Real Estate Agent — Getting Started Guide
This guide walks you through your first week on Aventora as a real estate agent. You will set up your account, send a small informational SMS or email to past clients, and review the results — without learning the whole platform.
Time needed: about 45–60 minutes for setup plus your first campaign.
Your day-one checklist
Work through this list in order. Check each box before moving on.
- Before you start — gather login, phone, and a small contact list (see below)
- Sign in to Admin and complete setup (working hours + caller ID minimum)
- Run a test call to your own second phone line
- Build your contact file (10–25 people you may legally contact)
- Upload and run your first bulk campaign in Engagement Hub
- Review Dashboard and Analysis within 24 hours
- Follow up personally with anyone who replied
Before you start — what you need
| Item | Why you need it |
|---|---|
| Admin login | Sign in at admin.aventora.ai — use the email and password your brokerage or Aventora gave you |
| Your mobile number | To verify caller ID (clients see this number on calls/texts from Hub) |
| A second phone | For the setup test call (cannot be the same as caller ID) |
| 10–25 contacts | Name + phone (for SMS) or name + email (for email) — people you already know and are allowed to message |
| Spreadsheet app | Excel, Google Sheets, or similar — to build your upload file |
| Google or Outlook calendar | Only if you plan to book appointments through AI later — skip for your first blast |
CRM access (your client pipeline) is separate. Many agents sign in to CRM from the same brokerage portal. You do not need CRM open to run your first bulk upload in Admin.
What Aventora is (in plain terms)
Aventora helps you stay in touch with clients at scale. An AI assistant reaches people by phone, SMS, or email on your behalf — using instructions you write, your verified phone number, and your working hours.
| Where | What you do there |
|---|---|
| Aventora Admin | Setup, upload contact lists, run campaigns, see results |
| Aventora CRM | View clients, deals, notes — and see outreach history on each person (when sync is on) |
| Engagement Hub (inside Admin) | Bulk upload, Dashboard, Analysis — this is where your trial campaign runs |
Optional later: the mobile app for replies and notifications while you are out showing homes.
Step 1 — Sign in and complete Admin setup
1.1 Open Admin
- Go to admin.aventora.ai.
- Sign in with your agent email and password.
- If a setup wizard opens, follow it. If not, go to Account Settings from the menu.
You can click Skip setup for now (top right) and finish later — but do not run live outreach until working hours and caller ID are done.
1.2 Set your working hours
Where: Setup wizard → Working hours, or Account Settings → Working Hours
- For each weekday you work, set phone call availability (start and end time).
- Set SMS/messaging availability — most agents use the same hours as phone calls.
- Click Save on each section before you continue.
Default for new accounts: Monday–Friday, 9:00 AM–5:00 PM. Change this if you work evenings or weekends.
Why this matters: Hub will not call clients outside these hours. SMS batches also respect messaging hours.
- Phone hours saved
- SMS/messaging hours saved
1.3 Verify your caller ID
Where: Setup wizard → Caller ID, or Account Settings → Phone
- Enter your mobile number in international format:
+1then the 10-digit number (example:+14165551234). - Click Send verification call.
- Answer the call and enter the verification code when prompted.
- Click Check verification, then Continue.
This number is shown to clients when Hub calls or texts for you.
- Caller ID verified
1.4 Connect calendar (skip for first blast)
Where: Setup wizard → Calendar, or Account Settings → Calendar
-
For your trial SMS/email blast: click Skip for now.
-
When you are ready to book listing consults or showings by AI: click Authorize Google or Authorize Outlook and sign in.
-
Skipped calendar (trial) or calendar connected (booking)
1.5 Run a test call
Where: Setup wizard → Test call
- Enter a second phone number you can answer (not your caller ID).
- Leave the default test message or edit it to something simple, e.g. "This is a test from my Aventora account."
- Click Start test call.
- Answer the phone and confirm you hear the message clearly.
- When the status shows complete, click Finish setup.
- Test call heard clearly
You should now land on Engagement Hub → Dashboard.
