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This page outlines the basics for preparing a property for marketing, including adding property details, photos, maps and the EPC plus adding commission/fee details, preparing details and preparing to upload to property portals - finishing with changing the property status to For Sale/To Let

Infotip
Your company processes may dictate what needs to be entered when getting a property ready to market, therefore you should continue to follow these

This guide covers:

Table of Contents

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1. Add main description

Info
Your property should already have been added on the system to log details for the market appraisal If not, click here for more information

...

From the property record:

...

: Add a property & book a market appraisal

Sales property

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Lettings property

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In the brief description field (bottom middle pane):

Add a short description of the property
This is normally the summary/initial description used on property portals and brochures

info

Tip
After entering

the description

any descriptions, press F7 to spell check

Expand

title	Configuration

The following settings are dependent on your system configuration:

-

Property descriptions may have a text limit

- The

A strapline field

is

may be in use

on some systems to add

(above brief description field) to allow an an extra shorter summary description

- The Marketing screen may offer other areas for descriptions

to be added
The marketing screen may be set up to allow other descriptions to be entered, such as a long description, location & directions - see step 8 for more information

2.

...

Complete property attributes

Info
Complete

...

property

...

attributes to accurately match your new property

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Panel

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What is displayed in your

...

property attributes screen is dependent on configuration

Note
Ensure all relevant property details are entered, as the property attributes are used when matching applicants to it - for more information on matching, click here: Matching

To add/edit property attributes, in the Attributes panel:

Click the edit (pencil)icon

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title	Lettings property

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Sales attributes - example

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Lettings attributes - example

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Tip

Both the sales/lettings attributes screen contains tabs across the top of the screen to allow extra information to be logged for the property which may be needed for property details and/or to be uploaded to portal listings - for example:

Charges on a sales property
Appliances, Insurance & Safety on a lettings property
Utilities & Additional Information on both sales and lettings properties

Info
For sales properties

,

see next step

For

, for lettings properties

,

skip to step 4

3. Sales properties -

...

update the vendor record,

...

add price, commission, financial & agency details

3a. Update vendor record

Check details entered are correct

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Click Identity Check to enter vendor ID for all vendors

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For more information on

entering and reporting on

ID, click here: Enter & report on ID
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3b: Price

Enter the asking price

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Click Asking Price to change the price qualifier, where applicable
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info

Tip

Shortcut when entering monetary figures: enter k for thousands & m for millions
e.g. 500k = £500,000, 1.1m = £1,100,000

After entering the price (and area measurement via property attributes), the price per square foot/metre is automatically calculated and added to the property record, click here for more information: Display price per square foot/metre (sales properties)

3c: Commission

Enter the percentage figure

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If using fixed fees, click the arrow beside the % and Change to fixed amount
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If you use a variable commission (or tiered fee) structure, click the menu beside Commission and select Variable Commission

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For more information on variable commission,

click here

click here: Variable commission / tiered fees - configuration option

3d: Fee detail & agency information

In the commission panel

To the right of the price/commission fields:

Click Financial

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The Financial and Agency Information screen is displayed
- Ensure post-market appraisal information has been entered

-

- i.e. Recommended Price, Market Appraisal Price & Vendor Estimate Price and Other Agent Appraisal information (where known)
- Select the Selling Agency type from the drop-down menu and enter Sub / Joint Agents information at the bottom of the screen

Enter

- Where required, enter an Inter-office Selling

Fee, where required

- Fee and/or click Fee Splits to enter fee split detail
  This can also be done/updated when changing the property to exchanged status
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4. Lettings properties -

...

update the vendor record,

...

add commission & financial details

4a: Update landlord record

Click Landlord

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Check details entered are correct
If there is a joint landlord, in the Joint Landlords

section

panel, click

the + and

button search for (or add) their details
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Click Identity Check (top left) to enter landlord ID

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For more information on

entering and reporting on

ID, click here: Enter & report on ID
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In Financial section, click

the

edit icon (pencil

icon

) to add/update the landlord financial details

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Bank, accountant & VAT details are held here, along with Non-Resident Landlord information
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4b: Rent

