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Tip

Essential rules for any data entry

To avoid duplication, always search your database before adding a new role - see Check for duplicates section below

Always enter full name and contact details, including phone numbers and email addresses

Keep the Key Contact name and Office up-to-date on all records

Lots of information is automatically logged, but all records have an Activity Feed where journal entries can be manually added - see Add journal notes for information on how to do this on an applicant record

Make sure you keep all records up-to-date as far as possible - if it isn’t in AgencyCloud, it didn’t happen!

Entering applicant information

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Check for duplicates

All applicants (including single property enquiries) should be entered, checking for duplicates prior to adding

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All applicants who have been identified as a potential client (i.e. a potential vendor) should always have:

  • A valid/future Next call date set on their applicant record
    This ensures they are kept in the list of Applicants to Call on the Organiser - see following section on using the Organiser to manage applicants

  • A property record created as a Pre Appraisal property
    From the applicant record, click ellipsis (…), hover over Duplicate Applicant and select As Vendor

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A property record is created for the potential vendor
Set the status to Pre-Appraisal and add any other relevant information as well as updating the Next
Call date (as done on the applicant record)

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Reporting on Pre Appraisal properties will allow you to see a list of potential business for your office

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  • Use the Organiser to check for Applicants to Call and Applicants to Remove

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Info

Applicants to Call or Remove are usually shown in the To-do List panel on the Power Organiser

Entering property information

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Check for duplicates

When entering a new property or booking a market appraisal, always check for duplicates prior to adding

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1. Add journal entry

From the Activity Feed section:

  • Click (plus) icon

  • Select Create journal entry

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2. Enter details

  • Enter text

  • Click Accept

Note

Once saved, journal entries are non-editable

3. Update last/next call dates

A prompt to update the last/next call dates is displayed

  • After entering a journal note, a prompt will be displayed to update the Last/next call dates

    This results in the property appearing in the Organiser screen on the next call date as a reminder to call the vendor/landlord again (in Vendors/Landlords to call – see next section)

  • The Next call date can also be entered manually on the property screen

Tip

Think of this as your 1-31 follow-up system

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  • Use the Organiser to check for Vendors/Landlords to Call

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Info

Vendors/Landlords to Call are usually shown in the To-do List panel on the Power Organiser

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1. Viewings

  • All viewings should be entered as appointments in the Reapit diary - as shown in step 3 below

2. Use the Organiser

  • Use the Organiser to check for appointments to be followed up 

  • Appointments needing following up are shown in the Organiser under Follow ups 
    (usually within the To-do List panel)

Tip

Appointments shown here are those that need following up due to their follow up date being today (or before)

3. Follow up notes

All viewings should:

  • have Follow Up Notes entered

  • be marked as Followed Up

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