Real Estate CRM Dashboard UI Design

Project Overview

This CRM dashboard project aims to solve the real estate business automation problem. In this project, I try to address the issue of creating a user-friendly, hassle-free CRM dashboard that any user from any educational or technology background can easily use. This dashboard mainly focuses on sales, managing leads using a Kanban board, a power dialer, campaigns, and real-time insights so users can easily decide what actions they should take. You will see the details of these features:

• Deals Management (Using Kanban Board )
• SMS Campaign
• Contact List & Group
• Power Dialer
• Calling System
• Voice Mail System
• Role Permissions
• App Integration
• Chat System
• Support Ticket

Problem & Solution

Problem: There are hundreds of Real Estate CRM systems available in the market. However, if you are new to CRM technology, it will take you 2–3 months to properly understand these systems. They have thousands of simultaneous functions, making it difficult for users to figure out what they need to do within the system. To summarize the main problems:

Top 3 Real Estate CRM Dashboard Glimpse

Solution:  Based on the problem, I try to make it as simple as I can. If any other system takes 4–5 steps to perform a task, I only take 1–2 steps. So the solution is to make it as easy as possible for the user. Other than that:

• Make it so easy that users from any background can easily use it.
• Try to simplify campaigns and sales, breaking away from traditional designs.
• Automate everything so the user doesn’t have to face any difficulties.

Working Process

For a UX design process, I give more priority to research. So, my first step was conducting research and all. Here is my working process:

1. Understand the problem
2. Create a user persona
3. Conduct competitor and target industry research
4. Create a flow chart
5. Create a UI design
6. Do iterations
7. Finalize the design

User Persona:

🙎‍♂️Marcus Reed

Role: Real Estate Agent
Personality Traits: Confident and Fast-Paced
Age: 42

Pain Points:

• It would be great to integrate a more intuitive drag-and-drop feature for organizing leads.
• Adding AI-driven forecasting tools could help predict trends and keep us ahead.
• A collaborative workspace would be amazing for sharing insights with team members in real-time.

Critical Needs:

• I need the dashboard to consistently load quickly, especially during high-traffic periods.
• Customizable notifications are essential; I want to control the alerts I receive.
• The ability to seamlessly integrate with popular email platforms is critical to maintain workflow.

🧔‍♂️ Jordan Smith

Role: Real Estate Consultant
Personality Traits: Motivated and pragmatic
Age: 36

Pain Points:

• Adding more visually appealing templates could hype up my presentations and grab attention.
• It would be cool to have more interactive tutorials; sometimes I want to dig deeper into features.
• A feedback feature that lets us discuss ideas with developers would really amplify engagement.

Critical Needs:

• Seamless import/export functionality with various file types is crucial for me.
• A built-in calendar feature that syncs with my other apps would really streamline things.
• Community-driven insights sharing could elevate my learning and growth opportunities.

👱‍♀️Mary Johnson

Role: Local Government Employee
Personality Traits: Reflective and practical
Age: 51

Pain Points:

• Enhancing visual cues would really help guide users through complex data sets.
• I wish there were alternative ways to analyze lead interactions that suited my pace.
• A more personalized dashboard option might make navigation less daunting.

Critical Needs:

• I need a more guided onboarding process for someone transitioning into this field.
• Real-time updates on leads are a must; I can’t afford to miss opportunities.
• Support for older technology is crucial, as not all users are advanced tech-wise.

👨Ethan Johnson

Role: Real Estate Agent
Personality Traits: Enthusiastic and Directl
Age: 38

Pain Points:

• Integrating a way to analyze competitor performance would be a game changer for strategizing.
• Advanced lead scoring could really help prioritize my outreach efforts more effectively.
• A better social listening feature would provide invaluable insights into market sentiments and trends.

Critical Needs:

• I need a customizable dashboard to adapt to varied project needs and work styles.
• Access to advanced reporting tools would really improve my presentation of client metrics.
• A more robust client history tracking system is essential for me to provide personalized service.

