Contacts, the Pipeline & Follow-ups
The contact book for landlords, management companies and contractors: who gets added for you, where each person stands, the next step and the score, logging calls, follow-ups, automations, insights, importing and deleting.
Contacts is the address book for everybody your business deals with — on the website, the iPhone app and the Android app. For a landlord or a management company that means prospects, applicants, residents, past residents, owners and vendors; for a contractor it means leads and customers. Each person has one record, with everything they have done in one history, where they stand, and what to do next.
You do not have to type anybody in. When somebody asks about a listing, books a tour, applies, signs a lease, messages you, sends you a job, accepts an estimate or pays an invoice, Seayora finds them and adds them for you — and files a tour booked under the same email or phone number under the same person rather than making a second record. You can still add somebody you met another way, or import a spreadsheet.
Where to find it
- On the website: Communications → Contacts, in the landlord, management and contractor portals.
- On the iPhone and Android apps: Communications → Contacts, and Tools → Contacts, Follow-ups, Contact insights, Contact activity and Contact automations.
- Search (⌘K or Ctrl+K) finds a contact by name, email, phone or company.
Where people stand
A rental business moves people along a leasing pipeline; a contractor moves them along a sales pipeline. Seayora places each person from what has actually happened. Only New, Contacted and Lost can be set by hand — the other stages follow the records, so a contact is never shown as having toured or applied when they have not.
| Leasing stage | What it means | Who sets it |
|---|---|---|
| New | Reached out, and nobody has answered them yet. | You can set it |
| Contacted | You have answered them. | You can set it |
| Tour booked | A tour is on the calendar. | Follows what happened |
| Toured | They have seen the home. | Follows what happened |
| Applied | An application is in. | Follows what happened |
| Approved | Approved, and the lease is not signed yet. | Follows what happened |
| Resident | Living there on a signed lease. | Follows what happened |
| Past resident | Their lease has ended. | Follows what happened |
| Lost | Not going ahead. | You can set it |
| Sales stage | What it means | Who sets it |
|---|---|---|
| New | Reached out, and nobody has answered them yet. | You can set it |
| Contacted | You have answered them. | You can set it |
| Quoted | An estimate is out with them. | Follows what happened |
| Customer | They have hired you. | Follows what happened |
| Lost | Not going ahead. | You can set it |
When you mark somebody lost you say why — rented somewhere else, price or budget, move-in timing did not work, the home was taken, stopped responding, home did not suit their needs, application declined, hired someone else, duplicate contact, other. If they get in touch again afterwards, they come back into the pipeline by themselves and the record says so.
The pipeline
Contacts → Pipeline on the website shows every open contact as a card in the column of where they stand, the people who need you first at the top. Drag a card to New, Contacted or Lost; the other columns move on their own. On the phones the same columns are the stage chips at the top of Contacts, each with its count, and Change stage on a contact does what dragging does.
What to do next, and the score
Every contact carries one next step, worked out from their record: reply to somebody who is waiting, confirm a tour that is coming up, send an application after a tour, decide on an application that has been waiting, chase a lease that is not signed, offer a renewal, follow up on an estimate, or check in with somebody who has gone quiet. A follow-up you added that is overdue comes first.
Leads also get a score from 0 to 100 — Hot: 70 and above, Warm: 40 and above, Cold: 0 and above, and below that Cold. The record lists every reason the score moved: how far along they are, how recently they were in touch, whether the home fits their budget and move-in date, how a tour went. It is worked out only from what a person has done and asked for — never from who they are — and residents, owners and vendors get no score at all.
Logging what happened
Calls, emails from your own mailbox, texts, meetings and visits happen where Seayora cannot see them. Log them on the contact so the team knows: choose what it was, what it was about and how it went. A call that was answered, or an email you sent, counts as a reply and clears “Needs a reply”; a call nobody picked up does not. Only whoever logged an entry can change it; they or the account owner can remove it. Logging records — it never sends anything.
Follow-ups
A follow-up is a reminder about a person — “call Dana about the second viewing”, due Thursday at 10. Add one from a contact or from Contacts → Follow-ups. When it comes due, whoever it is for gets an alert in Seayora. Mark it done when it happens; that keeps it on the contact’s history.
Drafting a follow-up
Draft a follow-up writes a short message for you from the contact’s own record — the home they asked about, where they stand, the next step. It only states facts that are on the record and it says whether AI wrote it or Seayora put it together from a template. It is text for you to read, change and send yourself, by email, text or in Seayora Messages. Seayora does not send it, and it will not draft for somebody marked “Do not contact”.
Automations
Automations raise a follow-up for your team when somebody is waiting. Every rule is off until you switch it on, and switching one on never reaches back over what happened before. A rule only ever adds a follow-up and an alert inside Seayora — it never contacts anybody.
| Rule | What it does | Waits |
|---|---|---|
| Answer new enquiries fast | When somebody new gets in touch and nobody on your team has answered, raise a follow-up for whoever owns them. | 60 minutes by default (5–1440) |
| Follow up after a tour | When a tour is over and no application has come in, raise a follow-up. | 24 hours by default (1–168) |
| Revive quiet leads | When an open lead has gone quiet, raise a follow-up to check in or close it. | 7 days by default (2–60) |
| Start renewals early | When a resident’s lease ends soon and no renewal is under way, raise a follow-up. | 75 days by default (30–180) |
| Chase open estimates | When an estimate has gone unanswered, raise a follow-up. | 3 days by default (1–30) |
A rental business has “Answer new enquiries fast”, “Follow up after a tour”, “Revive quiet leads” and “Start renewals early”; a contractor has “Answer new enquiries fast”, “Revive quiet leads” and “Chase open estimates”.
