Agent setup guide
Showing Coordinator & Buyer Follow-Up
Proposes showing times, scores post-showing feedback and flags hot buyers.
What it does
Proposes showing times, scores post-showing feedback and flags hot buyers.
- Receives each showing request or post-showing feedback from your website or forms through a webhook.
- Reads your listings sheet in Google Sheets on every message, so each reply uses the property's current status, showing instructions and facts.
- For requests, AI proposes 3 showing times from your availability and the listing's instructions, adds your booking link, answers the buyer's questions from the listing's facts (or says you'll confirm) and notes what to confirm with the listing side.
- For feedback, AI summarizes what the buyer liked and their concerns, scores interest from 0 to 100 and suggests the next step.
- Hot buyers (ready to offer or asking for a second showing) are posted to your Slack channel right away.
- You approve each drafted reply in Reviews; it's then emailed to the buyer (replies come to you), the buyer is created or updated in HubSpot, and the request or feedback is logged as a note on their contact.
What it needs
- A paid plan (agents run live on paid plans).
- An AI provider key (Settings → AI Providers).
- Google Sheets, Slack and HubSpot, connected in Settings → Integrations.
- A Google Sheet of your listings (one row each, kept current), and a website or form that can send showing requests and feedback to a webhook URL.
What it doesn't do
- It can't see or book your calendar (Google Calendar, Outlook Calendar and Calendly are waiting for approval); proposed times come from the rules you write, and you confirm them.
- It doesn't send SMS or reminders; replies go by email after you approve them.
- It doesn't contact the listing agent or confirm access with the seller.
- It doesn't track showing-to-offer conversion or enroll buyers in sequences (use HubSpot for that).
Availability and plans
Available
Its workflow is built and tested, and every app it needs is live. You can get it and set it up now.
Included free on the Enterprise plan; on other paid plans it's a one-time purchase per workspace (the price is on the Agents page). The Agents page in the app always shows its current status.
Before you start
- A paid plan: agents run live, and the Free plan only runs Dry Runs.
- An AI provider key (OpenAI, Anthropic, Google and more) in Settings → AI Providers. AI usage is billed by your provider.
- These apps, connected in Settings → Integrations: Google Sheets, Slack and HubSpot.
- A form, app or system that can send each new item to a webhook URL (the agent starts from a webhook).
- About 15 minutes.
Set it up step by step
Get the agent first (buy it, or it's already yours when your plan includes it), then in Agents → My agents press “Set up this agent”. That creates the agent's workflow in your workspace (it counts towards your plan's workflow limit) and opens the canvas with a setup checklist above it. Each item links to the exact place to go and ticks itself off when it's done.
1. Connect your AI provider
The AI steps run on your own key (OpenAI, Anthropic, Google and more). Add one in Settings → AI Providers.
2. Connect Google Sheets
Connect the Google account that can open your listings sheet (Settings → Integrations → Google Sheets).
3. Connect Slack
Connect the Slack workspace you use for alerts (Settings → Integrations → Slack).
4. Connect HubSpot
Connect the HubSpot account you keep buyers in (Settings → Integrations → HubSpot).
5. Pick your listings sheet
Open “Read your listings sheet”, pick your Google account, paste the spreadsheet link and pick the tab with one row per listing (address, status, showing instructions, key facts).
| Setting | What to enter | In step |
|---|---|---|
| Google account (listings) | The Google account that can open your listings sheet. Pick your connected Google Sheets account. | “Read your listings sheet” |
| Listings spreadsheet | Link to the Google Sheet with one row per listing and a header row, e.g. Address, Status (Active, Pending, Sold), Showing instructions, Occupied, Notice needed, Lockbox, Pets, Beds, Baths, Sq ft, Garage, HOA, Notes. Only facts in this sheet are given to buyers. | “Read your listings sheet” |
| Listings tab | The tab with one row per listing, e.g. Listings. | “Read your listings sheet” |
6. Describe your showing availability
Open “Read the request and draft the reply” and replace the placeholder with your hours, notice and booking link.
| Setting | What to enter | In step |
|---|---|---|
| Your showing availability and rules | Replace the placeholder with your name, time zone, the days and hours you show, notice you need, general rules and your booking link (e.g. a Calendly link), if you have one. Listing-specific instructions go in the listings sheet. It starts as “[DESCRIBE YOUR SHOWING AVAILABILITY, RULES AND BOOKING LINK HERE]” until you replace it. | “Read the request and draft the reply” |
7. Pick the Slack channel
Open “Alert the agent in Slack” and pick your account and channel. Invite the app to private channels first (/invite @Fluxo Flow).
| Setting | What to enter | In step |
|---|---|---|
| Slack account | The Slack workspace hot-buyer alerts go to. Pick your connected Slack account. | “Alert the agent in Slack” |
| Slack channel for hot buyers | The channel (or your own DM channel) you watch, e.g. #buyers. | “Alert the agent in Slack” |
8. Add your email and HubSpot account
Open “Email the buyer” to enter your reply-to address, and “Add the buyer to HubSpot” and “Log it on the buyer in HubSpot” to pick your account.
| Setting | What to enter | In step |
|---|---|---|
| Your email address | Buyers' answers to the reply come back to this address (Reply-to). | “Email the buyer” |
| HubSpot account | The HubSpot account buyers are added to. Pick your connected HubSpot account. | “Add the buyer to HubSpot” |
| HubSpot account (buyer note) | The same HubSpot account, used to log the request or feedback as a note on the buyer. Pick your connected HubSpot account. | “Log it on the buyer in HubSpot” |
9. Test it with Dry Run
Press Dry Run: the agent runs on sample data with no messages sent and nothing written to your apps.
