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Golden Rules outline the recommended minimum requirements when entering applicant, property & viewing , ID/RTR checks plus viewing & follow-up information into AgencyCloud
See sections below for Golden Rules whenon:
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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
1. Search database Using Universal Search is recommended, as this searches the whole of your Reapit database e.g. applicants, vendors, landlords, contact records, etc. From the main menu:
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2. Add new If the required person is found - see 2a If not found, add a new record, as follows At the bottom of the main menu:
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2a. Required person already on system? If they have an applicant record:
If they do not have an applicant record:
A new applicant record will be created, using details already entered from the contact record
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Essential data to enter
When qualifying a new applicant, the following data should be entered as a minimum |
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Enter Applicant Status information
From applicant record:
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Sales applicant | |
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Enter:
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Lettings/rentals applicant |
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Enter:
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Add journal notes
A journal entry must be entered whenever a conversation has taken place with the applicant
1. Add journal entry From the Activity Feed section:
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2. Enter details
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3. Update last/next call dates
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Use next call date
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& archive settings
The Next call date and Archive field should be checked and kept up to date
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Next call
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Archive in x weeks
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| title | Next call date for a potential vendor |
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Potential client essential tasks
All applicants who have been identified as a potential client (i.e. a potential vendor) should always have |
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See following section
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 A property record is created for the potential vendor  Reporting on Pre Appraisal properties will allow you to see a list of potential business for your office |
Use the Organiser to manage your applicants
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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
1. Search database Using Universal Search is recommended, as this searches the whole of your Reapit database e.g. applicants, vendors, landlords, contact records, etc. From the main menu:
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2. Add new If the required property / vendor / landlord is found - see 2a If not found, add a new record, as follows At the bottom of the main menu:
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2a. Required contact already on system? If they have a current property record:
If they do not have a property record:
A new property record will be created, using details already entered from the contact record | ||
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Market appraisal
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: essential data to enter
After adding and saving a new market appraisal property record
1. Add MA appointment to the diary The market appraisal appointment should be added to the Reapit diary
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2. Sales property only - enter Financial information After the MA appointment |
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3. Next call date Ensure the market appraisal property always has a valid/future Next call date This ensures the property is kept in the list of Vendors/Landlords to Call on the Organiser See following sections for more information on next call dates | |
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Sales property: new instruction/listing - essential data to enter
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When entering new instruction/listing details, the following data should be entered as a minimum
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Lettings
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property
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When entering new instruction/listing details, the following data should be entered as a minimum
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The exact Address should be entered and the correct Area of the property selected (where applicable)
The landlord screen should include:
at least one contact telephone number
one email address
Where applicable, Financial details, including Ownership and Bank details, Preferred Suppliers, Works Order limit and Float details
The correct fees should be entered
The Rent and Commission details screen should be completed as accurately as possible
(in Rent/Fees panel, click Rent/Fee Details button on property screen)
The exact Attributes for the property should be entered
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: enter safety certificate information
Safety certificate details should be added to a lettings property
Ensure certificate information is added From lettings property:
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Add journal notes
A journal entry must be entered whenever a conversation has taken place with the vendor/landlord
1. Add journal entry From the Activity Feed section:
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2. Enter details
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3. Update last/next call dates A prompt to update the last/next call dates is displayed
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Use the Organiser to manage your vendors/landlords
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ID checks
Ensure ID information is recorded ID can be entered via the contact or via a role record - once entered, it is shared across all roles the contact has - from the contact/role:
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Right to Rent checks
Ensure Right to Rent checks are recorded Right to Rent check information can be entered via the contact or via a role record - once entered, it is shared across all roles the contact has - from the contact/role:
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Viewing & follow ups
All viewing appointments should be entered and follow-up notes added as soon as possible
1. Viewings
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2. Use the Organiser to follow-up appointments
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3. Follow up notes | |
After a viewing has taken place, all viewings should:
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recommended Recommended minimum requirements when entering applicant, property & viewing , ID/RTR checks plus viewing & follow-up information into AgencyCloud |
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