A listing's campaign board that keeps its own score
Two Make scenarios keep a real-estate office's campaign boards current: one recalculates a campaign phase's completion whenever one of its tasks changes, and the other keeps each listing in step with the agency's real-estate CRM. The roll-up ran 331 times in the 30 days to 21 October 2026, all of them successfully.
Where this applies
Real-estate agencies, and any business that runs a timed campaign per listing, project or client, with phases of tasks to roll up.
- runs in 30 days, no errors
- 331
- campaign phases rolled up
- 7
- scenarios, both switched on
- 2
The problem
Selling a property is a campaign with phases (preparing the listing, pre-market, the weeks on the market) and each phase is a list of tasks. The agent and the office both want one answer: how far along is this campaign? A board of tasks does not give that answer on its own; someone has to count.
The listing's facts (price, status, address) belong to the agency's real-estate CRM. Copied onto the board by hand, they are right on the day the board is set up and drift from then on.
What we built
A route per phase
When a campaign task changes, the roll-up scenario reads the item and a router sends it down one of seven routes, one per campaign phase. Each route lists that phase's items, aggregates them into a completion figure and writes it onto the listing's master item.
Seven roll-ups, one scenario
Keeping all seven phases in one scenario means one trigger and one place to look. The routes share a shape, so a phase that changes is a change to one route, and the others are untouched.
The CRM decides the listing's facts
The second scenario polls the CRM for properties that have changed, iterates them and fetches each one in full. A filter and a search find the listing on the board: if it is there, its columns are updated; if not, a new listing item is created.
Polling, so quiet days are cheap
Because the sync is scheduled, it has nothing to do between changes and catches up on the next poll. Its usage follows the office's listing activity, rising on days when many listings change.
The outcome
The phase roll-up ran 331 times between 21 September and 21 October 2026, all successful, using 1,568 credits. It was built in February 2025 and is switched on.
The CRM sync used 266 credits in the current billing period, 104 of them in the last seven days. No run count was taken for it, so none is given.
Both scenarios were copied for a second office in January 2026. The copies are switched on and show no usage yet this period.
Where it stops
The sync is one-way: nothing edited on the board goes back to the CRM, and the next change from the CRM overwrites a mapped column. A listing is recognised by a lookup on the board, so one whose key changes is created again. The roll-up reads every item in the phase each time, so its cost grows with the number of tasks. The scenarios that create each listing's board and count the days in each stage run alongside these two and are not described.
Built with
- Make.com
- monday.com
- VaultRE
Patterns used
- Route per phase
- Aggregate and write back
- Upsert by lookup
- Scheduled CRM poll
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Have something shaped like this?
If any part of the above resembles a problem you are living with, a short call is the fastest way to find out whether it is the same problem underneath.
What happens on the call
- 15 minutes, no deck
- We map the process on the call
- A written scope, or an honest no