Ask agencies what's holding them back, and one answer comes up more than any other: admin falling behind. It's not a discipline problem, it's a capacity problem. There are only so many hours in the day, and the work that actually generates revenue - being in front of people, building trust, negotiating - will always come first. As it should.

That's where AI Assist comes in. AI Assist is your conversation AI Agent that completes tasks based on your voice or text prompts. If you're a Rex customer, it's now live in your account to trial, so let's look at some ways you could prompt it to help with your admin.

Remember, AI Assist can only complete tasks that you can do in the CRM today.

Check out the demo and prompt ideas below to get started.

Please note: AI Assist is formerly named AI Admin
To try it in your Rex desktop version - head to the top right corner and select the AI symbol to open the AI Assist window.

After a Meeting

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NEW CONTACT

1. Log someone you just met

"Just met Sarah Jones at the pub. Her number is 07700 900 123. She owns the property at 14 Maple Street. Book an appraisal for Thursday at 10am."

One sentence creates the contact record, links the property, books the appraisal, and logs the meeting note. 17 seconds. 6 actions done.

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AFTER A VIEWING

2. Log viewing feedback hands-free

"Just finished a private viewing at 45 Park Lane with John Smith. He loved the garden but thought the kitchen was small. His interest level is warm. Log the feedback and draft an email to the vendor."

Captures the feedback to your vendor report, drafts the vendor update, and sets a follow-up — while you're still walking to your car.

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BUSINESS CARD OR WRITTEN NOTE

3. Photograph a business card or handwritten note

[Take a photo] "Add this person to my database and create a residential sale match profile for a 3-bedroom house up to £800,000."

Point your camera at a business card, billboard or viewing sign-in sheet. No typing. Data goes straight into Rex.

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Managing Listings

VIEWING

4. Schedule a viewing and notify buyers

"Add a new viewing for 17 Safari Street this Saturday at 10am for 30 minutes, then notify all hot and warm buyers."

Creates the viewing event, finds every interested buyer, drafts the notification email or SMS, and sends on your approval.

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VIEWING BOOKING

5. Add a viewing or appointment to a listing

"Hey Assist, can you please add in a viewing for 45 Park Lane for this Saturday at 10:30am?"

Creates the appointment against the listing, adds or finds Michael in your database, links him as an attendee, and drafts the confirmation — so your calendar and CRM stay in sync without you touching either.

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LISTING SEARCH

6. Log a signboard enquiry on the go

"Just got a call from Robert Hand who saw my signboard at 17 Safari Street. Add him to the database, create a listing enquiry, and draft an email with the listing details to send him."

New contact created, enquiry logged to your vendor report, email drafted — all without opening a single screen in Rex.

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NEW ENQUIRY

7. Find and send matching listings

"What commercial rental listings do I have available under £50,000 per annum? Show me them on a map and draft an email I can send to a prospective tenant."

Searches your entire listings database, filters by criteria, maps results, and writes the email.

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Buyers & Admin

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MATCH PROFILE

8. Set up an applicant with a match profile

"Please add John Jones to my database. His mobile is 07700 900 456. Create a residential sale match profile for a house in Kensington up to £600,000 million. Set him up on a weekly email campaign.""

Contact created, match profile set up, campaign activated — your applicant is in the system and being nurtured before you hang up.

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STANDING INSTRUCTIONS

9. Create a chat with your own standing rules

"I'm going to use this chat whenever I add a new contact. Whenever I add someone here, please apply my 'New Contact' follow-up track and tag them as AAA."

Set your standard process once, and AI Assist remembers it. Every new contact automatically gets your workflow applied — no forgetting, no shortcuts.

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OFFER RECEIVED

10. Log an offer as buyer feedback

"Hey Assist, can you mark Emma Clarke as submitting an offer for £500,000 on 17 Safari Street?"

Logs the offer as buyer feedback against the listing, updates Emma's interest status in your database, and drafts the vendor communication so the vendor is informed and the record is clean before you've even left the conversation.

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💡3 Tips to get more out of every prompt

1. Be specific about the property or contact — include the address, full name, or phone number and the AI will find or create the right record.
2. Set standing instructions for chats you use repeatedly — tell it your default process once (e.g. "always apply my new contact track") and it remembers.
3. You're always in control — AI Assist will show you what it's about to do and ask before it sends anything. Review, tweak, then approve.

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Ready to get your evenings back?

AI Assist is live in open beta — free for Rex users. Try it today, or book a demo to see it in action.

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