Automation Case Study
Multi-pipeline deal tracking, stage-based follow-up, investor nurture, task control and automated communication in Monday.com.
Confidential Client · Client identifiers removed
Case Study At A Glance
Business Objective
The real estate business needed a centralized CRM to manage investors, sellers, service providers and brokers across separate pipelines while automating follow-up communication and task coordination.
The system was designed to move deals through stages, trigger automated emails and notifications, and maintain visibility of every opportunity in one workspace.
Implementation Scope
The implementation combines four role-based pipelines, stage-triggered automations, Gmail email integration, timed delays, internal notifications, task management, and segmented lead lists in Monday.com.
Pipeline Design
Each pipeline displays deals in Kanban format with clear stage progression and operational fields for priority, amount, and dates.
Automation Workflow
Stage changes trigger email actions, timed delays, conditional status checks, internal notifications, and long-term follow-up sequences.
Automation Evidence
Stage and status changes are used as automation triggers for email and notification actions.
Gmail email actions are connected inside Monday.com workflows for automated outreach.
Timed delays followed by conditional checks ensure actions only happen when conditions are met.
Internal notification to the item's assigned person when a deal reaches Committed (70%).
Task Management
The Task board separates Upcoming, Incomplete, In Progress and Complete work, with due dates, status fields and one-day-before reminder settings.
Task Board
Tasks are organized by status with due dates and one-day-before reminders configured for timely follow-up.
Supporting Boards
Reference data boards provide structured relationships and supporting information around the opportunity pipelines.
Segmented Lists
Lead lists are segmented into groups for targeted outreach and better visibility of different lead sources.
Deal Properties
The Deals board tracks property-level details including status, market tier and review flags for prioritization.
Verified Outcome
The implementation delivers a structured Monday.com workspace with role-based pipelines, automated follow-up, task control, and integrated email communication.
No revenue impact, conversion improvement, deal volume or hours saved is claimed because those figures were not provided as verified project metrics. This case study describes only functionality visible in the supplied screenshots.
Technical FAQ
Four opportunity pipelines were configured: Investors, Sellers/Owners, Service Providers, and Brokers/Agents. Each pipeline has its own stage progression and deal tracking fields.
Stage and status changes trigger automations. For example, when a deal moves to a new stage, an email is sent, and a timed delay with a conditional check follows before the next action.
Gmail email actions are connected inside Monday.com workflows. This allows automated emails to be sent to contacts or team members based on stage changes and conditional logic.
A separate active nurture workflow waits 30 days, re-checks status, then sends an email when the condition is met, ensuring long-term follow-up without manual intervention.
Supporting boards include Organizations, Lists, Tasks, Contacts, Relationships, and Deals. These provide reference data and structured relationships around the opportunity pipelines.
Related Automation Services
Talha Rehamni designs Monday.com workspaces, pipelines, automations and integrations for real estate, sales, and operational workflows.