Case Study: Engel & Völkers Bozeman | Waypoint Systems
Case Study
Luxury Real Estate
Bozeman, MT

A Luxury Broker’s
Operations, Automated.

PS
PollyAnna Snyder
License Partner · Managing Broker · Private Office Advisor
Engel & Völkers Bozeman · 25+ years luxury real estate
5→1
Platforms Consolidated
<5 min
Lead Response Time
2
Integrated Systems Built
0
Leads Without Response
The Problem

High performers lose deals in two places.

PollyAnna runs a high-volume luxury real estate operation with a team of three. The work is complex, the clients are discerning, and the margin for operational error is zero. Two specific gaps were costing her deals.

The Morning Platform Shuffle

Every day started the same way. Open Lofty. Check Gmail. Review the calendar. Pull up Google Sheets. Scan MLS alerts. Five platforms, all separate, none of them talking to each other. Building a picture of what actually needed attention that morning took time that should have gone toward clients.

5
platforms checked manually every single morning
The Lead Response Gap

In luxury real estate, first response sets the tone. But when a small team is managing active transactions, showings, and client relationships simultaneously, new leads wait. Without a system behind the response, follow-up depended on memory. And when the team was stretched, contacts slipped with no one to catch them.

0
escalation triggers when follow-up was missed
The Solution

Two systems. One connected operations layer.

Waypoint Systems designed and built two integrated systems from scratch: a daily command center that replaces the platform shuffle, and a lead response engine that ensures no inquiry goes unanswered.

System 01
AI Daily Command Center
Every platform, one morning briefing. PollyAnna opens one page and knows exactly what the day requires.
1
All platforms aggregated automaticallyLofty, Gmail, Google Calendar, Google Sheets, and MLS alerts all feed into a single briefing engine each morning.
2
Top 10 leads ranked by priorityNot a flat CRM list. A scored, ordered call sheet built from follow-up recency, source, and engagement signals.
3
Full context in one viewPending transactions, critical dates, active listings, email triage, calendar deadlines, and top 5 SOI contacts for proactive outreach.
4
New MLS listings delivered automaticallyBig Sky and Bozeman listings matching defined criteria surface in the briefing daily. No manual search required.
5
Notes auto-sync to LoftyEntries logged from the dashboard push back to the CRM automatically. Contact records stay current without manual data entry.
System 02
Intelligent Lead Response
No new lead goes untouched. The system responds like a large team, even when it is just three people.
1
Instant team alert on every new leadThe moment a lead comes in, PollyAnna and her team receive a text with the lead’s full details and source. No checking email. No delay.
2
AI-drafted first response sent within minutesA professional, personalized response goes out before the team would have even seen the notification. Drafted by Claude AI, reviewed from the dashboard.
3
Lead logged and prioritized in LoftyEvery new lead is automatically added to the CRM, prioritized in the pipeline, and assigned as a follow-up task to the right team member.
4
Escalation fires if no response is loggedIf no activity is recorded within a defined window, an automatic escalation alert fires. Nothing slips through a busy transaction day.
Infrastructure

Built to fit. Not forced in.

Custom Python application hosted on a private server managed by Waypoint Systems, secured with SSL, accessible at a private subdomain. Every integration connects to a platform PollyAnna was already using.

Waypoint Command Center
Python · Private Server · SSL · Claude AI
Lofty CRM
Pipeline · IDX · Contacts
Gmail
Email triage · Response drafts
Google Calendar
Deadlines · Daily agenda
Google Sheets
SOI · Transactions · Tracking
MLS Alerts
New listings · Criteria-matched
SMS Alerts
Lead notifications · Escalations
The Results

A brokerage that runs like a larger team.

New leads get an immediate, professional response. The team starts every morning knowing exactly who to call and what is closing. Manual platform-switching is gone. Follow-up is a system, not a habit.

5 → 1
Platforms into one dashboard
Lofty, Gmail, Calendar, Sheets, and MLS alerts all consolidated into a single morning briefing.
<5 min
Lead response, any hour
AI drafts and sends a professional first response before a human could have seen the notification.
Top 10
Priority leads ranked every morning
Scored by follow-up recency, source, and engagement. Not a list. A ranked call sheet.
100%
Leads auto-logged in Lofty
Every new lead is captured, prioritized, and assigned in the CRM automatically. No manual entry.
0
Leads that escape follow-up
Escalation fires automatically when no response is logged within the defined window. Nothing slips.
Top 5
SOI contacts surfaced daily
Sphere of influence outreach is built into the morning briefing. High-value relationships stay warm.
“
I used to start every morning switching between five different platforms just to figure out what needed my attention. Now I open one page and know exactly who to call, what is closing, and what is coming in. The lead response piece alone has changed how we convert.
PollyAnna Snyder  ·  License Partner / Managing Broker, Engel & Völkers Bozeman
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