Project Duration

1. Research and Strategy — 14 days

• understand the problem
• create user persona
• competitor and target industry research

2. Flow Chart and Wireframing — 7 Days

• Feature, Sitemap
• User Flow, Wire Frame

3. UI UX Prototype — 1 Month

• Visual Design
• Iteration
• Interactions, Copywriting, UX Writing

4. Final Delivery — 7 Days

• Testing and Final Design

Project Timeline

Competitor Research:

Competitors Analyzed:

1. HubSpot CRM
   Strengths: Comprehensive all-in-one CRM with marketing, sales, and customer service tools.
   – Weaknesses: Overwhelming for small teams or non-technical users due to its complexity.
2. Salesforce
   Strengths: Powerful and scalable CRM with extensive customization options.
   Weaknesses: Expensive and requires technical expertise for setup and maintenance.
3. Zoho CRM
   Strengths: Affordable and easy to start with. Includes automation and basic analytics.
   Weaknesses: Limited customization for industry-specific needs, with fewer advanced features.
4. ClickUp CRM
   Strengths: Highly visual and user-friendly with drag-and-drop features. Great for task and workflow management.
   Weaknesses: Lacks dedicated real estate-specific tools like a power dialer or deal pipeline management.

Findings:
While these CRMs offer strong features, none fully address the unique challenges of the real estate industry. The gap lies in combining simplicity and specialized functionalities (like power dialers, lead management, and real-time insights) that cater directly to real estate professionals who may not be tech-savvy.
The proposed CRM dashboard fills this gap with a design to real estate workflows, ensuring intuitive navigation, real-time updates, and actionable insights.

Flow Chart:

If you see the flowchart, it simply defines the CRM system. A user can easily create a contact, run a campaign, and move the user to the deal, same as the power dialer.

Grid System:

Grid Layout:

• Based on a 12-column grid system for flexibility and responsiveness.
• Each column is evenly spaced with gutters of 24px for clean alignment.
• Layouts adapt seamlessly to various screen sizes (desktop, tablet, mobile).

Grid System

Functional Features:

Deals Management

In my system, I build simple and smart deals management using Kanban board. This design help agents and sales team to manage leads visually and easy to understand way. Each deal show as a card, and users can move them step by step from one stage to another.

I show deals in different stages like “First Stage”, “Don’t Call”, and “Negotiation Started”. This pipeline method help user to know which lead is active, and what action need to do next. You just drag the card to next column when progress happen.

Every deal card show useful info like:

• Client name

• Deal amount

• Days in that stage

• Status label like Hot, Warm, or Cold

  

  Deals Management Page

This save time and make deal process more clear for everyone. Also I keep “Create New Deals” button at top, so adding new lead is fast.

I also allow user to filter by pipeline and team, so manager or agent can focus only on their own deals. My goal is make deal tracking more simple but still powerful, and this Kanban board really help that.

Create Campaign

I design the campaign management system to help users reach their contacts in more organized and automatic way. If we look at other CRM campaigns, they require 4–5 steps to create a campaign. In mine, it takes only 2 steps to create a campaign. First, fill in the campaign details, then create new steps for follow-up messages as many as you want &  users can create custom campaigns and send messages step-by-step to their contact list.

In campaign setup, user can fill important info like:

• Campaign name

• Assign to any team member

• Choose contact list and pipeline

• Set start and end time

• Choose days for sending

• Set delay time between each message

After setup, user can create message steps. Every step show how many messages sent and how many people replied. This give clear idea which message working well.

There is also analytics view to check:

• Total contacts

• Total sent

• How many reply

• How many not answer

Campaign list Page

Campaign Details Page

For more control, I add option to edit step, and also a pause button if user want to stop campaign anytime.

My goal was to make this campaign tool simple to use, but also powerful enough for daily agent work. This system save manual work and make follow-up more easy for every user.

Contact List and Group

I build the contact list and group management to help users organize their leads and clients in a simple, fast way. Inside this section, users can view, filter, and manage all saved contacts from one place.

Each contact entry shows:

• Full name

• Phone number

• Email address

• Contact group

• Created date

I add search and filter options like:

• Search by name or number

• Filter by tag

• Select specific contact list

These filters help users quickly find the right contact when they need.

Users can also:

• Add single contact using full detail form

• Create new list and group contacts together

• Export lists for use in campaigns or external tools

• Add contact to power dialer directly from here

Create Contact Page

Contact List Page

When creating contact, I allow input of everything from phone and email to address, tags, and even pipeline assignment. This way, every contact entry is ready for follow-up or automation.

For better organization, users can also create contact groups with just one click. I add option to update existing contacts if they already exist — so user data always stay clean and updated.

My focus in this section was making contact handling smooth, even if user has thousands of records. Whether they use it for sales, calling, or campaigns — this system make contact management easier for everyone.

The case study is not finished yet. I couldn’t upload the full details due to a busy schedule. The complete details will be uploaded very soon.
Thank you.