Real estate agents get plenty of inquiries. They just arrive at the worst possible moment. An email from Sreality or Bezrealitky (Czech property portals) pings just as the agent is unlocking an apartment for a client. The reply goes out in the evening from the car, and in the meantime the prospect books a showing somewhere else. GoHighLevel closes that gap: it turns the inquiry into a CRM record, a first message, and a booked appointment.
When I start with a real estate agency, we first open the inbox together and go through last month’s inquiries. We almost always find a few that nobody answered. Nobody was being lazy. The emails got buried between bank statements, newsletters, and portal notifications saying someone had saved a listing to their favorites.
A portal inquiry is just an email, for now
Property portals send inquiries by email, and an email does nothing on its own. It won’t create a contact, it won’t remind you, and in a week you won’t find it among all the other messages. So the first step in GoHighLevel is to turn it into a prospect record.
GoHighLevel has no direct integration with Czech portals. So between the inbox and the CRM, I add a step that reads the portal email and pulls out the name, phone number, email address, and listing number. That creates a contact and an opportunity for the specific property. If the same person writes about two apartments, one record gets two opportunities. I keep duplicate contact creation turned off in the account settings, so the prospect gets matched by email or phone, even if they write once from Sreality and once from your website.
An inquiry that only sits in an inbox has no owner. Once it’s a card in the pipeline, it belongs to someone, and someone has to move it forward.
For buyers, I set up a pipeline where every deal in progress is a card. The columns are usually new inquiry, contacted, showing booked, after the showing, reservation, and sold. Winning listings from sellers gets its own pipeline, because it runs on a different rhythm.
How do you reply within minutes when you’re standing in someone else’s apartment?
The reply has to come from the system, not from your phone. As soon as the record exists, a workflow sends the prospect a message with a link to open showing slots. I wrote about why the first few minutes matter more than price in my article on replying to inquiries within five minutes.
Instead of “Thanks, we’ll be in touch,” the message says the apartment is available, offers a link to book a showing, and asks whether the prospect is buying with a mortgage. I send it by email and also by SMS or WhatsApp, depending on where people reply for that particular agency. On WhatsApp, the first message has to go out as an approved template, which is how the official WhatsApp integration in GoHighLevel works.
Missed Call Text Back
A GoHighLevel feature that texts a caller when nobody picks up. It works with a GoHighLevel number that forwards to the agent’s cell phone. The built-in version replies with a slight delay, so I often replace it with my own workflow that fires right after the missed call.
So the agent lists the GoHighLevel number in their ads, and calls still ring in their pocket. If they don’t pick up, the caller gets a link to the calendar and doesn’t have to try again. A Czech number in GoHighLevel costs around CZK 36 (about €1.50) a month. I describe what AI adds on top (follow-up questions in messages and a voice assistant) in my article on AI in a real estate agency. Here I’m sticking to the backbone it all rests on.
A showing the prospect books on their own
The showing calendar offers only the times you can actually get to. All the scheduling without phone calls rests on that, which is why I set it up more carefully than anything else.
In the calendar settings, I add a buffer between appointments for driving across town and a minimum booking notice, so nobody books a showing that starts in a few minutes. The property address gets added to the confirmation from the prospect’s record, so nobody has to figure out where they’re going. A reminder goes out the day before and on the morning of the showing. If the prospect doesn’t turn up and you mark the appointment as a no-show, a workflow offers them a new one the next day. In a bigger agency, a Round Robin calendar distributes showings among the agents.
Five minutes with your inbox
Search your inbox for portal inquiries from the last six months. For each one, try to say how it ended: a showing, a no, or “I don’t know.” The “I don’t know” column is exactly the work the pipeline in GoHighLevel takes over for you.
After the keys are handed over, the care is just getting started
Whoever bought through you will probably sell one day, and in the meantime they can recommend you to people they know. In practice, though, hardly anyone gets in touch with a buyer after the contract is signed, because with deals on the go there’s no time for it. GoHighLevel keeps track of it for you.
After-sale care
Scheduled messages to buyers and sellers after a closed deal. I leave advertising out of them. They’re small touches that remind people you’re there: a thank-you after the handover, the anniversary of moving in, a heads-up that the fixed-rate period on their mortgage is ending soon. In GoHighLevel, moving the card to the last column of the pipeline triggers them.
A week after the handover, a thank-you goes out along with a request for a Google review. You note the end date of the buyer’s fixed rate in their record, if they share it, and a few months beforehand a task pops up reminding you to get in touch. On the anniversary of moving in, they get a short note and an offer of a free estimate of what their apartment is worth today. You keep buyers from recent years in one Smart List. When you take on an apartment that might suit people they know, you know whom to write to before you publish the listing.
Who in real estate GoHighLevel won’t help
GoHighLevel won’t replace real estate software. Exporting listings to portals and keeping property records stay where they are. If you expect one system for everything, you’ll be disappointed, because GoHighLevel looks after people, not listings.
It also isn’t worth it for an agent who sells a few properties a year through people they know. A phone and a spreadsheet will serve them better than any automation. Watch out, too, if your agency belongs to a network that mandates its own CRM. A second system next to the mandatory one means entering everything twice. And factor in the license: as of early October 2026, GoHighLevel starts at $97 a month for the Starter plan. It makes sense where inquiries come in every day and you spend most of your day out in the field.
The whole system in a nutshell
- The portal email turns into a contact and an opportunity for a specific property.
- Within minutes, the prospect gets a message with a link to open showing slots.
- A missed call gets a text with the same link.
- The calendar allows for travel time, sends the address and reminders, and offers a new slot after a no-show.
- After the keys are handed over, the thank-you, the review request, and the anniversary and fixed-rate reminders run on their own.
The next email from Sreality will ping again just as you’re unlocking someone else’s apartment. By the time you lock up and walk down to your car, the prospect has the link on their phone and Thursday at 5 p.m. in their calendar. If you don’t want to build GoHighLevel yourself, I’ll set it up for you, from the first portal email to the move-in anniversary message, and you talk to me the whole time. We’ll start with your inbox from the last month.