Step 2 — Know your availability switch
Use this when you step into a showing and do not want live calls routed to you.
| Action | Where |
|---|---|
| Set Available / Away | Account Settings → Calendar → Call Availability |
| Same toggle on phone | Aventora mobile app → Home tab (if installed) |
Away stops outbound call bridges to you. SMS and email keep running. Your weekly hours in settings do not change.
- I know where to toggle Available / Away
Step 3 — Build your contact list
3.1 Choose who to include
Start with 10–25 contacts only:
- Past buyers or sellers from the last 1–2 years
- Sphere contacts who expect to hear from you
- People your brokerage policy allows you to text or email
Do not upload your entire database on day one.
3.2 Get contact info
Option A — From a spreadsheet you already have
Export or copy columns: name, phone (for SMS), or name, email (for email).
Option B — From Aventora CRM
- Open CRM and go to your People list.
- Filter to the contacts you want.
- Export or copy name + phone/email into Excel or Google Sheets.
Option C — Build manually
Create a new sheet with these column headers in row 1 (copy exactly):
For SMS:
phone_number,name,instruction,call_type,channel
For email:
name,email,instruction,call_type,channel,email_subject
You can also download Download Sample CSV Template on the Engagement Hub → Bulk Call page in Admin.
3.3 Write your instruction (what the AI sends)
Keep it short, friendly, and specific. The AI uses your instruction column as its script.
Good SMS instruction example:
Hi [name] — quick market update for your neighborhood. Mention that activity has picked up this spring and invite them to reply if they are thinking about buying or selling. Keep it warm and under 160 characters if possible.
Good email instruction example:
Send a friendly market update for their area. Mention you are their agent and available for a no-pressure chat if timing is right.
3.4 Fill in your rows
SMS example (copy and adapt):
phone_number,name,instruction,call_type,channel
+14165551234,Jane Smith,"Hi Jane — spring market activity in your area is steady. Invite her to reply if she has questions about buying or selling.",informational,sms
+14165555678,John Doe,"Hi John — brief check-in with a local market snapshot. Offer to chat if he is considering a move.",informational,sms
Email example (your admin must configure outbound email first — see Step 4):
name,email,instruction,call_type,channel,email_subject
Jane Smith,jane@example.com,"Send Jane a friendly market update for her neighborhood. Offer a no-pressure call if she has questions.",informational,email,Quick update on your local market
Formatting rules:
-
Phone numbers: always
+1and full number for US/Canada (+14165551234). -
Do not rename the header row.
-
If your instruction has a comma, wrap the whole cell in double quotes.
-
One person per row.
-
File has 10–25 rows
-
Every row has
instruction -
Every SMS row has
phone_number; every email row hasemail -
Saved as
.csv,.xlsx, or.xls
More columns: Bulk Call CSV reference
Step 4 — Upload and run your campaign
4.1 Open Bulk Call
- In Admin, go to Engagement Hub → Bulk Call.
- Click Download Sample CSV Template if you want to double-check column names.
4.2 Upload your file
- Click Upload (or drag your file onto the upload area).
- Wait for validation — fix any row errors the page shows before continuing.
- Review the preview: correct names, numbers, and channels (
smsoremail).
4.3 Start the batch
- Confirm the default call duration if prompted (informational SMS/email usually needs no change).
- Click Start (or equivalent submit button on the Bulk Call page).
- Stay on the page or open Engagement Hub → Dashboard to watch progress.
Outreach runs at about 5 contacts per minute.
Email note: If email is not set up yet, run SMS only. Your administrator configures Account Settings → Outbound Email (SMTP). Until then, skip email rows or ask your admin.
- File uploaded without errors
- Batch started
- Dashboard shows activity
Step 5 — Review results and follow up
Do this the same day or the next morning.
5.1 Check Admin
| Question | Where to look | What success looks like |
|---|---|---|
| Did messages go out? | Engagement Hub → Dashboard | Recent activity with your batch |
| Who was reached? | Engagement Hub → Analysis | Rows with delivered / completed outcomes |
| Any replies? | Analysis — open a row with a reply outcome | Client texted or emailed back |
| What did it cost? | Billing or usage summary | Credits used (SMS is a flat rate per message) |
5.2 Check CRM (if you use it)
- Open a contact you messaged.
