| Info |
|---|
This guide has been reviewed against our global client base and classed as relevant to the all regions |
When adding an new contact to AgencyCloud, you are required to search your current database to ensure you are not adding duplicates to the system
Various search options are available, along with extra checks to minimise the adding of duplicates as far as possible
This page outlines good practice guidelines when adding contacts and any type of role* to AgencyCloud
...
| Tip |
|---|
A contact can be added directly to the AgencyCloud |
...
without first having a role |
...
...
subsequently be created using the contact record Adding a role* first automatically creates a contact record which, in turn, allows multiple roles to be created from the same contact record in the future |
| Expand |
|---|
|
A role describes a specific type of contact on the system - such as an applicant, vendor, landlord or tenant - a contact can have more than one role, but will always share the same central contact record |
1. Searching for a record Using Universal Search searches across the whole of your Reapit database
Click here for more information on using Universal Search
After searching, options will be offered which should be checked
In this example, the word park has returned property, applicant and company records
If the required contact cannot be found, move to step 2
|
...
|  Image Added |
2. Adding a new record & double-checking for duplicates If the required contact cannot be found At the bottom of the Universal Search bar: Click Add New and select the required role to add
A contact details check window is automatically displayed when adding an applicant, landlord or contact - this check is carried out to safeguard against adding duplicate contact records
See 2a for more information
|
...
|  Image Added| Expand |
|---|
| title | 2a. Double-checking for duplicates |
|---|
| -After clicking Add New, this prompt is displayed
|
|
...
 Image Added
- Enter your contact's email address or telephone number and click Search - Your database will be checked for any matches
This check is offered when adding an applicant, landlord or contact; |
|
...
when adding a property, the check is done when adding the vendor to the property record
This is a configuration option, |
|
...
|
3. Adding contact information Any contact information added is stored on the contact record and then shared across any role that contact has As a minimum, the following information should be entered: |
...
| Note |
|---|
Couples should not be entered as a joint entry |
|
...
Instead they should be entered as individual contacts,
|
|
...
...
|  Image Added |
...
...
 Image Modifiedclicking the contact icon beside a name will open that person's contact record
|
|
3a Adding multiple contacts to a record To safeguard against creating duplicates, all contacts should be added as individuals to your database |
...
i.e. a couple should not share the same contact record, instead they should be added as |
...
shown in the following sections | Expand |
|---|
| When multiple applicants are searching together, they should be added to the same applicant record, but as an Extra Applicant
|
|
...
 Image Added
When adding an extra applicant, first you will be requested to search for the person in the contact database, if they do not exist, then they will be added as a new contact and an extra applicant
|
| Expand |
|---|
| When a property has multiple vendors, they should be added to the vendor screen, using the Second Vendor and Additional Vendors section, as required
|
|
...
 Image Added
When adding a second vendor or multiple vendors, as the information is entered,
|
|
...
the contact database will be automatically searched; if no matches are found then a new contact record will be created for each of the extra vendors |
| Expand |
|---|
| When a property has multiple landlords, they should be added to the landlord record using the Joint Landlords section
|
|
...
 Image Added
When adding joint landlords, first you will be requested to search for the person in the contact database, if they do not exist, then they will be added as a new contact and a joint landlord
|
| Expand |
|---|
| When a tenancy is current (as shown below) and any subsequent tenants need to be added, from the Additional Tenants / Occupiers panel, click the  button and add the new tenant or occupier name
 Image Modified
When adding a new tenant to a current tenancy, first you will be requested to search for the person in the contact database, if they do not exist, you can then add them as a new contact and tenant
When arranging a new tenancy, selecting the required applicant record will automatically pull both the applicant and any extra applicants through as individual tenants on the tenancy record |
|
4. Editing a contact record Editing a contact record will automatically update all of the contact's associated role records
For example, updating the email address on this contact record will update the email field on the contact's applicant & vendor record |
...
|  Image Added |
Related articles
| Filter by label (Content by label) |
|---|
| showLabels | false |
|---|
| max | 5 |
|---|
| spaces | com.atlassian.confluence.content.render.xhtml.model.resource.identifiers.SpaceResourceIdentifier@a45 |
|---|
| sort | modified |
|---|
| showSpace | false |
|---|
|
...
| | reverse | true |
|---|
| type | page |
|---|
| cql | label = "contact" and type = "page" and space = "RW" |
|---|
| labels | contact compliance |
|---|
|
| Excerpt |
|---|
|
Good practice guidelines when adding contacts and any type of role to AgencyCloud |