10. Switch the trigger on
Open the trigger, switch the webhook on and send your showing-request and feedback forms to its URL.
How it works
The agent is a normal workflow with 10 steps (1 AI step, with a person approving in Reviews). You can open, edit and monitor it like any other workflow.
- Showing request or feedback — Starts when your form or app sends data to the agent's webhook URL. Your website, listing pages or feedback form posts each showing request (or post-showing feedback) to the workflow's webhook URL.
- Read your listings sheet — Google Sheets: Read rows. Reads your listings sheet on every message: each property's status, showing instructions (occupied, notice, lockbox, pets) and key facts, so replies use the current details.
- Read the request and draft the reply — AI step (runs on your AI provider key). AI reads the buyer's request or feedback with that property's row from your listings sheet, proposes showing times from your availability and the listing's instructions, answers questions from the listing's facts, scores buyer interest and drafts a personal reply.
- Hot buyer? — Decision: picks the branch to follow. Hot buyers (ready to offer or wanting a second showing soon) are posted to the agent in Slack right away.
- Alert the agent in Slack — Slack: Post a message. Branch: Hot buyer. Posts the hot buyer, the property, what they said and the suggested next step to your Slack channel.
- Not urgent — Kept in the run history. Branch: Not urgent. Everything else is answered through Reviews; the run history keeps the details.
- Agent approves the reply — A person approves or rejects it in Reviews (the run waits). The agent checks the proposed times or follow-up in Reviews, edits the reply and approves it to email the buyer and update HubSpot.
- Email the buyer — Sends an email from your workspace's sender. Branch: Approved. Sends the approved reply to the buyer, with replies going to the agent's inbox.
- Add the buyer to HubSpot — HubSpot: Create or update a contact. Branch: Approved. Creates the buyer as a contact in HubSpot (or updates the one with the same email) for your follow-up.
- Log it on the buyer in HubSpot — HubSpot: Add a note. Adds a note to the buyer's HubSpot contact with the property, the request or feedback summary, the interest score, the next step and the buyer's own message.
Test it with Dry Run
Press Dry Run in the canvas. The agent runs on the sample data stored on its trigger (the “Sample data for Dry Run” box), so you can check every step's output before anything is live. Edit the sample to match the fields your own form or app sends.
Sample data fields
name, email, phone, property, form, message.
- Nothing is sent or written: app actions, emails and Slack posts are simulated, and AI steps don't call your AI provider.
- Approval steps use the Dry Run decision you pick in the step's settings (approved, rejected or timeout), so you can try each branch.
Go live
- Open the trigger, switch the webhook on and send your showing-request and feedback forms to its URL.
- The webhook is protected by a secret: send it in the header shown in the Activation panel (requests without it are refused with 403). Each request starts one run.
- The setup checklist adds a “paid plan” item before activation: live runs need a paid plan (the Free plan only runs Dry Runs).
- When every checklist item is done and the trigger is on, the checklist says “Live — this agent is running”. Follow its runs in the workflow's History tab and in Analytics → Agents.
Questions
Does it book the showing in my calendar?
Not yet: Google Calendar, Outlook Calendar and Calendly are waiting for approval. It proposes times from your rules (and can include your booking link); you confirm them.
Where do the listing details come from?
From a Google Sheet with one row per listing (address, status, showing instructions, key facts). It's read on every message, so a status or instruction change counts straight away.
Does it text buyers?
No. Replies go by email after you approve them. SMS needs Twilio, which is waiting for approval.
Troubleshooting
- “No AI provider connected” or a rejected key: connect or fix the key in Settings → AI Providers, then press Test there.
- A checklist item stays unticked: the setting is still empty or still contains its placeholder text. Open the step from the checklist and fill it in.
- An app step fails with “Needs reconnect”: the account's access was revoked or expired. Reconnect it in Settings → Integrations.
- Slack says the app isn't in the channel: in Slack, type /invite @Fluxo Flow in that channel (always needed for private channels).
- Nothing happens when your form sends data: check the webhook is switched on and the request carries the secret header (403 means it's missing or wrong).
- A run shows as paused: it's waiting for someone in Reviews to approve or reject it.
- A step failed: open the run in History and check that step in the Trace tab for the error and what it received.
Generated from the agent's own workflow, so it always matches what the agent does. Last updated .