the conversation with a more human touch.

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Assigning Leads to a Workflow (Individually & in Bulk)

Once your workflow is created, you’ll need to decide how to assign it to your leads. Real Geeks offers flexible assignment options to fit both one-on-one outreach and high-volume lead management.

You can subscribe a lead to a workflow using one of three methods: manual assignment, automated triggers, or bulk assignment using filters.

Manual Assignment
If you're working with a lead directly, you can assign a workflow right from their profile.

How to assign manually:

1. Open the lead’s profile in the CRM
2. Click the Workflows tab
3. Open the Select a Workflow dropdown
4. Choose the campaign you want to assign
5. Click Add

This method gives you full control and is ideal when you’re responding to a conversation, post-meeting follow-up, or want to start a specific campaign based on the lead’s behavior.

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Automated Triggers

You can also assign workflows automatically using custom triggers during the setup of your campaign. Triggers are based on:

Bulk Assignment

If you want to assign the same campaign to a group of leads at once, you can do this directly from the Leads list using filters and the Bulk Actions tool.

When to use bulk assignment:
This is best for creating segmented campaigns—like assigning a neighborhood-specific workflow to leads tagged with a zip code, or re-engaging older leads that haven't responded.

How to bulk assign leads to a workflow:

1. Go to the Leads List in your CRM
2. Use the Lead Filter to group the leads you want to target
3. Click Bulk Actions
4. Choose Workflow-Drip from the action menu
5. Select the workflow you want to assign from the Campaign dropdown - Make sure Subscribe is selected
6. Click Next, then select Change Subscription to complete

This allows you to quickly launch customized campaigns for any group of leads, without having to assign them one at a time.

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Workflow Steps

Each workflow is made up of individual steps that tell the system what action to take and when. These steps can be used to communicate with your leads or help you stay organized behind the scenes. Every step is customizable based on the timing and purpose of your campaign.

In Real Geeks, you can choose from six step types when building a workflow:

• Send Email: Deliver a pre-written email to the lead
• Send Text: Send a scheduled text message directly to the lead’s mobile device
• Schedule Follow-Up Reminder: Create a task in the CRM that reminds you to follow up manually
• Apply or Remove Tag: Add or remove labels from a lead’s profile to help with internal tracking and segmentation
• Update Lead Status: Change the lead’s status automatically based on where they are in the pipeline
• Trigger New Campaign: Automatically start a new workflow when the current one ends

Each step serves a specific purpose, whether it’s keeping the conversation going, helping you stay organized, or transitioning the lead to a new stage in their journey.

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Send Email

This step allows agents to send an email to the lead as part of an automated campaign. The content of the email is created by you, and while it’s scheduled in advance, it can still feel personal and timely. These messages are useful for both long-term nurturing and high-touch communication.

Emails can include:

• Plain or rich text content

• PDF attachments or other resources

• Video messages embedded by the agent and delivered to the lead’s inbox

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Send Text

This step allows you to send a pre-written text message to a lead’s mobile number. Texts are short, conversational, and highly effective for quick communication or engagement.

Text messages can include:

• Plain text

• Links to your site, resources, or video messages

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Schedule Follow-Up Reminder

This step creates a task for you or your team to follow up with the lead manually. You decide what kind of follow-up action is needed (e.g. call, text, review profile) and when the task should appear.

Why it’s helpful:

Follow-up reminders help you stay consistent and add a human touch where automation ends.

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Apply or Remove Tag

This step automatically applies or removes tags from a lead’s profile. Tags help you organize leads by interest, behavior, source, or stage—making it easier to manage your pipeline and launch follow-up campaigns.

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Update Lead Status

This step automatically updates the lead’s status in your CRM profile. Statuses reflect where a lead is in your sales pipeline and help you prioritize follow-ups.

Status options include:

New, Attempted Contact, Nurture, Appointment Set, Showing/Listing, Contract, Closed, Do Not Contact, Non-Client

If you’ve created a custom status in your CRM settings, it will also appear in this list and be available to assign within any workflow. You can manage or add custom statuses in the CRM Settings Customization page.

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Trigger New Campaign

This step lets you automatically enroll a lead into another workflow when the current one ends. It’s a seamless way to keep leads engaged without needing to manually assign the next campaign.

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Best Practices for Workflow Campaigns

Building effective workflows takes more than just automation. The most successful agents use workflows strategically to stay consistent, personalize outreach, and move leads closer to conversion over time.

Below are some best practices to help you get the most out of the Real Geeks workflow system:

1. Start Simple and Build as You Grow

You don’t need a complicated campaign to get started. Begin with a few steps, like a welcome email, a quick follow-up text, and a call reminder. The system is designed to grow with you. As your strategy becomes more defined, your workflows can become more advanced, incorporating tags, status updates, and chained campaigns.

2. Create Workflows for Different Lead Scenarios

Not all leads are the same, so your communication shouldn’t be either. Build targeted workflows for specific groups like buyers, sellers, referrals, and past clients. You can also go more niche, with campaigns for open house registrants, cold leads, or specific locations.

3. Use Follow-Ups to Stay Accountable

Include manual reminders to ensure you're calling or checking in with leads personally. Follow-up steps help you stay organized and add a human element to your automation.

4. Tag and Update Status Throughout Campaigns

Use tags and lead statuses to track progress and group leads by behavior, source, or engagement. Updating these elements automatically in your workflows keeps your CRM clean and easy to manage.

5. Avoid Over-Automation

Automation is powerful, but balance it with personal interaction. Use automation for routine tasks and be ready to pause the workflow when a lead replies so you can step in directly.

6. Review and Improve Campaigns Regularly

Check on your workflows every few months to keep them relevant. Adjust messaging, timing, or structure based on lead behavior and business changes.

Example tip:
Rather than one generic buyer campaign, create two variations—one for first-time buyers and another for experienced buyers who are upsizing. This lets you provide more relevant and valuable content to each audience.

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Workflows are built to work for you. With a little planning and creativity, you’ll automate the busy work while staying connected to every lead in a meaningful way.

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