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This guide has been reviewed against our global client base and classed as relevant to the following regions: UK, APAC, UAE

A configuration option is available which, when enabled, allows you to record a contact's communication preferences; i.e. email, letter, phone, SMS.

Each communication method that your client is happy for you to use is indicated by a check box (ticked). When a preference is not ticked, the ability to email, text or generate a letter (, either individually or in bulk) , is disallowed. When creating phone out lists via reporting, clients opting out of phone contact will can be identified.

To enable this configuration option, click here to contact Reapit Support.

1. Managing communication preferences

From the contact details area of a record:

Click the Manage Communication Preferences icon
To the right of Add another
By default, all preferences will be ticked
Un-tick the methods of communication that the current contact does not want you to use
Click Accept

Communication Preferences are written to the contact record and are therefore shared across all roles* on the system; meaning they only need to be set in one place
* a role refers to applicant, tenant, vendor, landlord, etc

2. Impact on contact record

Un-ticking any of the above preferences is indicated on screen by a change of contact icon colour

When email is un-ticked, the envelope icon to the right will be red, see 2a
When SMS OR phone is un-ticked, the phone icon to the right will be amber, see 2b
If both SMS and phone are un-ticked, the phone icon to the right will be red, see 2c
If Letter is un-ticked, the Letters button will be displayed in red, see 2d

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Hovering over an amber/red icon will display a message to indicate that the selected form of communication is not preferred

2a:

2b:

2c:

2d:

3. Impact when producing communications

When generating letters, emails or text messages, clients who have opted out of such communication will be removed from bulk communications

For example, when matching and emailing match results

From the match list:

Click Report and E-mail

If any of the matched applicants have opted out of being emailed, a message will be displayed
Click View Details to get a list of the applicants who won't receive the email

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When generating a phone out list, to identify clients who are happy to be contacted by phone,* generate a contact report and include Phone preference in the report criteria, see steps 4 & 5*

4. Reporting

When generating a contact report via Power Reports, options to view the communication preference of the returned contacts is available

From the Power Reports screen:

The communication preference criteria is available through a contact report

Select Contact Report as the report type
From the contact report criteria, options are available to report on:
- Email preference
- Letter preference
- Phone preference
- SMS preference
From the results list, the option to add communication preferences to the grid are available (even if you haven't reported on a particular preference) - see 4b

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title	4b: Add communication preference to contact report grid

After running a Contact Report, from the results grid:

Right-click over the grid headings, select Pick columns and click More
Select each communication preference to view in the grid (Email, SMS, Phone, Letter Preference) and click Accept
Communication preferences are shown in the grid, to ensure they are shown in future reports, right-click over the headings again and select Save grid layout

5. Report example

This example report will return all active hot applicants registered in your office who have indicated they are happy to be contacted by phone

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For more information on building Power Reports, click here

Version	Old Version 9	New Version 10
Changes made by	Fiona Hardy	Fiona Hardy
Saved on	Jan 06, 2021	Jan 06, 2021

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