RealtyWP CRM Documentation

System Requirements

WordPress	6.0 or higher
PHP	8.0 or higher (8.2+ recommended)
MySQL / MariaDB	MySQL 5.7+ or MariaDB 10.3+
Memory limit	128 MB minimum (256 MB recommended)
Browser	Chrome 90+, Firefox 88+, Safari 14+, Edge 90+

Option A — Install from WordPress Admin

1. In your WordPress admin, go to Plugins → Add New Plugin.
2. Search for "RealtyWP CRM" and click Install Now.
3. Click Activate. The CRM menu appears in your sidebar immediately.
4. Navigate to CRM → Settings to enter your license key (Pro plans only).

Option B — Upload ZIP (Pro)

1. Download the plugin ZIP from your account at the product website.
2. In WordPress admin, go to Plugins → Add New Plugin → Upload Plugin.
3. Choose the ZIP file and click Install Now, then Activate.
4. Go to CRM → Settings → License and enter your license key to unlock Pro features.

Accessing the CRM Portal

After activation, the full CRM portal is available at:

This is a standalone React app — bookmark it, or install it as a PWA by clicking the install icon in your browser address bar.

Initial Configuration

1. Go to CRM → Settings → General. Set your business name, timezone, and currency.
2. Go to CRM → Settings → Team to invite team members and assign roles.
3. Go to CRM → Pipeline → Settings to create or rename your deal stages.
4. Optionally configure email, SMS, or calendar integrations under CRM → Settings → Integrations.

Installing the Companion Theme

The Realty WP-CRM Theme is a dedicated front-end theme for real estate agencies. It adds public-facing pages — property listings, agent profiles, a filterable property search, and lead capture forms — all wired directly to the CRM via REST API. It works alongside the plugin on the same WordPress install, or standalone without the plugin.

1. Download the theme ZIP from your account at realtywpcrm.com/theme.
2. In WordPress admin, go to Appearance → Themes → Add New → Upload Theme.
3. Choose the ZIP file and click Install Now, then Activate.
4. Go to Pages → Add New. Create a page titled "Properties", then in the Page Attributes panel set Template to "Properties Listing". Publish.
5. Repeat for any other template pages you need: Agents, Contact, What's My Home Worth, Sell Your Property.
6. Go to Appearance → Menus and add your new pages to the Primary Menu.

The theme detects whether the CRM plugin is active and adjusts its behaviour automatically. When the plugin is active, property listings are fetched live from the CRM database. When the plugin is inactive, it falls back to graceful empty states.

Customiser Settings

Go to Appearance → Customize to configure:

Brand Colors	Primary, secondary, and accent — defaults match the CRM portal palette.
Typography	Heading and body fonts — 16 Google Fonts options including Inter, Poppins, Montserrat, Playfair Display.
Logo	Upload your agency logo via Site Identity. Recommended size: 300 × 100 px.
Area Unit	sq ft or m² — controls unit labels on all property cards and detail pages.
Navigation Menus	Primary, Footer, and Social Links menu locations.

Available Page Templates

Template	What it renders
Properties Listing	Filterable property grid — type, status, price range, bedrooms. Detail view at ?id=N.
Agents	Team profiles pulled from CRM users with the Agent role.
Contact	CRM lead-capture form — submissions create leads directly in the CRM.
What's My Home Worth	Seller valuation request form — creates a lead tagged as "valuation request".
Sell Your Property	Seller listing enquiry form with property details.
Services	Agency services overview — static editorial page.
About	Agency about page — static editorial page.

Creating a Deal

1. Open the CRM portal and click Pipeline in the left sidebar.
2. Click + New Deal. Link the deal to a contact and optionally a property.
3. Set the deal value, expected close date, and assigned agent.
4. The deal card appears in the first stage of your pipeline board.

Customising Pipeline Stages

Go to CRM → Pipeline → Settings. Drag to reorder stages, rename them, set probability percentages, and choose a stage colour. You can also create multiple pipelines for different transaction types (buyer, seller, rental).

