With message automations, a real estate agency can improve its customer communication and carry out post‑marketing. In addition, message automations can also be used to automate the sending of feedback surveys via Typeform.
Message automations can be edited by users who have editing permissions for them. You can access the editing settings either from the menu on the left by selecting Messages and surveys -> Settings, or by navigating to Company settings -> Messages and surveys.
Each message automation has its own management module, where
- At the top, you can see the message subject and its activation / deactivation toggle
- In the Survey field, select the desired questionnaire created in Typeform from the dropdown menu (if the Typeform integration is enabled)
- The cover text title appears as the subject line of the email the customer receives
- The cover text is the body content of the email
- The survey link allows you to review the contents of the questionnaire selected in step 2
- The Sengrid Template field can be used to include, for example, a marketing message to be sent along with the automated survey.
If the company is part of a group structure—that is, a subsidiary or a branch office—its message automation and feedback survey settings are inherited by default from its parent company. By configuring and managing the settings in the parent environment, you can unify the same settings across all companies within the group. If necessary, each subsidiary or branch office can also be assigned its own individual settings.
The following message automations are available through Linear:
- Property sold (to seller)
- Property sold (to buyer)
- Property rented (to landlord)
- Property rented (to tenant)
- Lost lead
- Sales assignment ended
- Rental assignment ended
- Upcoming valuation/acquisition visit
- Upcoming valuation/acquisition visit (24 hours before the appointment)
- Completed valuation/acquisition visit
- After‑sales messages (the agency can define how many months after the transaction each message is sent):
- Post‑sale message 1 (to buyer)
- Post‑sale message 2 (to buyer)
- Post‑sale message 3 (to buyer)
- Post‑sale message 1 (to seller)
- Post‑sale message 2 (to seller)
- Post‑sale message 3 (to seller)
- Messages related to property viewings. These apply both to private viewings added by the agent and to viewing bookings made through Oikotie’s booking system.
- Viewing confirmation message to the client (seller/landlord)
- Viewing confirmation message to the current tenant
- Viewing confirmation message to a potential buyer
- Viewing confirmation message to a potential tenant
- Viewing cancellation message to the client (seller/landlord)
- Viewing cancellation message to the current tenant
- Viewing cancellation message to a potential buyer
- Viewing cancellation message to a potential tenant
- Change of presenting agent
Conditions for message automations and feedback surveys:
For the system to send messages automatically, the message automation or feedback survey must meet certain conditions.
Conditions that apply to all message automations and feedback surveys listed below:
- The customer must have an email address saved in the CRM (in the customer details).
- Sending message automations to the customer must be allowed (instructions and a screenshot on how to disable message automations for an individual customer can be found at the end of this article).
- The related agent must have an active Linear user account. Automated messages will not be sent from archived user accounts.
Property sold (sent to seller)
- Sent on behalf of the assignment acquirer the following day if all conditions are met.
Conditions:
- The same automated message/feedback survey has not yet been sent regarding the matter
- The sale date is in the past, no more than 30 days ago
- The listing is in the "Sold" status
Property sold (sent to buyer)
- Sent on behalf of the assignment handler the following day if all conditions are met.
Conditions:
- The same automated message/feedback survey has not yet been sent regarding the matter
- The sale date is in the past, no more than 30 days ago
- The listing is in the "Sold" status
Property rented (sent to landlord)
- Sent the following day if all conditions are met.
Conditions:
- The same automated message/feedback survey has not yet been sent regarding the matter
- The rental date is in the past, no more than 30 days ago
- The listing is in the "Rented" status
Property rented (sent to tenant)
- Sent the following day if all conditions are met.