From property screen:

Enter the rent

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Click Rent to change rent setting (per week, per 28 days/4 weeks, per month, per annum), where applicable
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4c: Letting Fee

Enter the percentage figure

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If not using percentage fees, click the arrow beside the % and select from options to:
Change to fixed amount or Set to multiple of weekly or monthly rent
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4d: Letting service (& fee)

Select the relevant letting service from the drop-down menu and associated fees, as applicable

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4e: Fee detail & agency information

In the fees panel:

Click Rent/Fee Details

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Use the Commission section to enter more detailed fee information

can be entered

Vacant Management details can be entered
On the right, select the relevant Agency type from the drop-down list
Sub & Joint Agents can then be added at the bottom of the screen

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5. Add photos, floorplans & maps

Info
The panel at the bottom left of the property screen is used to store all property images

...

Images can be a picture, floorplan, map, QR code or EPC

Images are added at the bottom left corner of the property screen

Click and drag images over this panel
Or click the panel to open the Pictures screen (see next step)
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From property screen:

Click

Add:

image or blank panel (as shown above), bottom left of screen
The Pictures screen is displayed
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To add images, click Add Picture / Floorplan / Map

buttons to add images - see 5a

buttons (top left):

Enter labels for each image
- Yellow star indicates the main picture
  Clicking a grey star will switch the main image to that one
- Icons bottom right of each image allow you to edit or delete the image
- Click and drag the images to change their position

Clicking

Click the Picture link under each image

allows you

to set what type

of image

it is

, see 5b

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Once added, the main picture is shown on the property screen

- see 5c

Use

the

arrow keys (right/left) to scroll through the images
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5a:

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5b:

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5c:

Image Removed6. Create EPC

Info
For more information on using the pictures screen, click here: Pictures screen

6. Create EPC

Info
If you need to create a commercial EPC, see this guide for more information: Add a commercial EPC - configuration option

Tip
Once the EPC

...

ratings are available, an EPC graph image can be generated

From version 12.181, an external website can be used to obtain the EPC ratings, as outlined here:
Generate EPC graph using EPC figures from third party app (via API)

From the Attributes panel:

Click EPC
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Enter the Energy Efficiency Rating / Potential and the Environmental Impact Rating / Potential
Use the Created field to enter the date the figures were generated
Enter any other information required (URLs / Document Files)
Click Make Graph
A message will be displayed to confirm the graph has been created with the option to view it
If Yes is clicked, the graph will be shown on screen

- see 6a

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The graph can be viewed any time using the View Graph button

info

Tip
The EPC graph is automatically added as a property image and can be viewed from the pictures screen (shown in 5a)

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6a:

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7.

...

Add rooms

Info
The level and format of information added to the rooms screen is usually dictated by company requirements for your property brochures and portal uploads

From the Attributes panel:

Click Rooms
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From the top right panel

(see 7a)

:

Select room Name from the drop-down list or type in your own
Enter Dimensions in metric or imperial
When hovering over the field, both formats will be shown
Enter a Description
Click Picture and select the required picture from the list
Click Add
The room detail is added to the main panel of the screen
To make changes to the room, select it in the main panel, makes changes and click Save
Continue using the top right panel to add further room detail

When complete...

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When complete…

Click Make Summary to create a summary of the accommodation details entered, or type own summary in this panel
The summary is usually used as 'key features' when uploading to property portals
When the details have been approved, tick Details Approved

See 7b for complete example
Click Save button

(top

right

left)

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7a:

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7b:

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8. Marketing screen

and click Save
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8. Enter details on marketing screen - including extra descriptions, sale board, internet advertising & using the 'internet check' function

From the top middle panel:

Click Marketing
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Sale Board

Enter Type and Status information
Depending on configuration, this may trigger an email for sending to your board supplier

Extra Descriptions

What is shown/entered here is dependent on configuration/company requirements

Enter the required extra descriptions for this property
Depending on configuration, these descriptions may be used for property descriptions and/or portals

