Villarreal Group — AI Systems Onboarding

Step 1

Company & Contacts

1. Primary decision-maker for this project *The person who signs off on scripts, scope and go-live.

Please fill in name, role, a valid email and a mobile number.

2. Day-to-day operational contact for CRM and automationsFor example your marketing or operations person — the one we'll coordinate with on Follow Up Boss and testing.

3. Team timezone and office hours *Example: Eastern Time (ET), Monday–Friday 9:00 AM–7:00 PM, Saturday 10:00 AM–4:00 PM.

Please provide both timezone and office hours.

4. Team sizeApproximate numbers are fine — this drives how we size routing and phone numbers.

Step 2

Sales Team & Lead Routing

5. Agent roster *For each agent: name, cell phone, email, territories or neighborhoods covered, price range, languages spoken. You can paste a rough list here and email us the full spreadsheet later. This field is required.

6. Preferred routing model Round robin — leads distributed evenly in turn Territory-based — matched on neighborhood or area Performance-weighted — top performers receive more leads Mixed — a combination of the above Notes on routingIf you chose Mixed, please explain how the rules should combine. Any other routing detail is welcome here.

7. Zillow Premier / Preferred leadsWhich agents receive them, and how can we identify these leads inside Follow Up Boss (source, tag or stage)? These leads are excluded from AI calls.

8. When an AI caller live-transfers a qualified lead and the assigned agent doesn't pick up, what should happen? Try the next available agent Schedule a callback and notify the agent Send to a team line Other

Max seconds to wait before fallback

9. Agent availability — do your agents keep working-hours calendars we could read?Calendar access lets the AI avoid transferring during showings or time off. Yes — Google Calendar Yes — inside Follow Up Boss No — agents don't keep calendars Other

10. Is there any cap on leads per agent per day? How should vacations and off days be handled?

Step 3

CRM & Tech Stack (Follow Up Boss)

11. Who can provide Follow Up Boss admin access or the API key for the integration?We'll reach out to this person directly to complete the connection.

12. Your current Follow Up Boss pipeline stages *We have on record: Lead, To Follow Up, To Nurture, Appointment Set, To Prequalify, Showing Homes, To Submit Offers, Under Contract, Closed. Any corrections or additional stages? This field is required.

13. Zillow ↔ Follow Up Boss syncWhich stage changes propagate to Zillow, and are there stages our automations must NEVER change automatically? This protects your Zillow lead quality score.

14. How are these identified in Follow Up Boss today (source or tag)?New Zillow leads, Zillow Preferred leads, Google leads.

15. Twilio account for phone numbers, voice and SMS We already have one Please help us create one — billing will be on our card Preferred area codes

16. A2P 10DLC SMS registration statusRequired by US carriers before any SMS automation can go live. Registered In progress Not started Not sure

17. ElevenLabs (AI voice) account Already created We need help creating it — billing on our card

Step 4

AI Caller 1 — New Zillow Leads

18. When should the AI call a brand-new lead in the "Lead" stage? * Within 5 minutes of creation Only after the assigned agent's manual attempts are exhausted Replace manual attempts entirely Other

Please select an option.

19. Attempt cadence — how many call attempts, and spaced how? *Example: "3 attempts — immediate, +2 hours, next morning". This field is required.

20. Allowed calling window *Days and hours, Eastern Time. Example: "Mon–Sat, 9:00 AM–8:00 PM ET". This field is required.

Voicemail policy * Leave a short voicemail No voicemail Voicemail only on the last attempt Please select an option.

21. Qualifying questions the caller must coverWe plan to cover: buying timeline, budget, mortgage pre-approval, areas of interest, and whether they have a current home to sell. Please confirm, add or remove.

22. What makes a lead "qualified enough" for a live transfer to an agent, versus sent back to nurturing?

Step 5

AI Callers 2 & 3 — Reactivation & Funnel Opt-ins

23. Caller 2 — database reactivation (To Follow Up / To Nurture)Any filters or exclusions on who gets called (lead age, source, last activity)? And roughly what daily call volume are you comfortable with?

24. Caller 2 opening angle — what reason for the call will your past leads find genuinely useful? Market update for their area New listings matching their old search Home valuation offer Other

25. Caller 3 — funnel opt-ins: how fast after an opt-in should the call go out? Under 5 minutes Under 30 minutes Within business hours only

26. Objection handling — what do your top agents actually say?Your best current responses to "I already have an agent", "I already bought", and "how did you get my number?".

Step 6

SMS AI Salesperson

27. Which inbound text replies should the SMS AI handle? * Only replies to reactivation campaigns All texts sent to the AI numbers Other

Please select an option.

28. SMS sending window and escalationWhich hours (Eastern Time) may the AI text? When should a human take over, and who gets notified?

29. When the SMS AI qualifies a lead, what's the hand-off? Trigger an AI call with live transfer Create a task for the assigned agent Text the agent to call the lead Other

Step 7

Pipeline Automations, Reporting & Guardrails

30. Follow-up matrix — any changes?We'll implement the matrix agreed with Denis: To Follow Up — day 1, 3, 3, 7, then every 15 days; To Nurture — 7, 7, 15, then every 30 days; Appointment Set — reminders 1 day and 1 hour before; To Prequalify — follow-through after 2 hours; Closed — congratulations plus referral request. Optional.

31. Facebook Custom Audiences syncWhich ad account should we sync to, and who can grant access? Optional.

32. Which KPIs and notifications do you want, and where? Calls made & transfer rate Appointments set per agent Stage-by-stage pipeline counts Weekly email report Instant SMS on a hot transfer Anything else, or where it should be delivered

33. Guardrails — topics or behaviors the AI must NEVER engage inWe already enforce: no politics or religion, a consultative tone, never pushy, never "luxury show-off". Anything to add? Optional.

What to send us by email

To start the build, please email the following to delivery@fluence-group.com:

Follow Up Boss admin invite or API key
Full agent roster spreadsheet
Any current call or SMS scripts you use today
Twilio and ElevenLabs credentials, once the accounts are created
How to identify Zillow Preferred leads in your CRM

Anything you don't have yet is fine — send it when it's ready and we'll keep moving on the rest.