You closed with a couple two years ago. You helped them pick the house, you were at the table, and they sent you a thank-you note. Since then you've sent them nothing but a holiday text, and last month you saw their neighbor's house list with someone else. Nobody dropped you on purpose. You just never had a system for the quiet years after closing.
That quiet-years problem is what Keystone is built for. Keystone is follow-up software, not a full CRM, a transaction manager, a website builder, a dialer or a lead source. It helps Keller Williams agents stay in touch with past clients, their sphere and open house contacts across email, text, call prompts, printed letters and handwritten cards, without writing every message from scratch.
It runs next to the tools your brokerage provides. Export the people you want to stay in touch with as a spreadsheet, import the file, and pick a written sequence. Each morning you get a Today list with every message drafted and personalized. Send it, edit it, or skip it.
Before you start using any outside tool, check your brokerage's policies on client communication and mailing before you use any outside tool, and follow them. Brokerages often have guidance on who can contact clients and how, and it's easier to confirm it first than to unwind a mailing later.
A good first batch is small. Start with the last two years of closings and ten or twenty people from your sphere, not everyone you've ever met. Review the first few messages, change a line or two so they sound like you, and let the routine run. You can add more people whenever you re-import a spreadsheet.
Past clients are your best source of repeat business and referrals, and also the people you contact least. Without a reminder, they hear from you only when you want something.
Friends, family, neighbors and old coworkers all know you're an agent. Most of them don't hear from you on any schedule, so they forget who to call.
A mass email to everyone reads like a newsletter. People respond to messages that sound like you wrote to them, with their name and a detail or two.
Even when you plan a month of check-ins, writing them one by one takes a weekend. The plan fades by the second week.
Export your past clients and sphere as a spreadsheet and drop the CSV into Keystone. The columns match themselves. Choose a sequence and the steps are written: check-in emails, a text opener, a call prompt with talking points, a printed letter and a handwritten card on the schedule you pick.
Your Today list shows only what's due that day, with names and details filled in. Edit a line to sound like you, or send it as written. When a past client replies, their sequence stops at once and the reply jumps to the top, so you answer the conversation instead of sending the next scheduled note.
Connect Gmail or Outlook and Keystone sends as you. Letters and cards wait for your approval, with the exact piece and cost shown 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: Past Client and Sphere Stay-in-Touch
7 steps over 180 days. Each one lands on your Today list as a draft you can edit or send.
Hi Maria, it's been a while since closing. How's the house treating you? Reply if anything needs a recommendation....
Hi Maria, it's Sam. Saw something in your neighborhood and thought of you. How's everything going?...
No pitch. Ask about the house and the family. Talking points: any projects, anyone they know who is moving....
A short handwritten card for the anniversary of closing, signed by you. Held for your approval before it ships....
A short, plain note on recent sales near you. No action needed, just something useful to know....
A one-page letter thanking them for the business and mentioning that referrals are always welcome. You approve it first....
If you know anyone thinking about a move, I'd love to help. If not, no worries, I'm glad we stayed in touch....
+ more steps in the full sequence
Start on the Free plan. Every message comes drafted for you.