Pipeline Automation

Trigger automatic actions when a deal moves to a stage. Examples: send a congratulations email when a deal reaches "Offer Accepted", create a task for the agent when a deal moves to "Under Contract", or start a drip sequence when a deal enters "Nurturing". Configure under CRM → Pipeline → Automations.

Commission Tracking

Each deal tracks a full financial ledger: sale price, commission rate, split percentages between agents, referral fees, and expenses. The Commission Report (CRM → Reports → Commissions) summarises earnings by agent, month, and pipeline stage.

Sending an Email

Open any lead or contact record and click the Email tab. Compose your message, choose a template, and click Send. Emails are sent via your connected SMTP provider (configurable under CRM → Settings → Email). Open and click tracking is enabled by default.

SMS Messaging (Pro — requires Twilio)

1. Create a Twilio account and obtain an Account SID, Auth Token, and phone number.
2. Enter credentials at CRM → Settings → Integrations → Twilio.
3. Open a lead record → SMS tab → compose your message → Send.
4. Inbound replies appear in the lead timeline automatically.

WhatsApp (Pro — requires WhatsApp Business API)

Connect your WhatsApp Business account under CRM → Settings → Integrations → WhatsApp. Once connected, you can send and receive WhatsApp messages from every lead profile, with the full conversation logged to the activity timeline.

Live Chat Widget (Pro)

Add a live chat widget to any page on your site. Visitors who start a chat are automatically created as leads. Configure the widget appearance, greeting message, and offline behaviour under CRM → Live Chat → Settings. Agents respond from the CRM portal or mobile PWA.

Message Templates

Create reusable templates for email, SMS, and WhatsApp under CRM → Templates. Templates support merge tags like {{first_name}}, {{property_address}}, {{agent_name}}, and {{deal_value}} which are auto-filled from the lead or deal record.

VoIP Power Dialer (Pro)

The Power Dialer is a browser-based softphone built into the CRM portal. It uses WebRTC for audio and connects to your chosen VoIP provider for the actual call leg. Agents never leave the CRM to make calls — every call is automatically logged with outcome, notes, and duration.

Requires a Pro licence. Supported providers:

Provider	Coverage	Credentials required
Twilio	International	Account SID, Auth Token, Phone Number
Plivo	International	Auth ID, Auth Token, Phone Number
Hubtel	Ghana / Africa	Client ID, Client Secret, Sender ID
mNotify	Ghana / Africa	API Key, Caller ID

Connecting a VoIP Provider

1. Go to CRM → Settings → Communications → VoIP.
2. Select your provider from the dropdown (Twilio, Plivo, Hubtel, or mNotify).
3. Enter the credentials for your chosen provider (see table above for what each provider needs).
4. Save. The Power Dialer icon appears in the CRM portal header and on every lead and contact record.

The CRM calls your phone first, then bridges you to the contact. Your outbound caller ID shows the number registered with the provider.

Dialer Modes

Manual	Enter a phone number or click the Call button on any lead record. One call at a time.
Power	Select a saved call list. After each call ends, the dialer automatically advances to the next contact. Ideal for high-volume outreach sessions.
Preview	Like Power mode but pauses on each contact so the agent can review their profile before initiating the call.

During a Call

The softphone panel provides:

Mute	Silences your microphone without ending the call.
Hold	Places the call on hold. The timer continues running.
Dialpad	Sends DTMF tones — for navigating IVR systems or entering extensions.
Record	Starts call recording (requires recording to be enabled on your provider account). Recording URL is saved to the call log.
Skip	Power Dialer only — skips to the next contact without hanging up (useful if a call connects to a gate or receptionist).

After a Call

Before the dialer resets, a disposition panel appears. Select an outcome (Connected, Voicemail, No Answer, Busy, Wrong Number, Not Interested, or Callback) and type any notes. Click Save — the call is logged to the lead or contact timeline with duration, outcome, and notes. All calls appear in CRM → Reports → Call Log.

Click-to-Call

Every phone number in the CRM — on lead lists, contact records, deal cards, and the Properties page — shows a green Call button when VoIP is configured. Clicking it opens the softphone pre-filled with that number and initiates the call immediately.

