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New Enquiry Auto-Responder

Example prompt: "When someone fills in our property enquiry form on Typeform, add them to HubSpot as a new contact tagged with the property they asked about, send them a personalised email confirming we received their enquiry with a brief description of that property, and create a follow-up task in Asana for our sales team to call them within 24 hours."

The Problem

Property enquiries arrive from multiple sources — website forms, portal listings, social media — and every one needs a prompt reply. Studies suggest that responding within five minutes can significantly improve the chance of converting an enquiry into a viewing. But agents juggling viewings and negotiations rarely have time to craft individual responses the moment a form lands, and generic auto-replies feel impersonal.

How GloriaMundo Solves It

We build a workflow triggered by new form submissions. An integration step picks up the enquiry details from Typeform, including which property the person asked about. A second integration step creates or updates the contact in HubSpot, tagging them with the relevant property. An LLM step drafts a personalised reply that references the specific property, mentions its key features, and offers to book a viewing. An integration step sends the email via Gmail, and a final integration step creates a follow-up task in Asana assigned to the right team member. Glass Box preview shows you the CRM entry, the drafted email, and the task before anything fires, so you can tweak wording or reassign the task.

Example Workflow Steps

  1. Trigger (webhook): New submission arrives from Typeform property enquiry form.
  2. Step 1 (integration): Create or update the contact in HubSpot with the enquirer's name, email, phone, and a tag for the property they asked about.
  3. Step 2 (llm): Draft a personalised reply email referencing the property name, its key features, and suggesting available viewing times.
  4. Step 3 (integration): Send the email via Gmail from the team's enquiries address.
  5. Step 4 (integration): Create a task in Asana with the contact details and a due date of tomorrow, assigned to the sales team.

Integrations Used

  • Typeform — captures the property enquiry form submission
  • HubSpot — stores the contact and tags them with the relevant property
  • Gmail — sends the personalised response email
  • Asana — creates the follow-up task for the sales team

Who This Is For

Estate agents and lettings teams handling 10+ enquiries per day who need fast, personalised responses but cannot dedicate someone to monitoring the inbox full-time.

Time & Cost Saved

Manual enquiry handling — reading the form, opening the CRM, creating a contact, writing a reply, creating a task — typically takes 5–8 minutes per lead. At 15 enquiries a day, that is over an hour of admin. This workflow handles it in seconds with a few credits per run, and ensures no enquiry sits unanswered.