September 8, 2026
How Daniel got 8 new agents to actually use the CRM
Daniel Rodriguez (Broker Owner, New Heights Realty Group, Orlando, Florida)
Background
Daniel Rodriguez spent years in real estate as a solo agent, much of that time working under his father. He and his wife, Jackie, opened New Heights Realty Group in Orlando on January 1, 2025, and Jackie left her full-time job to join the family business. Daniel had been using Follow Up Boss since 2019, with roughly 4,500 contacts in the account and an ISA on the team. Eight new agents were joining, and the brokerage had just signed up with Ylopo.
Before Kee Technology Solutions
Roughly 4,500 contacts in Follow Up Boss, with about 900 parked in a nurture stage nobody was working
Stages applied inconsistently, so the ISA was calling contacts who were not supposed to be called
Buyer and seller tracked as stages instead of tags, alongside leftover Zillow stages and a two way sync generating more
No smart lists in use anywhere in the account
Daniel personally worked through 80 to 90 tasks a day and pushed the rest forward
Some agents operating outside Follow Up Boss on their cell phones, so their activity was invisible
The volume arrived before the process did. Ylopo turned on, 8 agents came in, and every new response landed in an account with no agreed order of operations. Daniel described the moment it tipped.
"Immediately became overwhelmed with all the responses, all the leads, all the different things that we have to be on top of and controlling of. And it was then that we decided, you know what, we need some help and we need to utilize the software to the best of its ability."
Jackie named the same problem from the operations side during the discovery call.
"We do have an ISA and agents that are trying to use a system and we're not using the stages correctly. We need to clearly identify them because they're getting calls from the ISA when they're not supposed to."
What made it urgent was who would carry the technical load.
"I'm a real estate guy, not a tech guy. I don't understand computers that well."
Results After KTS Implementation (Setup completed February 11, 2025)
May 21 to Aug 19, 2025 vs the prior quarter
Calls up 29% and appointments set up 45%
Aug 20 to Nov 18, 2025 vs the prior quarter
Calls up 20% and appointments up 37%
Nov 19, 2025 to Feb 17, 2026 vs the prior quarter
Deals closed up 20%
Feb 18 to May 19, 2026 vs the prior quarter
Calls up 27% and appointments up 36%
Avg. contact attempts up 27%
Avg. call attempts up 96%
Avg. text message attempts up 55%
% of leads responding up 108%
% of leads responding by email up 120%
% of leads responding by phone up 92%
% of leads responding by text up 110%
The order matters. Calls and adoption moved first, appointments followed, and closings showed up two quarters later.
Action Plan Engagement Rates
Back to website drip, 35% response
New Zillow drip, 95% response
Nurture buyer drip, 39% response
Nurture seller drip, 34% response35
Real Lead Examples
Buyer lead, responded to the KTS New Buyer Lead initial text, still active
The lead came in through the new lead flow and responded to the automated initial text from the New Buyer Lead plan. The agent picked up the conversation, identified what the buyer was looking for, and booked a meeting. Total logged activity on the record includes 1 email, 37 text messages, 9 phone calls, 13 logged minutes, and 4 marketing emails. The lead remains active.
One automated text opened the conversation. Everything after that was the agent working the lead inside a system that kept surfacing the contact.
What changed operationally
Daniel's day used to start and end in the task list.
"Before I started working with you guys, I would just have tasks all day. I would have like 80 to 90 tasks and I would just go through those tasks. I didn't even know about the inbox. And what I didn't do, I just push it over and keep pushing it over."
Now he clears the inbox first, moves to his smart lists, and works tasks last.
"Having the smart list and the inbox has made it so I don't have to have that many tasks per day. And it really helps me be productive."
The brokerage runs on one rule:
“Follow Up Boss is mandatory. Everything has to be done in Follow Up Boss.”
Agents who do not log activity and stage contacts correctly lose the leads they were given, and the automations do not fire for them either.
Every agent and ISA now works assigned smart lists instead of guessing, and Jackie went beyond adoption into building. She used the coaching hours to learn the tag and automation structure, then started creating her own on top of the existing setup, along with new lists for the ISAs.
Ten agents are on the system today, and Daniel is holding off on heavy recruiting until the rest of the infrastructure is in place.
“I’m trying to get all the systems in place first so that way I can scale and I know what’s working.”
Ready to stop having your agents call the same pool of people at random and start using one system?