A property agent or developer lives on enquiries - a WhatsApp about a two-bed in Kilimani, a call about a plot in Kitengela, a form fill from an ad. Each one is a potential commission. But they land across three agents’ personal phones, get a reply or two, and then go quiet, because nobody can see the whole list of who asked about what and who was followed up. The deals don’t die from lack of stock; they die from lack of follow-up.
Where the deals leak
- Enquiries scatter across agents’ personal WhatsApp and phones, with no shared view
- A hot lead gets one reply and then forgotten - no next step, no owner
- When a new unit comes up, there’s no quick way to reach the buyers who wanted exactly that
- The agent who was talking to a buyer leaves, and the whole conversation leaves with them
Every enquiry in one shared inbox
Incoming WhatsApp enquiries land in a shared inbox the whole team works from - not one agent’s personal phone. Assign a conversation to an agent, mark it open, pending, or closed, and see unread badges so nothing is missed. Inside WhatsApp’s 24-hour window your agents reply freely; outside it, an approved template re-opens the chat. Every message is logged on that contact’s timeline, so when an agent is away - or leaves - the conversation stays with the business.
Move each lead through a pipeline
Every enquiry becomes a lead you track through stages - new, contacted, quoted, approved, connected - with the property they want, the deal size, and the agent who owns it. Add notes and follow-up tasks with due dates, so a promising buyer always has a next step and a date, not a vague “I’ll call them.” A lead that closes is marked connected; one that goes nowhere is dropped with a reason, so your pipeline reflects reality.
Broadcast the right listing to the right buyers
Hold every buyer and past client in one directory, grouped into segments - by budget, area, or unit type. When a new listing comes up, send it to exactly the buyers who wanted that - by WhatsApp or SMS, with a per-person delivery record and the cost shown before you send. No blasting your whole list about a plot nobody asked for.
Worked example. An agency runs three agents off one inbox. A WhatsApp enquiry about a KES 8M apartment lands, is assigned to an agent, and tracked as a lead at the contacted stage with a callback task for Thursday. A week later a similar unit lists; the agency WhatsApps the 40 buyers segmented as “2-bed, Westlands, 6-10M” - 38 delivered - and two reply straight into the inbox.
What you’ll need
The CRM - contacts, pipeline, segments, and the shared inbox - is on Pro (KES 2,500/month) and up. Messaging is prepaid - SMS from KES 1.00/segment, WhatsApp from KES 1.50 per message. Point your WhatsApp number at Zana, bring your buyer list in, and stop losing enquiries to personal chats.