CASE STUDY MALLIKA W., GREATER VANCOUVER
Mallika's Website, Rebuilt.Her Lead Flow, Automated.
A full account of what we built, how it works, and what changed operationally when the system went live.
BEFORE VLARO
Strong Agent. Weak Infrastructure.
Mallika W. was closing consistently a real producer with real client relationships and a real reputation in Greater Vancouver. What was missing wasn’t effort or ability. It was infrastructure.
Before the build:
- No automated response system lead response time depended entirely on when the agent was free
- CRM used for contact storage, not automation nothing running in the background
- Follow-up falling off after one or two touches leads going quiet with no defined next step
- Reviews accumulating slowly no system to ask at the right moment
- Online presence functional but not converting a website that existed without converting
- Full dependence on agent availability for every touchpoint in the business
What changed when the system went live isn’t complicated. It’s structure.
THE BUILD
Every Component. Installed in 14 Days.
Here is exactly what we built not marketing language, just deliverables.
Rebuilt the agent website with a conversion-focused structure, updated positioning copy, and Google Business Profile optimization. Every inbound entry point contact form, property inquiry, chat wired to funnel leads into the CRM automatically.
Set up local SEO structure targeting Greater Vancouver buyer and seller searches. Built content templates for monthly market updates and neighborhood guides. Email capture connected directly to CRM lead intake.
Configured a 3-step automation inside Follow Up Boss: form submission creates a CRM record, a personalized SMS fires within 90 seconds, and the agent receives a notification with full lead context and a one-tap response shortcut.
Wrote and configured a 7-touch active lead sequence covering Days 1 through 30+. Segmented existing database contacts by recency and relationship type. Loaded into a quarterly reactivation cadence with CRM tracking on every engagement.
Post-close review trigger connected to the transaction close tag in Follow Up Boss. Personalized SMS and email review request fires automatically within 24 hours of deal close. One-click submission link sends directly to Google Business Profile.
THE SYSTEM IN ACTION
From Inquiry to Follow-Up No Manual Step Required.
What happens from the moment a lead reaches out, to the moment the agent steps in.
Lead Submits
A buyer submits a contact form, clicks a property inquiry, or sends a message. The system captures their name, contact information, inquiry type, and source channel.
CRM Records
The lead is automatically added to Follow Up Boss with full context: name, number, email, inquiry details, source, and timestamp. No manual data entry.
Instant Response Fires
A personalized text message is sent from the agent's number. It uses the lead's name and references what they asked about. Written to sound like the agent sent it personally.
Nurture Sequence Begins
If the lead doesn't respond or convert immediately, they enter the active nurture sequence. Value-add follow-ups, market context, and soft check-ins delivered on a defined schedule no agent input required.
Agent Closes
The agent is notified at every meaningful lead action a reply, a click, a re-engagement after silence. They step in at the right moment. Not at every moment.
WHAT CHANGED
Less Manual Work. More Consistent Output.
What the business looks like day-to-day now that the system is running.
THE RESULTS
Early. Real. Compounding.
The system has been live since December 2025. These are real numbers from the current state not projections.
These are early-stage results. Systems compound over time the leads nurtured today convert in the months ahead. We’re showing you the current state because that’s the honest state, and even at this stage the system is working exactly as designed.
A NOTE ON THIS
We Don't Dress Up Early Results.
Mallika closed three deals in her first month. Her words, not ours and we won’t claim formal credit for results that belong, first, to her as an agent. What we built is the infrastructure that stopped the bleeding. What she did with it is her story.
What we can say precisely: every lead that comes in now moves through the same automated workflow. Response time is under two minutes, 24 hours a day. Follow-up runs without anyone’s availability. The system is working exactly as designed, and it compounds from here.
“The system works. I’m not sitting at my desk wondering who I forgot to call. That part of my business just runs now.”
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