Lead reactivation for real estate teams

The cheapest leads you'll ever work are the ones you already paid for.

Your CRM is already full of leads you paid for. Hayes Systems pairs proven email outreach with the latest in voice automation provided by Retell AI, turning forgotten contacts into appointments on your calendar. Our Massachusetts-based team delivers measurable results with no software changes and nothing to learn.

H
Your reactivation campaign
  • Every dormant lead on your list is worked
  • Pay a single fee only for results
  • Fast setup, no additional apps to install or accounts to manage
  • Get appointments on your calendar and a weekly report in your inbox
  • Strict no-spam and opt out rules, no burned leads
Works with your calendar Cal.com Calendly GoHighLevel
Works with your CRM Follow Up Boss kvCORE (BoldTrail) LionDesk HubSpot Pipedrive or a CSV export
The problem

You already bought this pipeline.

Every contact in your database cost real money. Then they went quiet, and the follow-up stopped. The acquisition cost is spent. The opportunity isn't.

$20-220

What each lead cost you.

Multiply that by the contacts sitting untouched in your CRM and you'll see the inventory you're ignoring while paying for new leads.

1-2

Follow-up attempts before most agents quit.

Consumers need five or more touches before they engage, and the gap between those two numbers is where deals go to die.

88%

The number of buyers who go through an agent (NAR 2025).

The lead who went quiet didn't leave the market. Somebody earns that relationship - follow-up decides whether it's you.

How we're different

Database reactivation done differently.

Most services dial your list cold and bill you for phone connections. We took the model apart and kept only what works for the lead.

The usual way

The whole list gets called, whether anyone asked or not. Whoever picks up gets the pitch on the spot.

Our way

Nothing dials until a lead replies and agrees to a call. Leads may respond and book at any time during the campaign.

The usual way

You pay when a phone connects. Whether an appointment ever comes out of it is your problem.

Our way

You pay $60 when an appointment lands on your calendar and nothing else.

The usual way

A cold call is a now-or-never ask. Pressure on the lead, missed calls, unknown numbers nobody answers.

Our way

We send each lead 3 emails spread out over about a week all worded like a friendly invitation from your follow up team. Leads book at their own pace and are encouraged without being spammed.

The usual way

Buy the platform, learn the platform, keep paying for the platform.

Our way

Nothing to adopt. We run through the CRM and calendar you already use and our connections to them are securely removed at closeout.

How it works

Three steps. No new software to learn.

This isn't another platform to configure because we run the entire sequence and appointments are booked automatically into your calendar. Here's the whole process:

1

Connect your CRM and calendar

Connecting us to your apps is as simple as sending us an API key from your CRM using our secure portal and clicking an authorize button to link your calendar. We never modify your data and deactivate all links at closeout to keep you safe. CSV uploads work also.

2

We run the campaign

We work every lead on your list older than 90 days, automatically filtering out invalid entries. Smart pacing means we reach leads at favorable times and days, boosting engagement. Friendly, personal messaging and strict per lead outreach rules prevent burn and protect your reputation. No spam, ever.

3

Appointments land on your calendar

Leads who want to talk get booked straight onto your calendar through your booking software, automatically, during the call.

FAQ

Questions agents always ask.

Is this compliant? I've heard horror stories about cold outreach.

Nothing we do is cold. We work lists your business already has a relationship with, a call only happens after that person replies YES in writing, Opt-outs and the recordkeeping behind them are our responsibility, handled before anything sends. The full picture is on our compliance page.

What stops the AI from going off script?

"Evelyn", the name given to our AI agent that books appointments, only calls leads who explicitly asked for the call and she opens every conversation by saying she is an AI assistant. Her job is narrow: get the appointment booked. If a lead asks something she cannot know, like whether a specific house is still for sale or what a home might be worth, she says she doesn't have that information and an appointment with you would be a great way to get those answers. Every call is recorded and transcribed so you can hear exactly what was said. Evelyn runs on Retell AI, and you can hear the platform for yourself with their live demo.

Will this annoy my past clients and burn goodwill?

