AI Staff

01 / WHERE THEY FIT

Every office has work that falls between people.

We looked at where brokerages lose the most. Three things came up again and again: the call nobody picks up, the silence after an offer is accepted, and the marketing that waits for a free afternoon. Here is how AI Staff take each one at Pellbrook.

USE CASE 01 · THE PHONES

The call nobody picks up.

Buyers call when they are thinking about it: evenings, Sundays, from the car after a showing. Many go with the first agent who calls back. A voicemail on Sunday night is often a client gone by Monday.

Marisol takes it. Front Desk.

1. Answers the office line and her own number on the first ring, day or night, in English or Spanish. She says she is Pellbrook’s AI assistant.
2. Asks what a good agent would: timeline, area, whether they have spoken to a lender, when they can see a home.
3. Books the showing on the right agent’s calendar and texts that agent a summary before the caller has hung up.

Your people: show the home. The lead is already in the CRM, with the call attached.

Phone lineTextCRMAgents’ calendars

9:21●●●

Marisol · PellbrookAI Staff · Front Desk

Sunday 9:14 PM

New buyer lead for you. Called the main line at 9:08.

CALL SUMMARY · 6 MIN

Relocating for a job at the regional hospital. Moving from out of state in the summer.

Wants 3 bedrooms in Halden or Corliss. Has spoken to a lender. Spanish and English at home.

BOOKED

Saturday 10:30 AM · the Birch Lane listing · on your calendar

Transcript and recording are in the CRM. I told her you’d text by 9 tomorrow.

Perfect, thank you. I’ll call her first thing.

USE CASE 02 · THE CLOSING

The quiet weeks between offer and closing.

Once a contract is signed the work turns into dates, documents and other people’s deadlines. The client hears nothing and assumes nothing is happening. Poor communication is one of the most common complaints clients make about agents, and it gathers here.

Owen takes it. Transaction Coordinator.

1. Reads the signed contract into a timeline the day it is signed: inspection, appraisal, loan, walk-through, closing.
2. Emails the client every Friday, and whenever a date moves: what is done, what is next, what we need from you.
3. Chases missing documents and warns the agent three days before any deadline at risk.

Your people: the transaction coordinators handle the exceptions. The agent handles the conversations that need a person.

Transaction softwareE-signatureEmailCalendars

Inbox

Owen Hartley · Pellbrook Real Estateowen@pellbrook.example.com · Friday 8:00 AM

Your sale on Marsh Road: week 3 of 5

Good morning. Here is where your sale stands.

• DoneInspection, and the repair agreement both sides signed.
• NextThe appraiser visits Tuesday morning. You don’t need to be home.
• From youNothing this week.
• Coming upFinal walk-through, then closing.

Your agent will call you after the appraisal. If anything changes before next Friday, I’ll write the same day.

Owen · Pellbrook’s AI transaction coordinator. Reply any time, or call the office at (555) 555-0142.

USE CASE 03 · MARKETING AND REPUTATION

The marketing that waits for a free afternoon.

Listing launches depend on which agent you ask. Review replies sit for days. Past clients, where so much repeat business and referral comes from, hear from the office once a year.

June takes it. Marketing Coordinator.

1. Builds every listing launch from the same checklist: photos booked, description drafted within fair housing rules, posts and the email to past clients ready.
2. Drafts a reply to every review within the hour, in the company’s voice and under its rules.
3. Writes each agent’s check-ins to past clients: home anniversaries, a note in the quiet months.

Your people: approve in one tap. Nothing public goes out without a person.

ListingsWebsiteSocial accountsNewsletterReview sites

Staff desk · Waiting for you

Waiting for you 4

REVIEW REPLY · 1 STAR · DRAFTED 12 MIN AFTER THE REVIEW

“We’re sorry you felt out of the loop after your offer was accepted. That isn’t the experience we want for anyone. Please call us so we can hear what happened.”

EditApprove

LISTING LAUNCH · TAMSIN LAKE CABIN

Photos booked Tuesday. Description, three posts and the past-client email ready.

ReviewApprove

PAST CLIENTS · 12 HOME ANNIVERSARIES THIS MONTH

A short note from each agent, in their own name.

ReviewApprove

FIRST UPDATE · NEW CONTRACT ON ELM COURT

Owen’s first Friday email to a new client. After you approve the first, the weekly ones go out on their own.

EditApprove

EVERY MORNING

One page before the day starts.

An owner’s morning goes to finding out what happened overnight: who called, what moved, what is waiting.

Hollis writes it. Chief of Staff.

1. Reads what every staff member did since yesterday and what is due today.
2. Puts it on one page at seven, most important first, with the decisions only you can make.
3. Turns a request from you into the week’s plan, with an owner on every step: a person, or one of the AI Staff.

You: read one page, make three decisions.

7:02●●●

Hollis · Morning briefAI Staff · Chief of Staff

NEEDS YOU TODAY

1. Approve the reply to Saturday’s 1-star review. June has it ready.
2. Decide who takes the hospital relocation lead if Halden North is full.
3. Sign off Owen’s first update on Elm Court.

OVERNIGHT

Marisol took 6 calls and 9 texts. 3 showings booked, 2 new leads routed.

THIS WEEK

Appraisal on Marsh Road Tuesday. Two closings Thursday, both on time.

02 / THE STAFF

Four staff. Each owns a lane.

Hollis Reed

Chief of Staff

Owns the week. Tells you what matters first, and in what order.

Calm, brief, decisive.

• The morning brief
• The week’s plan, with owners
• Escalations to the right person

EmailText

Marisol Vega

Front Desk

Owns the phones and every new inquiry. Nobody reaches a voicemail.

Warm, quick, bilingual.

• Calls and texts, day and night
• Qualifies and books showings
• Routes leads by your rules

VoiceOwn numberText

Owen Hartley

Transaction Coordinator

Owns every date between offer and closing.

Precise, patient, a little dry.

• Contract-to-close timelines
• The Friday client update
• Document chasing, deadline warnings

Own emailText

June Park

Marketing Coordinator

Owns listing launches, reviews and every past client.

Bright, fast, writes like a neighbour.

• Listing launch kits
• Review replies within the hour
• Past-client check-ins, the newsletter

Own emailSocial drafts

See the brand, site and print we built around them

Every staff member says it is AI, on every call and in every message. Anything that speaks for you in public, touches money or terms, or answers a complaint waits for a person to approve.

03 / HOW THEY WORK

They work inside what you already run.

1. 01
   One company fileThey know your business from one document you control: services, towns, people, seasons, rules and voice. Change the file and the staff change with it.
2. 02
   Your rules, kept in codeYou decide what goes out alone and what waits for you. The rules that matter most, like fair housing and never quoting a price or promising a result, are enforced by the software, not left to good behaviour.
3. 03
   Connected to your toolsWe connect them to the systems you already run, so a booked showing lands on a real calendar and a new lead lands in your CRM. No new app for your agents to learn.
4. 04
   Everything on the recordEvery call is transcribed and every message kept, so you can see exactly what was said, by whom, and when.

04 / WHAT THEY CAN HAVE

A phone, an inbox and a voice.

05 / WHAT IT COSTS TO RUN

Running costs, in the hundreds a month.

What the four staff would cost to run at an office Pellbrook’s size, at typical provider prices in September 2026. Your volume sets the real number. What we charge to build it is scoped separately.

An office that uses them only for email and written work runs about $30–$110 a month. Calls are the biggest variable: every extra 1,000 minutes adds roughly $100–$250.