RikBot — Real Estate Client Intake Form

1 Your Team

Team or brokerage name

As it appears on your website or Zillow profile

Your name and role

Your full name and title

Notification email

Where workflow alerts will be sent

Phone for SMS (optional)

Leave blank if email only is fine

How many agents are on your team?

Including yourself

What markets or areas does your team cover?

City, state, or region

2 Your Current Lead Intake Setup

Where do new buyer leads currently come from?

Check all that apply

If other, please describe

Where do lead submissions currently land?

Email address where leads currently arrive

If yes, which one and how long have you been using it?

3 Your Lead Form Fields

What information does your current lead form collect?

List all fields: e.g. name, phone, email, budget, pre-approval status, timeline, property type

What are the typical deal-breakers for your team?

Situations where a lead is not a good fit and should be flagged immediately

What signals indicate a high-priority lead?

Leads that should be routed immediately and given the fastest response

4 Routing Preferences

When a new lead comes in, who should be notified?

Just me Me and one other person Multiple agents based on specialty or location Whoever is available on rotation Not sure, let's discuss

What criteria should determine which agent gets a lead?

e.g. geographic area, property type (residential vs commercial), buyer vs seller, price range, language spoken

List each agent's name, specialty, and notification email or phone

e.g. Marcus, first-time buyers, marcus@team.com, (555) 000-0000

When a high-priority or deal-breaker lead comes in, who should be notified immediately?

Just me Team lead only Assigned agent plus team lead Whole team

How would you like to be notified?

Email only SMS only Both email and SMS

5 Automated Response (Optional)

Would you like the system to send an automatic response to new leads?

Yes No Not sure, let's discuss

If yes, what should that response say?

Write your preferred message or leave blank and I will draft something for your review

Would you like a follow-up sequence for leads that go cold?

Automated follow-up emails or SMS sent after X days with no response

Yes No Not sure, let's discuss

6 Access and Technical

Are you comfortable granting read access to the inbox where leads land?

This is how the workflow reads incoming leads. I only request read permissions, never send or delete access.

Yes I need more information first I would prefer a different approach

Any other tools or platforms I should know about?

Even if you are not sure it is relevant, list it here

Anything about your current setup that feels complicated or unusual?

No wrong answers here

7 Timeline and Logistics

When would you ideally like the workflow live?

As soon as possible Within 2 weeks Within a month Flexible

Any dates or events to be aware of?

e.g. a busy selling season, a team change, or a new marketing campaign launching

Preferred invoice method

Legal name for invoice

As it should appear on the invoice

Any questions or concerns before we get started?