1. Search for & add new applicant record Before adding a new applicant, check they are not already on the system Click Universal Search - see 1a (magnifying glass top left)
Can search by email address, phone number, postcode, name or address
Enter your search text and press enter Phone number or email address recommended
If not found, at the bottom of the menu bar - see 1b An extra check will be performed to safeguard against duplicates - see 1c
Providing the search text entered isn't found, a new applicant record will be created, as shown in step 2 | 1a: Image RemovedImage Added1b: Image RemovedImage Added1c: |
2. Enter contact details for all applicants At the top left corner, enter the name and address of the main applicant If more than one applicant is looking to buy/rent, in Extra Applicants, click + to enter their details You will be asked to search for the extra applicant and, if not on the system, you can then create a new contact record for them
Under the main applicant name, enter the applicant's contact details Click into the field beside Mobile, Home or E-mail Enter number/email address and click the tick (or press enter) to save If the required contact type is not not listed (e.g. work number), click Add another
Enter the applicant's address
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An example sales applicant record is shown above - adding names/contact details for a lettings applicant uses the same process as a sales applicant, click section below for a lettings example |
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title | Click here for an example lettings applicant record |
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3. Status & Source Status Completing the applicant status screen as far as possible is highly recommended; doing so allows your data to be manipulated to generate business opportunities - click here for more information From Status section: Click General and use the Status screen to document the applicant status, selling, buying or renting position
Potential Client should be ticked when the applicant has a property to sell in your office's selling area
See 3a for sales & 3b for lettings
Source Source of enquiry should be used to indicate why an applicant has registered with you, this allows reports to be run to identify trends From Source section:
| Image RemovedImage Added 3a: Sales status options Image RemovedImage Added3b: Lettings status options Image RemovedImage Added Expand |
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title | 3c: Viewing Status options |
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| - Hovering over Status on the applicant screen shows all chosen options - Right-clicking over the Status options offers a menu to quickly edit the applicant status
To view the full Applicant Status screen again, click the link |
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4. Price / Rent range Price/rent range is used for matching and can also be used when running reports In the Requirements section: Info |
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Shortcut when entering monetary figures Enter k for thousands & m for millions e.g. 500k = £500,000, 1.1m = £1,100,000 |
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5. Requirements Requirements should be entered to ensure your applicant is matched correctly From the Requirements panel: Expand |
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title | Lettings Requirements - example |
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What is displayed in your applicant Requirements screen is dependent on configuration, but the principle of how the screen works is the same |
In the first three columns, any tick represents a preference If the applicant has no preferences in a column then no boxes should be ticked; all property types in that column will then be matched
By ticking boxes, an either/or preference is indicated which will then reflect in the match results For example, ticking house will only match houses; ticking bungalow and house will match all bungalows and houses
Any tick in the Must Have (4th) column represents an essential requirement If more than one tick is selected, the applicant will only be matched to properties that have all corresponding attributes in that column ticked
Add the minimum number of bedrooms, reception rooms and bathrooms
Tick Location to specify the Areas the applicant wants to look in
Close the screen to save changes A summary of the selections will be shown in the Requirements panel
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6. Requirement notes Requirement notes allow you to add any personal/specific information for this applicant From the Requirement Notes panel: Click the pencil icon
Enter notes
Close the screen to save
Requirement notes can be edited/deleted as required
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7. Save & set Marketing Consent An applicant's Marketing Consent can be viewed and updated at any time on the applicant screen - see 7b | Expand |
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title | 7b - Marketing Consent options on applicant record |
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8. Creating a journal entry The Activity Feed panel automatically displays key activity, this area is also used for adding manual journal entries Journal entries, once added cannot be deleted, therefore provide an audit trail for activity From Activity Feed: Click
Select Create journal entry
Add Manual Journal Entry note
Click Accept
A prompt to update the last/next call date is displayed - see next step
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9. Setting the last & next call dates Setting the last & next call dates ensures that you are prompted (via the Organiser) to make contact with the applicant on a regular basis Select Update last/next call dates This will update the last call date to today and will also set the next call date to a specified number of days in the future
Click Accept If you don't want to update the call dates, click Cancel
The Next call date on the applicant record will be updated - the date set is dependent on configuration - e.g. 14 days
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In this example, the applicant will appear in the Applicants to Call list on the Organiser from 02/12/2020 and will stay there until they have been contacted and their call dates are updated |
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Hovering over the Next call date will also display the last call date |
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