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This article outlines how a relocation agent’s details should be added and used within AgencyCloud

Each section in this guide should be followed to ensure correct entry of required information

1. Add the agent as a company

From the main menu:

Click Company, enter the agent name in the search field and press enter
If the company is found:
- Open the company record
  Ensure the Business type is Relocation Agent and skip to step 3
If the company is not found:
- Click Add Company
  A new company record will be displayed, see next step

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2. Enter details in new company record

Enter Company name and Office
Ensure that Business type is set to Relocation Agent

is selected as a Business type

Enter address and contact details
Click Save

Staff

- staff information can now be added, see next section

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3. Enter staff details

If working with a new company record, add staff details as a contact
If working with an existing company record and a staff member has already been added

-

, see 3a

From Staff panel:

Click

Add

and click Select contact record

Search

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The search contacts screen is displayed, search for the required contact

If found,

and double-click

to add to the company record

when found
If not found, click Add

to add the staff member as a

(top left), add new contact and

save
For more information about contacts, click here

click save
The contact will be

added as Staff on the company record

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Image Removed Expandtitle3a. If working with an existing company record

shown in the Staff panel
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3a. Change existing staff record to a contact

If a staff member has already been added to your company record and does not have the contact icon beside their name (as shown beside Mr Sam Rushton above), you may wish to create a contact record for them

-

From Staff panel:

Right-click over the staff name

-

Select Create full contact record Image Added
4. Add an applicant record for the relocation agent

info

Tip

Each individual search for a relocation agent should have its own applicant record - this allows matching to be done based on the requirements of the agent’s client

Viewings and

contact

journal notes for the client can also be stored on this record - then, when the client proceeds with a purchase/

let

tenancy, the record can be archived without affecting other applicants associated with the relocation agent

From the main menu:

Click Applicant, enter the agent name in the search field and press enter

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- Click Add New

A

- (bottom right)
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From new applicant

record is created
Top left of the applicant record, select Company

:

Select Company (top left)
The search box is displayed to allow you to search for the relocation agent company record

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In Name

/Code

, enter the agent name and press enter
When found, double-click the agent name
The company record is displayed - before saving/closing, see next step

5. Select staff name for the applicant record

Tip
This step should be followed to ensure the correct staff member is

flagged

assigned on the applicant record

From the company record:

Select

Click to the left of the relevant Staff name - the name will be highlighted
Click

Accept

Save
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The agent details are added to the applicant record

- see 5a

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:

Relocation agent added as a company applicant

The record is added as a company applicant

- Company:

Company - click for relocation agent company details
Attention -

Attention:

click for selected staff member details

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6. Enter details for client search on applicant record

In the new company applicant record

, add

:

Enter all

details relevant to this search - for example, price

relevant details for the client's search
For example - price/rent range, requirements

,

(including area), requirement notes

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Enter all relevant details for the client's search

Click Save

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Tip

Each individual search should have its own applicant record

Follow step 7 for instruction on adding subsequent searches

7. Adding subsequent searches

Info
Once a company applicant record exists for a specific relocation agent, it can be duplicated for future searches for that agent

info

If the first search created was for a buying search and the subsequent search is for a lettings search, steps 4-6 will need to be done again - adding a lettings applicant (and vice versa)

From the applicant record created in steps 4-6:

Click the ellipsis button (...)

Select

and select Duplicate Applicant and click Multiple Requirements
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A prompt will be displayed - click Yes

Click Yes

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A new applicant record is created

, ready

- enter details for the new search

details to be added
Enter details for this search and

, ensure the price range and requirement notes are changed accordingly, click Save
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Repeat this step for all client searches for the agent

,

- selecting a sales or lettings applicant before duplicating

(as appropriate)

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Tip
Once the applicant record is saved, all records for the relocation agent can be viewed by clicking the ellipsis button & selecting View Linked Records

8.

Contacting

Contact or

changing

change the main contact

Clicking the agent name on the applicant record offers options to change the staff name, along with options to contact the agent

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The main company contact can be changed - this menu also offers contact shortcuts

From the applicant record:

In Attention field, click the agent name
Where configured, options to contact the agent are available - such as Send e-mail, Send SMS

and/or

, Dial number
Change Selected Attention allows the main contact name to be switched to another staff member
To add a new staff member, access the company record to add (as outlined in step 3)
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9. Viewing a company's active searches

All active searches for a company can be

viewed via

seen in the company record

Click

From company:

Details of current searches will be shown in the Activity

tab
Expand the the

Feed
Click Journal (top right) - expand Current Activity section to see all active searches

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10.

Add

When buyer/tenant found - add sales/lettings applicant details

Info
When a buyer/tenant

details are known

has been found, the applicant record should be changed to an Individual record and the

buyer

sales/

tenant

lettings applicant details added

From the applicant record:

Click Individual (top left), the applicant search screen is displayed
Search for the required contact

If found,

- double-click

to add to the applicant record

when found
If not found, click Add

to

(top left), add

a

new contact and click

save
For more information about contacts, click here

save
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The contact

will be

is added to the record as an Individual applicant
The applicant Journal still shows that the record was registered with the relocation agent

details moved to the Extra Applicants panel

If the applicant is a lettings applicant:

Follow the steps shown in step 10a

This step must be followed to prevent the

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The relocation agent company record also shows details of the applicant
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The relocation agent also becomes the Extra Applicant
(seen when saving then re-opening the applicant record)
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Note
For lettings applicants - to prevent the relocation agent being added as a tenant

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Image Removed Expandtitle10a: To prevent the

on subsequent tenancies, follow process in step 10a

10a. Lettings applicants - to prevent the relocation agent being added as a tenant

From the

The relocation agent needs to be removed as an Extra Applicant and added as a Relationship on the applicant screen

From Extra Applicants panel:

-

Hover over the relocation agent details and click the red cross

to remove the agent as an extra applicant,

(and click Yes to confirm)

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From

the

Relationships panel:

-

Click

and

and select Relocation / Introducing Agent

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-

Search for and select the agent’s company record, double-click when found (then click tick top right)
The agent will be added

to the Relationships panel

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as an Introducing Agent
- Click the label and select Relocation Agent

- Save the applicant record

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11. Add offer/tenancy for a relocation agent-introduced applicant

Note
Before carrying out this step, the name of buyer/tenant details should have been added to the applicant record (as outlined in step 10 & 10a)

Lettings - add tenancy

From the applicant record:

Add the tenancy

/offer

in the usual way

Lettings

On tenancy, Relocation Agent details are

shown on the tenancy in

carried through to the Relationships panel
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Sales - add offer

From the applicant record:

Add the offer in the usual way
Both the individual and the agent details will be shown in the Offers screen
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When the property exchanges, the agent details will be shown on the Buyer and Sales Details tab in the