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CRM System
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CRM Platform for Real Estate Teams — Automated Follow-Ups, Email Campaigns & Live Chat

A fully custom CRM built for real estate agencies. Every agent, lead, and deal lives in one place. Campaigns go out automatically. Clients sign contracts digitally. Realtors can now run the entire platform just by typing what they need — the built-in AI assistant understands plain English and gets it done. And each agency's data stays completely private from every other agency on the platform.

Client management platform with email automation and real-time communicationFull-stack developer — built the login system, email campaign engine, live chat, and multi-agency data separation

36,000+

Emails sent per hour, automatically

Zero manual work

Campaigns run and retry on their own

AI-powered

Any CRM task done by typing plain English

No overlap

Each agency sees only their own data

Multi-agency

One platform, unlimited agencies

Key highlights

  • Automated campaigns send 36,000+ emails per hour — no manual work required
  • Full data privacy between agencies — built into the structure, not bolted on as a setting
  • Live chat and notifications without slowing the platform down
  • AI assistant lets realtors run any CRM task in plain English — with a confirmation preview before anything happens

Data layer

MongoDB

Node.js (modular APIs, background job processing)

System Preview

System preview 1
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System preview 3
System preview 4

Problem

Real estate teams lose deals in the gaps between tools. A follow-up email that never got sent. A contract sitting in someone's inbox. A lead that went cold because nobody noticed. For companies running more than one agency or brand, it gets worse — there's no easy way to keep each team's clients and deals separate without building an entirely different system for each one.

Solution

Built a CRM that keeps everything in one place and automates the repetitive work. Agents manage leads, clients, properties, and transactions from a single dashboard. Email campaigns go out on a schedule without anyone pressing send. Contracts get signed digitally without printing a thing. The platform also includes a built-in AI assistant. Realtors, admins, and team members can type anything they need in plain English — 'Send a follow-up to all leads from last week who haven't responded' or 'Create a new client and assign them to Sarah' — and the AI figures out what needs to happen. If any detail is missing, it asks. Once everything looks right, it shows a preview in a popup before doing anything. When confirmed, it carries out the action — respecting each user's role and access level throughout. Each agency on the platform gets its own private workspace — completely separated from every other agency. One platform runs all of them, cleanly.

Features

Capabilities & System Features

Security & Auth
Secure login with user roles and access levels
Secure document storage
Role-aware AI — the assistant only performs actions the user is permitted to do
Real-time
Live chat and real-time notifications built in
Data & Storage
Bulk import for adding hundreds of leads or clients at once
Users & Tenancy
Separate, private workspace for each agency — data never mixes
Automation & Jobs
Automated email campaigns — scheduled, personalized, and self-managing
Automatic follow-up system via email
Smart follow-up: AI fills in missing details before acting, then previews the action for confirmation
Core
Lead, client, realtor, and property management in one dashboard
Digital contract signing — no printing, no scanning
Transaction tracking from first contact to closed deal
Activity and performance dashboards
AI assistant — type any task in plain English and the system does it

Engineering challenges

Complex problems solved

01

Keeping Every Agency's Data Completely Private

Problem

The platform hosts multiple agencies at once. One agency's clients, leads, and deals must be completely invisible to every other agency — always. This can't be something that's just filtered or hidden behind a setting. It has to be structurally impossible for data to cross between agencies.

Solution

Built the platform so each agency lives in its own isolated environment with its own web address. The separation isn't a filter — it's built into the foundation of how the system works. Solving this during development required some creative problem-solving, since the standard local testing setup doesn't support this kind of structure.

Impact: Every agency on the platform can be confident their client data is private. New agencies can be added instantly — no risk of data crossing over, and nothing needs to be rebuilt.

02

Sending Thousands of Emails Without Slowing Anything Down

Problem

When an agency launches an email campaign, it might need to send hundreds or thousands of emails — each personalized, each going to the right person, none duplicated. Doing this the obvious way would slow or freeze the whole platform while emails were being sent.

Solution

Built a separate background system that handles all email sending on its own, completely disconnected from the main platform. It sends up to 10 emails per second, automatically retries if something fails, and makes sure no one ever gets the same campaign email twice.

Impact: Agencies can send large campaigns without the platform slowing down at all. Emails go out reliably, failures fix themselves, and nothing needs manual attention.

03

An AI Assistant That Understands What You Mean — Not Just What You Type

Problem

Realtors don't think in menus and forms. They think in tasks: 'Follow up with the leads I haven't heard from this week' or 'Start a campaign for everyone who looked at the downtown listings.' The challenge was building something that understands that kind of natural, unstructured language — figures out exactly what action is needed, asks for anything missing, and then does it safely without guessing or skipping steps.

Solution

Built an AI layer that sits on top of the entire CRM. A realtor types what they need in plain English. The AI reads the intent, maps it to the right CRM action, and checks whether all the required information is there. If anything is missing, it asks — in plain English, not a form. Once everything is in order, it shows a clear preview in a popup before touching any data. When the user confirms, it performs the action — and only the actions that user's role allows.

Impact: Realtors who used to navigate through multiple screens and forms to complete a task can now just describe what they need. The AI handles the rest — accurately, safely, and only after the user has seen exactly what's about to happen. New team members get productive faster, and experienced realtors save time on tasks they've done hundreds of times.

Architecture

System structure

Frontend

React (Redux, shadcn/ui, Framer Motion)

Backend

Node.js (modular APIs, background job processing)

Database

MongoDB

Auth

JWT (access + refresh tokens)

Realtime

Redis pub/sub (chat, notifications, caching)

Jobs

BullMQ + Redis (async email queue)

Infrastructure

Docker

Storage

AWS S3

Tenancy

Subdomain-based multi-tenancy

AI

Gemini, Groq, OpenAI via Genkit (natural language intent parsing and CRM action execution)

Technologies

Tooling used

ReactReduxNode.jsMongoDBBullMQRedisAWS S3JWTDocuSignFramer Motionshadcn/uiGeminiGroqOpenAIGenkit

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