Internet

If you

wish

want to stop the property from being uploaded to

the

property portals

, tick

:

Tick No Internet Advertising

To generate a what3words location for the property:

The Internet Check is useful for troubleshooting if

Beside what3words, click Lookup
The lat/long coordinates for the property are used to generate the what3words location reference
Click here for more information: Display what3words location on property marketing

If the property is not being uploaded to the internet (when it should be):

Clicking

Click Internet Check

should pinpoint the issue
See example 8a

Extra Descriptions

What is shown/entered here is dependent on configuration/company practice

Enter the required extra descriptions for this property

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8a:

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, a pop-up will be displayed to help pinpoint the issue(s)
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Tip
For further information on troubleshooting a missing property on a portal/website, click here: Missing property on a portal or company website (UK only)

9. Create brochure

Info
Templates will be set-up on your system for creating your property brochures/window cards

From property:

Click Details

(top right)Save as Word document

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The list of available templates will be displayed
Templates available and their content are dependent on the requirements of your business
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Double-click the required template
Details will be taken from the property to create a set of details in Word format
Check over the details produced and make any changes

Click Save (in Word)
Save options are displayed - see 9a

From Word, click Save - save options are displayed
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Tip
It is recommended to first save the details as a Word document (to allow future edits to be carried out), then to save the details as a PDF which will then be used to distribute to your clients

Step 1: save details as a Word document

From the save options shown above:

Leave set to Save document in property letters folder

Click

and click Accept
When asked Convert to PDF? click No

Enter

The Save file as screen is displayed - enter a File name and click Save

(9b)

This will save a Word version of the details

for future use
Save

in the property Letters folder - see

9c

9a
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Step 2: save as PDF particulars

Go back to the Word document

and click

:

Click Save again

Select

(in Word document)
From save options (shown above), select Store as PDF particulars for property

Click

and click Accept
This

will save

saves a PDF version in the Details screen in the Predefined Details

section - see 9d

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9a:

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9b:

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title	9c: Word details in property Letters folder

After saving Word version of details to property letters folder:

Click Letters (top right of property screen)
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The Word file will be

section
An option to email the PDF details is available from here, see information below
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Email details from property details screen

Click E-mail to select an applicant to send the details to
This would usually attach the PDF to the email and add brief details too
An option to log the email in the applicant/property journal is also offered

9a. Word details in property letters folder

After saving a Word version of the details to the property letters folder (outlined in step 9 above):

From property, click Letters (top right)
The Word file is displayed in Existing letters and files (right)

9d:10. Change property status

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Info

Click E-mail to select an applicant to send the details to

This would usually attach the PDF to the email along with add brief details to the email

An option to log the email in the applicant/property journal is also offered

Tip
Right-click over documents stored in letters folder for further options

10. Complete pre-instruction checklist

Where configured, you may be required to complete a pre-instruction checklist before your property status can be changed to For Sale/To Let - click here for more information on the pre-instruction checklist functionality: Pre-instruction checklist - configuration option

11. Change property status

Tip
When ready to market,

...

change the property status - this ensures that the property is matched to applicants and is uploaded to property portals

...

If you're not yet ready to upload to the internet, tick No Internet Advertising in property Marketing - see section 8 above

Beside Status (top middle panel):

Select For Sale / To Let - Won Instruction OR To Let - Won Instruction
Click Save

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Expand

title	Lettings menu

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Info

If you're not yet ready to upload to the internet, enable No Internet Advertising in property Marketing

See section 8 above

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Versions Compared

Old Version 32

New Version Current

Key

1. Add main description

2.

Complete property attributes

3. Sales properties -

update the vendor record,

add price, commission, financial & agency details

4. Lettings properties -

update the vendor record,

add commission & financial details

5. Add photos, floorplans & maps

6. Create EPC

7.

Add rooms

8. Enter details on marketing screen - including extra descriptions, sale board, internet advertising & using the 'internet check' function

9. Create brochure

10. Complete pre-instruction checklist

11. Change property status

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