Conditions:
- The same automated message/feedback survey has not yet been sent regarding the matter
- The rental date is in the past, no more than 30 days ago
- The listing is in the "Rented" status
Lost lead
- Sent every five minutes (e.g. at 14:05) if all conditions are met
Conditions:
- The same automated message/feedback survey has not yet been sent regarding the matter
- The lead is in the "Lost" status
Sales assignment ended
- Sent on behalf of the assignment acquirer at the next full hour (e.g. 14:00) if all conditions are met
Conditions:
- The same automated message/feedback survey has not yet been sent regarding the matter
- The assignment has been in the "Ended" status for at least one week but no more than two weeks
- The assignment has been in the "Terminated" status for no more than one week
- The assignment has an assignment number
- The listing has been published
- The listing is in the "Assignment ended" or "Assignment terminated" status
Rental assignment ended
- Sent at the next full hour (e.g. 14:00) if all conditions are met
Conditions:
- The same automated message/feedback survey has not yet been sent regarding the matter
- The assignment has been in the "Ended" status for at least one week but no more than two weeks
- The assignment has been in the "Terminated" status for no more than one week
- The assignment has an assignment number
- The listing has been published
- The listing is in the "Assignment ended" or "Assignment terminated" status
Upcoming valuation visit / acquisition visit
- Sent every five minutes (e.g. at 14:05) if all conditions are met
Conditions:
- The meeting type is marked as "Acquisition visit" or "Valuation visit"
- The meeting time is in the future
- Either: No automated message/survey of this type has been sent for the meeting OR the meeting details have since been edited and in that case either:
- The meeting time is more than 24 hours in the future
- The "Upcoming acquisition visit (24 hours before the appointment)" automation is not enabled
Upcoming acquisition visit (24 hours before appointment)
- Sent at the next full hour (e.g. 14:00) if all conditions are met
Conditions:
- The meeting type is marked as "Acquisition visit" or "Valuation visit"
- The meeting time is no more than 24 hours in the future
- Either an "Upcoming acquisition visit" automation has been sent OR the "Upcoming acquisition visit" automation is not enabled
- Either: Neither this nor the "Upcoming acquisition visit" automation/survey has been sent within the last 24 hours OR the meeting details have since been edited
Completed acquisition visit
- Sent every five minutes (e.g. at 14:05) if all conditions are met
Conditions:
- The same automated message/feedback survey has not yet been sent regarding the matter
- The meeting type is marked as "Acquisition visit"
- The meeting end time is in the past, or the start time is at least two hours in the past
- The meeting was originally created as a future meeting
Survey response received
- Sent every five minutes (e.g. at 14:05) if all conditions are met
Conditions:
- The Typeform survey has been fully completed
- The Typeform survey has been configured with all necessary information so Linear can retrieve the responses and match them to the correct clients
- The company that sent the survey has a valid Typeform API key with permission to retrieve responses for that survey
- The survey is answered within 30 days of being sent
After the sale (to seller)
- Sent on behalf of the assignment acquirer at the next full hour (e.g. 14:00) if all conditions are met
- The user selects the number of months after the sale when the message will be sent (see details below)
Conditions:
- The same automated message/survey has not yet been sent regarding the matter
- The sale date is in the past, at least the user-selected number of months ago and no more than one week beyond that
- The sale date is the actual closing date recorded in the transaction details
After the sale (to buyer)
- Sent on behalf of the assignment handler at the next full hour (e.g. 14:00) if all conditions are met
- The user selects the number of months after the sale when the message will be sent (see details below)
Conditions:
- The same automated message/survey has not yet been sent regarding the matter
- The sale date is in the past, at least the user-selected number of months ago and no more than one week beyond that
- The sale date is the actual closing date recorded in the transaction details
Showing confirmation message to the client
- Sent every five minutes (e.g. at 14:05) if all conditions are met
- Sent again if the showing time changes
Conditions:
- The same automated message has not yet been sent regarding the matter
- The showing type is a private showing
- The showing has been updated within the last 24 hours
- The showing time is in the future
Showing confirmation message to the current tenant
- Sent every five minutes (e.g., at 14:05) if all conditions are met
- Sent again if the showing time is changed
Conditions:
- The same message automation has not been sent previously for this matter
- The showing type is a private showing
- The showing has been updated within the past 24 hours
- The showing time is in the future
Showing confirmation message to a potential buyer
- Sent every five minutes (e.g., at 14:05) if all conditions are met
- Sent again if the showing time is changed
Conditions:
- The same message automation has not been sent previously for this matter
- The showing type is a private showing
- The showing has been updated within the past 24 hours
- The showing time is in the future
Showing confirmation message to a potential tenant
- Sent every five minutes (e.g., at 14:05) if all conditions are met
- Sent again if the showing time is changed
Conditions:
- The same message automation has not been sent previously for this matter
- The showing type is a private showing
- The showing has been updated within the past 24 hours
- The showing time is in the future
Showing Cancellation Message to the Principal
- Sent every five minutes (e.g., at 14:05) if all conditions are met
Conditions:
- The same message automation has not been sent previously regarding the matter
- The type of showing is a private showing
- The showing has been deleted within the last 24 hours
- The showing is scheduled for the future
Showing Cancellation Message to the Current Tenant
- Sent every five minutes (e.g., at 14:05) if all conditions are met
Conditions:
- The same message automation has not been sent previously regarding the matter
- The type of showing is a private showing
- The showing has been deleted within the last 24 hours
- The showing is scheduled for the future
Showing Cancellation Message to the Potential Buyer
- Sent every five minutes (e.g., at 14:05) if all conditions are met
Conditions:
- The same message automation has not been sent previously regarding the matter
- The type of showing is a private showing
- The showing has been deleted within the last 24 hours
- The showing is scheduled for the future
Showing Cancellation Message to the Potential Tenant
- Sent every five minutes (e.g., at 14:05) if all conditions are met
Conditions:
- The same message automation has not been sent previously regarding the matter
- The type of showing is a private showing
- The showing has been deleted within the last 24 hours
- The showing is scheduled for the future
Presenter Changed
- Sent every five minutes (e.g., at 14:05) if all conditions are met
Conditions:
- The same message automation has not been sent previously regarding the matter
- The type of showing is a private showing
- The showing has been updated within the last 24 hours
- The agent marked in the Presenter field has been changed
Note: If automatic messages, surveys, or greetings should NOT be sent to a specific customer, this can be marked in the customer registry for that customer. This does not affect other messages sent from the system, such as those related to electronic signatures.