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Messages is the central inbox for every conversation with listing agents. Find it by clicking Messages in the sidebar. Each conversation keeps its property context, and you can open the same chat from a property card in the Deal Pipeline or Deal Hub - it is the same thread either way.
Key things to know
  • Each conversation has Email, SMS, Calls, and Full Convo tabs.
  • Use New call to search contacts or dial a number directly from Messages.
    • Full Convo merges every channel into one timeline; use Log activity to record off-platform touches.
    • SMS supports one attachment per message (image or voice note, 5 MB max).
    • If several contacts share one brokerage phone number, Messages shows a Shared number pill and labels shared SMS history with the contact and property context.
    • Sending outside operating hours schedules the message for the next open window.
Related settings: Phone Number lives in Basic Setup > Phone Number, and Email Setup lives in Basic Setup > Email Setup. Templates, signatures, forwarding, proof of funds, operating hours, and limits live in Advanced Settings > Communication.

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What each channel covers

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Finding the right conversation

  • Switch between the Active and Archived tabs at the top of the list; each shows a count. Archived threads belong to closed deals and stay readable.
  • Use the search box to find a conversation by contact or property.
  • Use the Status filter to narrow the list. You can select several statuses at once:
Each conversation row also has quick actions: mark a thread as replied when no reply is actually needed, or mark it as unread to come back to it later.

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In this section

Inbox & Channels

Browse conversations, filter by status, and understand Email, SMS, Calls, and Full Convo.

Full Convo & Manual Logs

Merge all channels into one timeline and log off-platform activity.

SMS Attachments

Send image or audio attachments, paste images, and understand MMS limits.

Calls

Place browser calls from a thread or with New call, record where allowed, transfer, add your cell, and merge calls.

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Common questions

If you send outside operating hours, the message is held and scheduled for the next open window. The same happens if you hit your hourly outreach limit - the SMS is scheduled for the next hour automatically. See Operating Hours.
Many brokerages use one office phone number for several agents. When the selected contact shares a number with others, ProPilot shows a Shared number pill in the header and keeps the shared SMS history visible, with context pills like To Jason T Gray - 227 Ottawa Ave on each bubble so you always know who each message was for.
Email threads often involve people besides your contact, such as an assistant or a second agent. Next to the contact’s address, the conversation header shows a button like +2 more addresses. Click it to see every other address that appears on the thread, and click any address in the list to copy it.
The email arrived from a different address than the one saved on the contact, usually an assistant, a colleague, or a forwarded message. The pill names the address that actually sent it, so a reply written by someone else is not mistaken for the contact’s own answer.
With a connected Google account, ProPilot imports only replies to conversations your team started from ProPilot and messages from contacts already saved in your organization. Anything else in the mailbox is left alone. If someone new should appear here, save them as a contact with the exact address they write from - see Managing and deleting email imported from Gmail.
Yes - open Full Convo, click Log activity, choose the type (Meeting, Call, SMS, Email, or Other), set the time, add notes, and click Save Log. You can backdate the entry and edit it later with the pencil button.
The channel tabs filter by channel; only Full Convo merges every channel into one timeline.
The phone number is opted out across the platform. ProPilot stops sending SMS to that number, even from other conversations that use it.
Start messaging a contact from a property card in the Deal Pipeline or Deal Hub, send a bulk message, enroll a property in a sequence, or place a call with New call - the thread appears here either way. See Bulk Messaging and Sequences.
Your plan’s messaging usage is used up. The Manage Your Plan window explains that no usage is available and offers an upgrade. Sending resumes once usage is available again.

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Limitations

  • Voice calls require a stable connection and microphone permission.
  • One attachment per SMS, 5 MB max, voice notes up to 60 seconds.
  • Call recording is unavailable when the property is in a stricter-consent state.
  • Plan usage caps apply to SMS and email; when usage runs out, sending pauses until you upgrade or usage resets.
  • For Quo-connected organizations, attachments and calls are handled in Quo - see Quo Integration.