Insights
Contacts → Insights shows, for the people who got in touch in the last 7, 30 or 90 days or year: how many were answered, toured, applied and signed (or were quoted and hired you), which sources brought people and how many of them converted, and how fast your team answers. Reply speed counts replies on Seayora and calls and emails you logged as answered — a reply from your own mailbox is not seen unless you log it.
Where people came from
Every contact records the first way they reached you. The ones Seayora sees are filled in for you; when you add somebody yourself you choose one of the last seven.
| Source | Meaning |
|---|---|
| Listing network | Wrote to an advertisement on a partner site. |
| Seayora listing | Messaged you from the listing on seayora.com. |
| Tour booking | Booked a tour from the listing. |
| Application | Applied to one of your homes. |
| Application invite | You invited them to apply. |
| Lease | On a lease at one of your homes. |
| Owner record | An owner of a building you manage. |
| Contractor network | A contractor in your network. |
| Message | A conversation on Seayora. |
| Work order | Sent you a job on Seayora. |
| Estimate | You quoted them. |
| Invoice | You invoiced them. |
| Payment | You took a payment from them. |
| Customer record | A customer in your books or payments. |
| Added by hand | Somebody on your team added them. |
| Imported | From a spreadsheet. |
| Referral | Somebody sent them to you. |
| Walk-in | Came by in person. |
| Phone call | Called you. |
| Sign or flyer | Saw a sign or a flyer. |
| Social media | Found you on social media. |
| Other | Somewhere else. |
Your team
Give a contact to somebody on your team and their follow-ups go to that person. A management company or a contractor decides who may open Contacts in Team → Permissions (“Contacts & follow-ups”): view lets somebody read the book, edit lets them change it. A staff member at a management company sees the contacts given to them, the ones they added, and the people at the buildings they are assigned.
Importing and exporting
Import a CSV with a header row — Name (or First name and Last name), Email, Phone, Company, Tags and Notes — up to 2,000 rows. Somebody already in your contacts by email or phone is filled in where a field is empty, never overwritten. Export gives you a CSV of the list as you have filtered it. Nobody is contacted by either.
Merging, archiving and deleting
- Merge folds a duplicate into the record you are on: its emails, numbers, history, follow-ups and homes all move across. Seayora suggests a merge when two records have the same name and different details.
- Archive takes somebody out of your lists and the pipeline without deleting anything. If they get in touch again they come back by themselves.
- Delete removes the contact record, its notes, logged activity and follow-ups. Their enquiries, tours, leases and messages are not deleted — those belong to your account’s records — and Seayora keeps only a one-way fingerprint of their email and phone so that they are not added back automatically. Add them by hand if you want them back.
What it never does
- It never emails, texts or messages a contact. Every message is one you send yourself.
- It never asks for, records or scores anything about who a person is — family, background, religion, disability or source of income. Record what somebody asked for, not who they are.
- It never reads what a renter saved or viewed: a saved listing is counted for your listing’s statistics, not attributed to a person.
Frequently asked questions
Do I have to add people myself?
No. Anybody who enquires about a listing, books a tour, applies, rents, messages you, sends you a job, accepts an estimate or pays an invoice is added for you, with that history attached.
Why can I not move somebody to Toured or Applied?
Those stages follow what has actually happened. A contact moves to Toured when a tour is completed and to Applied when an application arrives. You can set New, Contacted and Lost yourself.
Does Seayora send my follow-ups or drafts?
No. A follow-up is a reminder for your team, and a draft is text you copy and send yourself. Nothing in Contacts sends anything to a contact.
What happens to somebody I delete?
Their contact record, notes, logged activity and follow-ups are deleted. Seayora keeps a one-way fingerprint of their email and phone so they are not added back automatically; their enquiries, leases and messages stay in your account’s records.
Can my staff see every contact?
That is yours to decide in Team → Permissions under “Contacts & follow-ups”. A management company’s staff member sees the contacts given to them, the ones they added, and the people at the buildings they are assigned.
Can I ask my AI assistant about my contacts?
Yes. A connected assistant can list your contacts, read one, see the pipeline and your follow-ups, and propose a note, a follow-up, a stage change or a new contact — which waits in Approvals for you, like every other change an assistant suggests.
Related guides
Related features and guides
- Booking Tours & Showings — Documentation. How prospective renters book a tour from your listing, what you control (hours, slot length, in-person, self-guided or video), and what the visitor receives.
- Listing Distribution (Dwellsy) — Documentation. How to send a published listing to outside rental networks, what data leaves Seayora when you do, where inquiries land, and what “in the feed” means versus “live on the partner”.
- Private In-App Voice Calls — Feature. Voice and video calls that run inside Seayora between two accounts — no telephone number is used on either side, so landlords, tenants and service pros talk without exchanging personal contact details.
- Sales Pipeline & the Full Sales Cycle — Documentation. How Seayora tracks a sale from lead to lead-to-cash — quotes, follow-ups, conversion, invoicing, and payment — as one connected cycle.
- In-App Voice Calling — Feature. Browser-based voice calling between landlords, tenants, staff, and contractors, with call logs kept alongside the conversation and personal numbers never exposed.
- Secure In-App Messaging — Feature. In-app messaging between landlords, tenants, staff, and contractors — searchable, tied to the property, and never routed through a personal phone number.