The First Time They Could See Their Numbers.
First Stays is a residential leasing agency in Montreal. They place tenants in apartments for property owners across many buildings, with a team of agents who each bring in and work their own leads. Jakob took over the company at the end of 2024 and set out to run it tighter than the previous owners did.
The company ran on an inherited system full of junk fields and duplicate units, so the numbers were often wrong. Agents found their own leads and tracked visits by hand, and there was no way to know what was actually converting.
- Inherited system full of junk fields and duplicate units, so numbers were often wrong
- Every visit meant booking it, saving the contact, typing the invite, and remembering to follow up
- No shared place to see leads and no reminder to follow up
- No way to know which agents, buildings, or times of day were actually converting
We turned their system into a real leads tool with a reporting layer on top. Every agent now has a clean leads page that keeps each lead in order from new, to follow-up, to visit booked, drops visits straight onto the calendar, and moves them into the pipeline once an application goes out, all with the reporting that finally shows the numbers.
- A clean leads page for every agent, no more scattered tracking
- Visits dropped onto the agent's calendar automatically, no typing it up
- A text nudge to the agent when a lead sits too long
- Reporting by agent, by building, and by time period
- Best-time-to-visit and best-neighborhood data, pulled from real numbers
For the first time, Jakob can see his own business. He can pull up which agent is hot in which building, which hours actually convert, and which neighborhoods close, then build his week around it. When he tells his agents that afternoon visits close better, he now has the data to prove it, which makes his reports to his partners far stronger.
The automation also gives the team back a lot of hand-work. Booking a visit, saving the contact, typing the calendar invite, and chasing the follow-up used to be manual, a couple of minutes each, over and over all day. That adds up to roughly 30 minutes back per agent per day, on the order of 1,200 to 1,500 hours a year across the team, time the agents now spend selling instead of doing admin.
The agents feel it too. They went from tracking leads in their heads and their calendars to one tool they actually like using, which means fewer leads slip. This is what good data and automation do together for a growing business: they replace guesswork with proof and take the busywork off the team.
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