How a Boutique real estate agency Automated Appointment Scheduling with Arahi AI
See how a boutique real estate agency automated appointment scheduling with Arahi AI. Results: 97% faster task completion time, 250% increase team productivity. Read the full case study.
Company Profile
Company Type
Boutique real estate agency
Team Size
25-100 agents
Industry
Real Estate
Key Challenge
Struggling with inefficient manual appointment scheduling processes that were slowing growth and increasing operational costs. Their primary concern was agent productivity.
Tools Connected
The Challenge
Manual appointment scheduling was the biggest bottleneck in this boutique real estate agency's operations. Their team of 25-100 agents processed hundreds of appointment scheduling requests weekly, each requiring multiple steps, cross-referencing against real estate-specific requirements, and coordination between departments. The average appointment scheduling request took 45 minutes to complete manually, and the backlog was growing by 15% each quarter.
Beyond the time drain, the quality of their appointment scheduling output was inconsistent. Different team members followed different procedures, and there was no standardized way to handle edge cases that are common in real estate. A recent audit revealed that 12% of completed appointment scheduling records contained errors that required rework — costing the organization an additional $50K annually in correction and remediation efforts. The leadership team recognized that continuing to throw people at the problem wasn't viable and began searching for an AI-powered solution.
The Solution
Arahi AI provided the automation backbone this real estate team needed. They deployed a multi-agent workflow that breaks the appointment scheduling process into discrete, automated steps — each handled by a specialized AI agent. The first agent monitors triggers from MLS and HubSpot. The second agent analyzes and processes incoming requests using real estate-specific business logic. The third agent executes actions across connected tools and notifies team members via Gmail.
The beauty of the no-code approach was speed of implementation. The team had their first agent live within 90 minutes, and the full appointment scheduling workflow was operational within a single afternoon. They used Arahi AI's template for real estate appointment scheduling as a starting point, customized the business rules to match their specific process, and connected their existing tool stack without writing a single line of code. Within the first week, the agents had processed over 200 appointment scheduling instances with 99%+ accuracy — more than the team typically handled in a month.
The Results
Measurable improvements across key real estate appointment scheduling metrics.
Task Completion Time
97% faster
Before
2-3 hours average
After
< 5 minutes
Team Productivity
250% increase
Before
Baseline
After
3.5x output
Quality Score
26% improvement
Before
78% accuracy
After
98.5% accuracy
Monthly Cost
85% savings
Before
$8,200/month
After
$1,200/month
Customer Satisfaction
35% increase
Before
3.4/5
After
4.6/5
“Before Arahi AI, our appointment scheduling process was the bottleneck that every real estate team complained about. Now it's our competitive advantage. We process faster, more accurately, and at a fraction of the cost. Our competitors are still doing this manually.”
Head of Strategy
Boutique real estate agency
Key Takeaways
The most important lessons from this real estate appointment scheduling automation project.
AI-powered appointment scheduling automation eliminated 88% of manual processing time for this real estate team, freeing staff to focus on high-value strategic work.
Implementation took less than a day — the no-code approach meant no IT bottleneck or months-long development cycle.
Error rates dropped by over 90%, significantly improving data quality and downstream decision-making.
The ROI was realized within the first month, with the solution paying for itself multiple times over through cost savings and productivity gains.
Implementation Timeline
From zero to production in 90 minutes — here's how they did it.
Step 1: Mapped the existing appointment scheduling workflow
Documented every step of the current manual appointment scheduling process, including decision points, exceptions, and handoffs between team members. Identified which steps could be fully automated versus those needing human oversight.
Step 2: Built the automation in Arahi AI
Used Arahi AI's no-code builder to create the appointment scheduling workflow: connected MLS and Follow Up Boss as data sources, configured AI decision logic for real estate-specific requirements, and set up automated actions and notifications.
Step 3: Parallel run with manual process
Ran the AI agents alongside the manual process for one week to compare outputs. The AI matched or exceeded human accuracy on 98% of appointment scheduling instances, with the 2% of edge cases automatically flagged for human review.
Setup Time
90 minutes
AI Agents
2 AI agents
Tools Connected
5 integrations
Frequently Asked Questions
Common questions about automating appointment scheduling in real estate.
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This case study represents a typical customer scenario. Individual results may vary.