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Automate Real Estate Open House Follow-ups with SignSnapHome, HubSpot, and Twilio

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Created by: Kaden Reese || kadenreese

Kaden Reese

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Last update 20 days ago

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SignSnapHome to Multi-CRM Auto Follow-up: Complete Real Estate Open House Automation

Transform Your Open House Leads into Clients with Zero Manual Work

Are you tired of manually entering open house visitor information into your CRM? Losing hot leads because you didn't follow up fast enough? This powerful n8n workflow automatically syncs every SignSnapHome open house sign-in to three major real estate CRMs and executes a customizeable 7-day follow-up sequence via email and SMS.

Setup Video Here

🎯 What This Workflow Does

This automation creates a complete, hands-free lead nurturing system for real estate agents using SignSnap Home for open house visitor management. Every time someone signs in at your open house, this workflow:

  1. Instantly captures all visitor data from SignSnap Home via webhook
  2. Intelligently scores each lead based on agent status and property interest
  3. Automatically syncs contact information to three CRMs simultaneously:
    • HubSpot - For marketing automation and pipeline management
    • Follow Up Boss - For real estate-specific lead management
    • Monday.com - For team collaboration and task tracking
  4. Logs everything to Google Sheets for complete audit trail and reporting
  5. Sends personalized follow-ups over 7 days for qualified leads:
    • Day 0: Immediate thank you email
    • Day 2: SMS text message check-in
    • Day 5: Market update email with consultation offer
    • Day 7: Automatic task created in HubSpot for agent to call

🔥 Key Features

Smart Lead Qualification

Not all open house visitors are equal. This workflow automatically identifies qualified leads who receive the full follow-up sequence:

✅ Visitors who don't currently have a real estate agent
✅ Visitors who have an agent but haven't signed a buyer agreement

Leads who already have representation get the basic treatment (thank you email + CRM sync) to respect existing relationships while still capturing their information for future opportunities.

Multi-CRM Distribution

Why limit yourself to one CRM? This workflow syncs to three platforms simultaneously:

  • HubSpot: Creates/updates contacts with full lead scoring and property visit history
  • Follow Up Boss: Adds leads with source attribution and detailed notes
  • Monday.com: Creates board items for team visibility and collaboration

Complete Activity Tracking

Every touchpoint is logged to Google Sheets across three tabs:

  • Lead Master Log: Complete record of every visitor with lead scores and qualification status
  • Follow-up Activity: Timestamp of every email, SMS, and task created
  • Errors: Captures any visitors without email addresses for manual follow-up

TCPA-Compliant SMS Follow-up

Automated SMS messaging via Twilio includes:

  • Proper consent tracking (via open house sign-in)
  • "Reply STOP to unsubscribe" compliance footer
  • Personalized messaging based on agent status
  • Complete activity logging for audit trail

💼 Perfect For

  • Real Estate Agents using SignSnap Home for open house management
  • Real Estate Teams who need centralized lead tracking across multiple CRMs
  • Brokerages wanting to standardize follow-up processes across agents
  • Property Marketing Teams managing multiple open houses simultaneously

🛠️ What You'll Need

Required Accounts & Credentials:

  1. SignSnapHome account with webhook integration enabled
  2. HubSpot account (Free or paid tier) with API access
  3. Follow Up Boss account with API key
  4. Monday.com account with API token
  5. Twilio account with SMS-enabled phone number
  6. SMTP Email service (Gmail, SendGrid, etc.)
  7. Google Sheets with OAuth2 access

Technical Requirements:

  • Active n8n instance (cloud or self-hosted)
  • Basic familiarity with n8n workflows
  • 30 minutes for initial setup and credential configuration

📊 Lead Scoring Algorithm

This workflow includes intelligent lead scoring to help you prioritize follow-up:

Base Score: 50 points

Scoring Adjustments:

  • No real estate agent: +30 points (HOT lead!)
  • Property rating 4-5 stars: +20 points
  • Property rating 1-2 stars: -20 points
  • No buyer agreement signed: +10 points

Lead Status Categories:

  • 70-100 points: HOT 🔥
  • 50-69 points: WARM
  • 40-49 points: OPEN
  • 0-39 points: COLD

The Day 7 follow-up task is automatically prioritized as HIGH for leads scoring 70+ points.

🚀 Setup Overview

Step 1: Import Workflow

Download this workflow JSON and import it into your n8n instance.

Step 2: Configure Credentials

Set up authentication for all seven services:

  • HubSpot OAuth2 or API Token
  • Follow Up Boss HTTP Basic Auth (API key as username)
  • Monday.com API Token
  • Twilio API credentials
  • SMTP email settings
  • Google Sheets OAuth2

Step 3: Create Google Sheets Structure

Create one Google Sheet with three tabs:

Tab 1: "Lead Master Log"

Timestamp	First Name	Last Name	Email	Phone	Property	Lead Score	Lead Status	Has Agent	Buyer Agreement	Qualifies for Follow-up	Source

Tab 2: "Follow-up Activity"

Timestamp	Contact Email	Contact Name	Activity Type	Message	Property	Success	Notes

Tab 3: "Errors"

Timestamp	Guest Name	Property	Phone	Error Reason

Step 4: Update Placeholders

Replace these values in the workflow nodes:

  • YOUR_GOOGLE_SHEET_ID_HERE - Your Google Sheet ID (or select manually)
  • [email protected] - Your from email address
  • YOUR_TWILIO_PHONE_NUMBER - Your Twilio phone number (format: +15551234567)
  • YOUR_MONDAY_BOARD_ID - Your Monday.com board ID

Step 5: Configure SignSnap Home

  1. Activate the workflow in n8n
  2. Copy the webhook URL
  3. Go to SignSnapHome.com → Settings → Integrations
  4. Paste webhook URL and enable "Send on each submission"

Step 6: Test!

