A Lofty virtual assistant can manage the day-to-day work inside your Lofty CRM: building and tuning smart plans, writing and sending nurture emails, keeping lead routing clean, and contacting leads the moment the system flags them as warm. What a VA should not do is replace you on listing appointments, negotiations or anything that needs a licence and your judgment.
Most agents we talk to already pay for Lofty. The problem is rarely the software. It is that nobody has time to configure it properly, so leads sit in a database while the agent chases the next showing. That gap is where a trained assistant earns their keep.
What a Lofty virtual assistant does day to day
The work falls into a few repeatable buckets. Here is how we scope it when a client asks us to manage their account:
- Smart plan management. Building, editing and retiring the plans that decide who gets what message and when.
- Automations and lead routing. Making sure new leads land with the right person and the right plan, with nothing stuck in an unassigned bucket.
- Email campaigns. Writing, branding and scheduling nurture and campaign emails that actually render properly on phones and in dark mode.
- Daily lead contact. Reaching out to leads when the CRM flags them as warm, then handing real conversations to the agent.
- Database hygiene. Tagging, de-duplicating and segmenting contacts so the automations have clean data to work from.
- Website support. Building or maintaining your Lofty website when you need one.
What this looked like for a client
Tammy Theis is an agent with Realty ONE Group Visionaries in Augusta, Georgia, working the CSRA, a market with heavy PCS relocation traffic from the military. She uses Lofty as her CRM, and we handle a good deal of it for her.
We built her Lofty website from the ground up. We manage the account itself, including smart plans, automations and lead routing. We also wrote and built a 30-email nurture sequence in her teal and tan branding, designed around Lofty smart plans so that follow-up triggers off what a lead does (open, click, reply) rather than a fixed calendar. Every email was checked and fixed for dark-mode rendering. The campaigns have generated real replies, and each day we contact leads the moment the smart plans flag them as warm. We also supported her through a transaction to close under a separate contract. You can read the full story on her case study page. We also set up ReferralExchange leads to flow into her Lofty and trigger the email campaign, workflow and follow-ups, as covered in ReferralExchange leads into Lofty.
Why behavior-based follow-up matters
Speed is the reason. According to the MIT and InsideSales.com lead response study of 1.25 million leads, contacting a lead within five minutes makes you roughly 21 times more likely to qualify them than waiting 30 minutes. The Inman Real Estate Technology Survey found the median agent takes more than 900 minutes to respond to a web lead. And NAR’s Home Buyers and Sellers Generational Trends report says 78% of buyers work with the first agent that responds.
A smart plan can notice a click or a reply. It cannot pick up the phone. A VA watching those flags during working hours closes that gap, which is why we pair the two instead of treating automation as a replacement for people. We compare the two approaches in more detail in Lofty smart plans vs manual lead follow-up.
What should stay with you
Be clear with any assistant about the line. We would keep these with the licensed agent:
- Listing presentations and buyer consultations
- Pricing advice and negotiation
- Anything that interprets contracts or gives legal or licensing-dependent guidance
- Relationship-heavy conversations with past clients and referral partners
Licensing rules for unlicensed assistants vary by state, so check yours before you hand off client-facing conversations. A good VA qualifies leads, books the call and logs the notes. The agent takes it from there.
How to get started with a Lofty VA
- List the tasks you keep skipping. Follow-up calls, email sends, tagging, plan clean-up.
- Give access and context. CRM login, your brand colors, a short note on your market and your voice.
- Agree on triggers. Decide what counts as warm, who gets the handoff, and how quickly.
- Review weekly at first. Look at replies, bounced or unassigned leads, and plans that are not firing.
If you want the build details for the email side, see how to build a nurture sequence in Lofty. Expect the first few weeks to involve more of your time than later ones. Once the plans and handoffs are set, the day-to-day should need far less of you.
Who this is not for
If your Lofty account has a handful of leads and you answer every one within minutes, you probably do not need this yet. Our broader CRM management service covers other platforms too. If you are weighing Lofty’s built-in AI against a person, read Lofty AI Assistant vs a human virtual assistant. A VA fits when volume has outgrown your attention, or when you have a database you paid for and never worked. We also would not promise any particular reply or conversion number, because those depend on your market, your lead sources and your follow-through.
If you want to see how we would run your account, read about our Lofty virtual assistant service, or start with a free consult to scope the work and get a clear number.