Case Study

AI-Powered Recruiting Campaign Yields 900+ New Agent Appointments
Challenge
Our client, a top 50 real estate brokerage, engaged us to expand its mentorship program by attracting newly licensed agents–but:
- Their list of agents attending real estate schools in the area as riddled with missing emails, phone numbers, and mailing addresses, making it extremely time-consuming for on-staff recruiters
- Internal recruiters were stretched thin after recent staff changes and needed to stay focused on courting high-producing, experienced agents.
Challenge
Challenge
Solution
Solution
Systato launched a fully managed recruiting campaign, combining data enrichment, AI-powered outreach, and multi-channel follow-up:
- Data Research
Systato’s Global Team, led by a Senior Data Analyst, scrubbed and enriched the school-sourced agent list—filling in missing emails, phone numbers, and mailing addresses. This groundwork ensured efficient outreach across all channels. - AI-Driven Email Marketing
Custom email campaigns highlighted the brokerage’s value proposition to prospective newly licensed agents—mentorship, tech tools, lead gen, health benefits, and office presence. To improve inbox placement, our AI system generated unique variations of each email and rotated domains/infrastructure. - Outbound Phone Calls
A full-time caller reached out directly to prospective agents. Callers were extensively trained to guide new agents through the process of booking an appointment, but also answer common questions about gaining licensure, benefits offered by our client, and more. - Mailers
As our data researchers had also found mailing addresses for 70% of agents, our team sent out physical letters, which contained a tracked QR code that unlocked a free eBook about what makes new agents successful when they booked an information session. - Performance Tracking
Systato integrated with the brokerage’s Calendly setup and built a dashboard to track results by channel, caller, and message—enabling strategy adjustments in collaboration with brokerage leadership.
Results
- 900+ recruiting appointments booked—triple the brokerage’s previous pace.
- Recruiters reported higher show-up rates thanks to multi-touch nurturing before each call.
- Brand recognition: candidates regularly referenced “your emails about the mentorship and lead program” even when appointments came through other channels.
- The enriched contact database now serves as a reusable asset for future recruiting and marketing efforts.
client testimonial