Call Lists (Power Dialer)

1. Go to CRM → Communications → Power Dialer → Lists → New List.
2. Name the list and add contacts — either from a saved filter, a CSV upload, or by selecting contacts manually.
3. Open the Power Dialer, select the list, choose Power mode, and click the Play button to begin.
4. The queue panel on the left shows upcoming contacts. Completed and skipped contacts are marked automatically.

Installing the PWA

RealtyWP CRM ships as a fully installable Progressive Web App. Once installed, it runs in its own window — no browser chrome — and works offline. Installation takes under 10 seconds.

1. Open the CRM portal at your-site.com/crm/ in Chrome, Edge, or Safari.
2. Chrome/Edge: click the install icon (⊕) in the address bar, then click Install.
3. Safari (iOS/iPadOS): tap the Share button → Add to Home Screen.
4. The CRM opens as a standalone app on your desktop or home screen. You can also click "Install App" inside the CRM portal header.

Offline Sync Behaviour

When you lose connectivity, the CRM continues to work. Changes made offline — editing a lead, logging a call, updating a deal stage — are queued locally. A sync banner displays the number of pending changes. As soon as your connection is restored, the queue flushes automatically in the background and a confirmation message appears. No data is lost.

Read-only data (leads list, property search, deal pipeline) is cached from your last online session and remains fully browsable offline.

Push Notifications Setup

Push notifications deliver real-time alerts to your device even when the CRM portal is closed. You will be prompted to allow notifications the first time you open the PWA.

Notification triggers include: new lead assigned to you, deal stage changed, task due in 24 hours, inbound SMS or WhatsApp message. Each trigger can be turned on or off individually under CRM → Settings → Notifications.

Push notifications require the CRM portal to be served over HTTPS. On HTTP the install button and push permission will not appear.

AI Sales Coach (Pro)

The AI Sales Coach analyses your pipeline and surfaces priority follow-up recommendations on your dashboard. It looks at deal age, lead score, last contact date, and deal value to rank which leads need attention most. Recommendations update every 24 hours. No configuration required — it works automatically once Pro is activated.

AI Thinker — Natural Language Queries (Pro)

Ask questions about your CRM data in plain English. Examples: "Show me all buyer leads who haven't been contacted in 2 weeks", "What is my average time-to-close this quarter?", "Which properties have had more than 5 inquiries?". The AI Thinker translates your question to a query and returns instant results. Access it from the search bar at the top of the CRM portal.

Deal Win Probability (Pro)

Each deal card in the pipeline shows an AI-calculated win probability based on stage, engagement, time in stage, and historical close rates. A red indicator means the deal is at risk. Click the probability score on any deal for a full risk breakdown and suggested actions.

Automated Valuation Model — AVM (Pro)

Generate an estimated property value from within a property record using comparable sales data. Go to the property → Valuation tab → Run AVM. The estimate, confidence score, and comparable properties are displayed and can be included in PDF reports.

Google Calendar (Pro)

Two-way sync with Google Calendar. Tasks and appointments created in the CRM appear in Google Calendar, and Google Calendar events appear as CRM activities. Connect under CRM → Settings → Integrations → Google Calendar → Connect Account.

Outlook / Microsoft 365 Calendar (Pro)

Two-way sync with Outlook and Microsoft 365. Connect under CRM → Settings → Integrations → Microsoft Calendar. Each team member connects their own account — calendar items are synced per user.

WordPress Form Plugins (Free + Pro)

Supported: Contact Form 7, WPForms, Gravity Forms, Ninja Forms, Formidable Forms. Go to CRM → Settings → Integrations → Forms. Select a form, map each form field to the corresponding CRM lead field, and save. Submissions create or update CRM leads automatically.

Webhooks (Pro)

Send HTTP POST payloads to any external URL when CRM events occur. Go to CRM → Settings → Webhooks → Add Webhook. Choose the trigger event (lead created, deal stage changed, etc.), enter your endpoint URL, and optionally add a secret header. Use this to integrate with Zapier, Make (Integromat), or any custom application.

Google Contacts Import

Import your Google Contacts directly into the CRM. Go to CRM → Contacts → Import → Google Contacts, authenticate with your Google account, and choose which contacts to import. Contact names, emails, and phone numbers are mapped automatically.