You get an inquiry on a Saturday while you're out running errands. You answer it fast, set up a call for Monday, and then the week fills up. By Thursday you can't remember whether you ever sent that person the listings you promised. Quick responses aren't the problem. Staying in touch for the next three months is.
That's the gap Keystone covers for eXp Realty agents who want a straightforward follow-up routine. Keystone is follow-up software, not a full CRM, a transaction manager, a website builder, a dialer or a lead source. It keeps the people you've already talked to hearing from you, across email, text, call prompts, printed letters and handwritten cards.
You run it next to your brokerage's tools, not instead of them. Your pipeline, your paperwork and your lead sources stay where they are. You export the people you want followed up with as a spreadsheet, import that file, and choose a sequence that's already written. Each morning you open a Today list with every message drafted and personalized. You send it, tweak it, or skip it.
Before you add any outside tool to how you work, check your brokerage's policies on client communication and mailing before you use any outside tool, and follow them. Rules on what you can send to clients, from which address, and how mailings are handled differ between brokerages, so it pays to read yours first.
The routine is small on purpose. Import once, pick a sequence, open the Today list when you have a spare few minutes. Each message is drafted already, so a text between calls takes seconds, and a call prompt gives you talking points before you dial. When someone replies, the sequence stops and you answer the person instead of a scheduled note.
You're good at the first response. The follow-up after week one is where it slips, because nothing reminds you and the next hot lead takes the spotlight.
If follow-up needs a desk and a long setup session, it won't happen between appointments. It has to work one-handed in the car.
Plenty of people who say 'in six months' mean it. Keeping in touch for that long by hand is tedious, and tedious tasks get dropped.
Adding one more system with its own setup is a hard sell. You want something you can start from a spreadsheet and ignore until the Today list shows up.
Drop a spreadsheet of your people into Keystone. Any CSV works, and the columns match themselves. Choose a written sequence and it spreads emails, texts, call prompts, a letter and a handwritten card across the weeks ahead, so nobody gets only one kind of touch.
Open the Today list and every message is already drafted with the person's details filled in. It works one-handed on a phone. You can text from your own cell, or use a Keystone Number that logs both sides of every conversation. Late texts wait until morning because of quiet hours. If someone writes back, their sequence pauses and the reply goes to the top of the list.
Connect Gmail or Outlook and Keystone sends as you. Letters and cards wait for your approval, and you see the exact piece and its cost first. Free for 100 contacts, then $49 to $189 a month. Annual billing is 20% off. Check your brokerage's policies on client communication and mailing before you use any outside tool, and follow them.
Suggested sequence: New Lead First 90 Days
7 steps over 90 days. Each one lands on your Today list as a draft you can edit or send.
Hi Maria, thanks for reaching out. Here are the homes we discussed and a couple of questions that help me narrow the search....
Hi Maria, it's Sam. Still good for our call Monday morning, or would later in the day be easier?...
Ask where the search stands. Talking points: any homes they've seen, financing status, what has changed since we spoke....
A short note on recent activity in the areas you mentioned, written for your price range. Reply with questions anytime....
Hi Maria, it's Sam. Anything new on your end, or should I keep sending listings that fit what we talked about?...
A one-page letter with a few recent sales near their search area. Held for your approval, with cost shown first....
If your plans have shifted, that's fine. Tell me what's changed and I'll adjust, or pause until you're ready....
+ more steps in the full sequence
Start on the Free plan. Every message comes drafted for you.