Every message is personalized and reads as a friendly check-in from your follow-up team, not an impersonal marketing blast. Each lead receives a maximum of 3 emails, each 3 days apart, during a campaign - and no matter how many teams work the same lead, it gets one outreach attempt from us every 6 months. This prevents leads on multiple lists from ever being spammed, and protects both your reputation and ours.

What if my leads are old? Like, years old.

Older is our specialty: three months quiet is the minimum age we work (fresher leads belong to your own follow-up), and the sweet spot runs from there to a couple of years. Request a campaign and we will tell you honestly what yours is worth before anyone commits.

Do you need access to my CRM?

Only in the safest way: a revokable read-only connection for Follow Up Boss, kvCORE, LionDesk, HubSpot, and Pipedrive. If your CRM is elsewhere, a CSV export works fine and we have a secure upload method for that. Either way we handle duplicates, dead numbers, inactive emails, and junk entries on our side. Our closeout procedure includes the deactivation of any CRM and calendar link and the deletion of a CSV export for safety.

Why not just build this myself?

You can, and some agents try. The pieces exist: email tools, texting apps, automation builders, even AI calling platforms. The hard part isn't any one piece; it's making them all work together. Automations break quietly: a CRM changes its export format, a scheduling link expires, a messaging platform tightens its rules, and the workflow you set up in January is silently doing nothing by March. Someone has to notice, diagnose, and fix it every time, forever. That is a second job, and it is the job we actually do: our sequences are monitored, and when something drifts we fix it before you hear about it. You would also be taking on the compliance side yourself, as the sender of record: consent records, opt-out suppression, calling-hour rules. Build it yourself and you own the maintenance. Work with us and you never think about it; appointments just land on your calendar.

When a lead replies, how fast do you respond?

Fast enough that momentum never dies. Industry research puts a big premium on responding within the first hour, and our median reply goes out in about a minute: when a lead says yes, the next question (picking a time) is already on its way. Old leads who finally raise a hand get the same urgency a brand new inquiry would.

We already have an inside sales team.

Good, keep them on new leads. We work the opposite end: the old list that never gets called because fresh inquiries always win the hour. Every appointment lands on your agents' calendars through your own booking software, with the confirmation email and a reminder already on the way, so the handoff feels like any appointment your team would have set itself.

What do I need on my side?

Just a calendar our assistant can book appointments into. If you use Cal.com, Calendly, or GoHighLevel, we email you a link, you press authorize, and you're done. Use something else? You don't have to switch: a free Cal.com calendar works alongside whatever you have.

What counts as an appointment I pay for?

An appointment booked by us that lands on your calendar. Invoices go out weekly while the campaign runs and you are billed automatically so there's nothing to chase.

What happens if someone no-shows?

Email us and tell us which appointment no-showed. We refund it to your card. You never pay for an appointment that didn't happen.

Is there a bad time of year to run this?

Homes sell year-round, but the market peaks April through June and slows about a third by January. A fall or winter campaign still books appointments, and it means your pipeline is built before the March ramp, when buyer activity jumps about a third in a single month.

Does Hayes Systems offer other services?

We currently provide only lead reactivation to real estate teams. We are a company with a focus on quality and not quantity. As we become more experienced we hope to bring more useful services to market.

Can this run continuously instead of one campaign at a time?

Yes. A monthly retainer monitors your list and activates campaigns when enough new leads age into workability. Retainers enjoy a reduced price per appointment and continual hands off lead reactivation for one monthly fee.

Request a campaign

Ready to start?

Campaigns
$60
/ booked appointment

A full reactivation program in one campaign: your old leads re-engaged and booked straight onto your calendar.

  • Every dormant lead on your list is worked
  • Pay a single fee only for results
  • Fast setup, no additional apps to install or accounts to manage
  • Get appointments on your calendar and a weekly report in your inbox
  • Strict no-spam and opt out rules, no burned leads
No commitment. We'll reach out to the email you provide.
Hayes Systems needs read-only access to a supported CRM (Follow Up Boss, kvCORE, LionDesk, HubSpot, or Pipedrive) or a CSV export. Teams need a shared booking calendar with round-robin scheduling. Calendly, Cal.com and GHL are our supported calendar apps.
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