Have someone sign in at your next open house (or use test mode) and watch the magic happen!

📈 Expected Results

Time Savings: 15-20 minutes per open house visitor (data entry, CRM updates, follow-up scheduling)

Response Rate Improvements:

  • Immediate thank you email: Builds rapport instantly
  • Day 2 SMS: 98% open rate (vs 20-30% for email)
  • Day 5 market update: Re-engages interested prospects
  • Day 7 agent call task: Ensures no lead falls through cracks, make sure you set up your crm or change this to a simple notification node.

Conversion Rate Impact: Many agents report 2-3x increase in open house visitor conversions with automated follow-up vs manual processes.

🎨 Customization Ideas

This workflow is designed to be easily customizable:

Adjust Follow-up Timing

  • Change Wait node durations (Day 2 → Day 1, Day 5 → Day 3, etc.)
  • Add more touchpoints (Day 10, Day 30, Day 90)
  • Remove SMS and use email-only sequence

Modify Lead Scoring

  • Edit the JavaScript code in "Parse SignSnap Data" node
  • Add new scoring criteria (property price range, visit duration, etc.)
  • Change threshold values for HOT/WARM/COLD status

Expand CRM Coverage

  • Add Salesforce using HTTP Request node
  • Include Pipedrive (native node available)
  • Connect Zoho CRM (native node available)
  • Add your brokerage's proprietary CRM via API

Enhance Email Content

  • Add property photos and listing details
  • Include market statistics and neighborhood data
  • Embed video tours or agent introduction videos
  • Add social proof (testimonials, recent sales)

Create Property-Specific Sequences

  • Use IF nodes to branch by property address
  • Send different messaging per listing
  • Customize follow-up based on price range
  • Include neighborhood-specific content

🔐 Compliance & Privacy

This workflow is designed with real estate compliance in mind:

TCPA Compliance (SMS):

  • Consent established via open house sign-in
  • "Reply STOP to unsubscribe" included in all messages
  • Complete activity logging for audit trail
  • Business relationship already established

CAN-SPAM Compliance (Email):

  • Easy unsubscribe mechanism
  • Clear sender identification
  • Accurate subject lines
  • Business address included

Data Privacy:

  • No data stored in n8n workflow memory
  • All data passed through encrypted connections
  • CRM platforms handle data retention per their policies
  • Google Sheets can be restricted to specific users

🆘 Troubleshooting

"No email address" errors

  • Make email required in SignSnap Home form settings
  • Check "Errors" tab in Google Sheet for missed leads
  • Follow up manually via phone using logged information

CRM sync failures

  • Verify all API credentials are current and not expired
  • Check API rate limits (especially HubSpot free tier)
  • Review execution logs in n8n for specific error messages

SMS not sending

  • Confirm Twilio account has sufficient balance
  • Verify phone number format: +1XXXXXXXXXX (E.164 format)
  • Check that recipient's country allows SMS from your Twilio number
  • Ensure phone number was captured in SignSnap Home

Wait nodes not resuming

  • Confirm workflow is ACTIVE (not just saved)
  • Check n8n queue system is running properly
  • Verify execution mode settings allow waiting executions

📚 Additional Resources

SignSnap Home:

  • Website: https://signsnaphome.com
  • Documentation: Contact SignSnap Home support
  • Webhook setup guide: Available in app settings

n8n Documentation:

CRM API Documentation:

🌟 Success Story

"Before this automation, I was spending 30+ minutes after every open house manually entering contacts into HubSpot, then setting reminders to follow up. Now it's completely hands-free. The SMS follow-up on Day 2 alone has doubled my response rate. Best workflow I've ever implemented!"

🚦 Next Steps

  1. Download this workflow from the n8n Creator Hub
  2. Import into your n8n instance
  3. Follow the setup guide in the sticky notes
  4. Test with a sample submission before your next open house
  5. Monitor results in your Google Sheets activity log
  6. Customize and optimize based on your response rates

💡 Pro Tips

  • A/B test your messaging: Duplicate the workflow and test different email subject lines or SMS wording
  • Track conversion rates: Add a "Converted" column to your Google Sheet and update it when leads become clients
  • Segment by property: Use IF nodes to send different follow-up sequences for luxury vs starter homes
  • Add social media enrichment: Connect Clearbit or Hunter.io to automatically find LinkedIn profiles
  • Create dashboard reports: Connect Google Sheets to Data Studio for visual analytics

📞 Support

For workflow-specific questions, please comment on this workflow in the n8n Creator Hub.

For SignSnap Home account issues, contact SignSnap Home support directly.

For CRM-specific questions, consult each platform's documentation linked above.

🏷️ Tags

real-estate open-house crm-automation lead-nurturing sms-marketing email-automation hubspot follow-up-boss monday.com twilio google-sheets webhook multi-crm lead-scoring signsnap-home

Version: 1.0
Last Updated: January 2025
Compatibility: n8n v1.0+
License: MIT

Built with ❤️ for the real estate community. Questions or improvements? Drop a comment below!