Commercial leasing teams can take a week to get a vacancy in front of brokers, and by then momentum is gone. A new availability in the CRM auto-builds a branded flyer and emails 400 segmented tenant-rep brokers before lunch, with replies flowing into the pipeline.
Typical results
400
Brokers reached by lunch
38%
Flyer open rate
-35%
Average days vacant
Figures reflect typical results for this kind of automation.
The challenge
Every vacancy triggered the same slow relay: request a flyer from the designer, wait for photos, compile a broker list from someone's contact export, send a generic blast, then lose the replies across three inboxes. Spaces sat dark for weeks before the market even knew they existed, and nobody could say which brokers actually opened anything.
Before and after
Vacancy to first tour
−84%Average days vacant
−35%Flyer turnaround
−96%The automation
We connected the CRM to a flyer template and a maintained broker database. Marking a space available triggers the flow: the branded flyer assembles itself from the listing's specs, photos, and floor plan, and goes out to tenant-rep brokers segmented by size range, use type, and submarket — about 400 relevant contacts, not a spray to thousands. Every reply and tour request creates a deal in the leasing pipeline tagged to its broker.
How it works
- 01
Availability flagged
Marking a space available in the CRM kicks off the flow with its specs, photos, and floor plan.
- 02
Flyer built
A branded template fills itself — square meters, asking rent, availability date, highlights, contact.
- 03
List segmented
Tenant-rep brokers filtered by size range, use type, and submarket get the email — no blast fatigue.
- 04
Replies routed
Every reply and tour request creates a deal in the leasing pipeline, tagged to its broker.
- 05
Follow-up
Non-openers get one polite resend, and the team sees opens and clicks per space.
Starts from
- New availability in CRM
- Photos & floor plans
Delivers
- Branded flyer to 400 brokers
- Replies into leasing pipeline
- Tour requests scheduled
The impact
The first tour typically happens within three days of a vacancy, down from nineteen, and average days vacant can drop from 84 to 55, a 35 percent improvement straight to the rent roll. Flyers reach 400 brokers by lunch with open rates around 38 percent, and no reply gets lost.
Questions about this automation
What starts the broker blast?
Marking a space as available in the CRM. The flow reads the listing's size, asking rent, availability date, highlights, photos and floor plan, fills the branded flyer template with them, and sends it to the matching brokers. Nobody has to request a design, compile a list or write the email by hand.
How are brokers selected for each space?
Each broker in the database is tagged by the size range, use type and submarket they usually work in. The flow filters on those tags, so a small office goes to brokers who place small office tenants, which keeps the list relevant and avoids blast fatigue. Bounces and unsubscribes drop off the list automatically.
What happens to replies and tour requests?
Every reply creates or updates a deal in the leasing pipeline, tagged with the space and the broker who sent it, so nothing gets lost across inboxes. Brokers who did not open get one resend, and the team sees opens and clicks per space. Simple automations like this are usually live within days.