Create powerful lead forms, tenant applications & exposé requests for your real estate office in no time — with AI, no tech skills needed

An attractive property quickly attracts a hundred or more inquiries. Calling every single one is unrealistic — yet it would be a shame to miss the right buyer in the noise. A scoring model in the inquiry form separates wheat from chaff before you even need to act. Equity, desired move-in date, financing status and family size combine into a lead score.

Conditional logic does not make the form longer but more focused. Anyone ticking "buyer" sees questions on equity and bank, anyone ticking "tenant" sees questions on income and profession. Nobody sees both. Per response a score is computed in the background and sent via webhook to OnOffice, Propstack or FlowFact — as a tag, custom field or pipeline stage.

It matters to calibrate the score logic honestly. A lead with high equity but unrealistic dream price is not an A-lead but a potential time sink. Adjusting such heuristics to your office's specifics takes a few iterations but pays off — sales sees the A-list in the morning, not the full-text search in the inbox.

Schufa report, proof of income, employer confirmation — tenant self-disclosure contains highly sensitive data. What you may ask is regulated not only by GDPR but also by tenancy law and anti-discrimination law. Marital status, religion, pregnancy, planned children — all off limits, even if landlords occasionally ask. Profession, net income, credit score and previous tenancies are permissible if relevant for the rental decision.

For file upload two rules apply: explicit consent with purpose limitation in the form and a deletion deadline after successful (or failed) rental. Six months for non-realised applications is standard, after which documents are deleted automatically — not because it is nice but because storage without purpose is forbidden. A mandatory checkbox before upload documents the consent.

The practical effect: you receive complete, structured self-disclosures instead of fragmented email attachments in twelve different formats. Mandatory fields prevent the application being submittable at all while essential data is missing. That saves callback loops and speeds up rental.

Twenty prospects per property, three viewing slots, a spreadsheet emailed around — at some point nobody knows who confirmed when. Slot-based booking in the form dissolves that: per property you define slots (e.g. three appointments of three people), the form shows only free slots, the prospect picks, receives a confirmation with address and ICS file.

For group viewings a participant limit per slot makes sense, for individual appointments one participant per slot. Conditional logic can additionally filter: anyone who has not yet submitted self-disclosure does not see appointment slots but is first routed to the self-disclosure form. That way you sort out unqualified prospects without pushing them away.

The reality in most broker software products is that a calendar exists but no publicly bookable slot logic for prospects. A native integration with OnOffice or Propstack for slot bookings does not currently exist — the practical path runs via webhook into the broker software calendar or manual transfer. For most offices that suffices, because slot management itself was the real pain point, not the transfer into the software.

A one-pager with "your name, your email, send" converts noticeably worse than a multi-step funnel that lets the prospect invest energy in the first two steps. This sunk-cost mechanic is well documented: anyone who has already invested three clicks will hand over the email on the fourth. The entry must be friction-free — step one is a low-threshold question ("looking to buy or rent?"), not the email field.

Images and renderings inside the funnel itself raise engagement. Anyone seeing the living room in full resolution on step two is more likely to click on than someone reading only text. The form can embed image galleries or via conditional logic show different images per answer — anyone indicating "family with children" sees children's room photos, anyone indicating "single" sees the loft character.

The CTA placement is the last lever. Instead of "submit" it says "request exposé now" or "secure your viewing appointment" — action-oriented, not process-oriented. On the confirmation page the next step appears directly: ICS download, phone callback time booking or WhatsApp link if you offer that. Every additional touchpoint raises the probability that the prospect becomes a customer.