- Look at their timeline or activity feed for the outreach record (when CRM sync is enabled).
5.3 Follow up personally
For every client who replied or showed interest:
- Call or text them yourself within 24 hours.
- Log the conversation in CRM (note or task).
- Do not rely on the AI for that personal follow-up — that is your closing opportunity.
- Reviewed Dashboard and Analysis
- Replied personally to anyone who responded
- Decided whether to run a second batch or try a new campaign type
Did the trial work? — quick self-check
Answer yes or no:
| Question | Yes = trial is working |
|---|---|
| Did clients receive messages without me texting each one manually? | Outreach automation works |
| Did at least one person engage (reply, callback, or positive outcome)? | Message resonated |
| Was setup under an hour? | Platform is usable for you |
| Do I see clear results in Analysis? | You can measure ROI |
If you answered yes to most rows, try a second batch or move to confirmational texts (showing reminders) next.
What to try after your first blast
| Your goal | Campaign type | Channel | Calendar needed? |
|---|---|---|---|
| Market update, check-in | Informational | SMS or email | No |
| Confirm a showing | Confirmational | Phone or SMS | Helpful |
| Book a listing consultation | Appointment booking | Phone or SMS | Yes — connect calendar first |
| Re-engage a warm lead | Conversational | Phone or SMS | No |
Mobile app — optional, for when you are in the field
You do not need the app for your first bulk campaign. Add it when you want replies on the go.
- Email app-request@aventora.ai with your name, email, and phone.
- Install the app on your phone when you receive access.
- Sign in with the same email and password as Admin.
- Turn on SMS relay (Android) or use Tap-to-Send (iPhone) when prompted.
Useful on day two and beyond: Today's Brief, reply to SMS from Inbox, toggle Available / Away, scan business cards into CRM.
More detail: Mobile agent app overview
Common problems
| Problem | What to do |
|---|---|
| Wizard will not let me continue | Save working hours and verify caller ID first |
| Test call never arrives | Check the number format (+1…); try a different second line |
Upload says missing instruction | Add an instruction column; every row needs a value |
| Upload rejects phone numbers | Use international format: +14165551234 |
| SMS sent but no reply in CRM | Confirm CRM sync is on — ask your admin if timeline is empty |
| Email rows fail | Outbound email not configured — run SMS only or ask admin for Outbound Email setup |
| Batch stuck or slow | Normal pace is ~5 per minute; check Dashboard for errors on specific rows |
| Client asks to stop contact | Note it — Hub supports do-not-contact handling; tell your admin |
Still stuck? Contact your brokerage administrator or sales@aventora.ai.
Quick reference — where to click in Admin
| I want to… | Go to… |
|---|---|
| Change my hours | Account Settings → Working Hours |
| Connect my calendar | Account Settings → Calendar |
| Update my phone number | Account Settings → Phone |
| Toggle Available / Away | Account Settings → Calendar → Call Availability |
| Upload a contact list | Engagement Hub → Bulk Call |
| See live activity | Engagement Hub → Dashboard |
| Review outcomes | Engagement Hub → Analysis |
| Manage clients and deals | Aventora CRM |
More detail (optional reading)
- How Aventora works together — CRM vs Admin
- Bulk Call CSV format — all spreadsheet columns
- Engagement Hub features — full capability list
Changelog
| Date | Change |
|---|---|
| 2026-07-03 | Expanded with day-one checklist, before-you-start list, numbered Admin setup steps, contact list options, upload flow, follow-up actions, self-check table, and troubleshooting. |
| 2026-07-03 | Rewrote as agent onboarding guide: platform overview, setup basics, informational SMS/email trial campaign, results evaluation, mobile app summary; external links use docs.aventora.ai. |
| 2026-07-03 | Initial real estate trial guide. |