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Your company processes may dictate what needs to be entered when adding an applicant, therefore you should continue to follow these
1. Search for & add new applicant record Before adding a new applicant, check they are not already on the system From main menu bar: | - see 1a | top left) Can search by email address, phone number, postcode, name or address Image AddedEnter your search text and press enter
| Phone number or email address recommended | - see 1b | - see 1c1a: Image Removed1b: Image Removed1c: Image Removed | Tip |
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Providing the search text entered above isn't found, a new applicant record will be created |
| , as shown in step 2 |
2. Enter contact details for all applicants Image RemovedSales applicant Image AddedLettings applicant Image AddedAt 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
Info | 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 Expand |
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title | Click here for an example lettings applicant record |
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3. | Status & SourceEnter applicant status & source of enquiry 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 see this guide for more information | From Status section:
Click General : Using applicant status & running reports | applicant status, selling, buying or renting positionImage Added Sales status options Image Added | area
See 3a for sales & 3b for lettingsSource
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:
Click Select and choose the relevant option from the drop-down menu
Selected Status and Source Lettings status options Image AddedView status options | - hover over Status to view in full - see 3cImage Removed3a: Sales status options
Image Removed3b: Lettings status options
Image Removed Expand |
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title | 3c: Viewing Status options |
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- Hovering | shows | Image Removed- Image Added
| - | clicking | the 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 | 4. Price / | Rent rent range Price/rent range is used for matching and can also be used when running reports In the Requirements section: Sales | the | & | range | /rent in Info |
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Shortcut when entering monetary figures
Enter Image Added Lettings Tip |
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When entering monetary figures use shortcuts - 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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| Image Removed | info your applicant but Sales requirements example Image AddedLettings requirements example Image AddedIn 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: Requirement notes can be edited/deleted as required | Image Removed View file |
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name | Invalid file id - 53385f9f-c564-48c7-b8f1-aa649406f32d |
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7. Save & set | Marketing Consentmarketing consent | will be displayed |
Click An applicant's | Marketing Consent marketing consent settings can be viewed and updated at any time | on the applicant screen - see 7bImage Removed Expand |
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title | 7b - Marketing Consent options on applicant record |
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Image Removed: | 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
Info |
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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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