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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
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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
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: Click Universal Search
(magnifying glass top left of main menu) Enter the applicant surname or part address (e.g. postcode), click the search icon or press enter A list of matching records are shown, click to view the record on the right
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Using a postcode to search will find other people at the same address regardless of surname |
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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: |  | Infotip |
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You may be presented with a further check on email/phone number to double-check the applicant doesn’t already have a contact record on the system |
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2a. Required person already on system? If they have an applicant record: If they do not have an applicant record: Open their contact record In the bottom right section, the Activity section displays the contact's current roles Click  and select Sales or Lettings/Rentals Applicant, as required
A new applicant record will be created, using details already entered from the contact record | Info |
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Every person added to the system is given a contact record - this holds all universal information for that person, such as their name, contact details, address, marketing consent information When updating contact details via a role record (e.g. applicant record) the contact record is updated plus any other role records the contact has |
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Essential data to enter
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When qualifying a new applicant, the following data should be entered as a minimum At least one contact telephone number and one email address A postal address Applicant Status - see next section Source of enquiry Property Requirements including selecting the Areas the applicant is looking to buy in Price range Any mandatory property requirements not covered in the Requirements screen should be described at the top of the Requirement Notes field
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Enter Applicant Status information
From applicant record: |
Sales applicantEnter: Select Applicant Status
Select Selling Position and Selling Status
Potential vendors should have the Potential Clients box ticked
A property record should also be created for a potential client, see this section for more information
Select Buying Position and Buying Reason
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Lettings/rentals applicantEnter: |  |
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: |
2. Enter details | Note |
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Once saved, journal entries are non-editable |
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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 After entering a journal note, a prompt will be displayed to update the Last/next call dates (see previous section); this results in the applicant appearing in the Organiser screen on the next call date as a reminder to call the applicant again (in the Applicants to call section, see following section on the Organiser) The next call date can also be entered manually - think of this as your 1-31 follow-up system
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Archive in x weeks This field is normally set to 12 weeks when the applicant is first registered and reduces each week that they are on the system Once they reach 0 weeks, the applicant will appear on the Organiser in the Applicants to remove section and will remain there until they are archived (by you) or given another period of time on the system - this is done by highlighting the existing number and over-typing with the updated number of weeks (also determined by you) The same process applies when the revised number of weeks reaches 0 Checking and updating this section each time a journal entry is added will avoid applicants falling into the Applicants to Remove section
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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 a : See following section - 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
 Image Added 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)  Image Added 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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Applicants to Call or Remove are usually shown in the To-do List panel on the Power Organiser |
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Entering property information
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: Click Universal Search
(magnifying glass top left of main menu) Enter the first line of the address or postcode, click the search icon or press enter A list of matching records are shown, click to view the record on the right
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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: |  | Note |
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You may be presented with a further check on email/phone number to double-check the vendor/landlord doesn’t already have a contact record on the system |
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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: Open their contact record In the bottom right section, the Activity section displays the contact's current roles Click and select Sales or Lettings/Rentals Property, as required
A new property record will be created, using details already entered from the contact record | Tip |
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Every person added to the system is given a contact record - this holds all universal information for that person, such as their name, contact details, address, marketing consent information |
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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 Click the MA button
While the property is at MA status, an MA button is displayed at the top of the screen
Complete the appointment details
Click Save & Exit to add the appointment to the diary
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2. Sales property only - enter Financial information After the MA appointment, from the property record: Click Financial
Enter Recommended Price Market Appraisal Price Vendor Estimate Price
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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
 The exact Address should be entered and the correct Area of the property selected (where applicable)
The vendor screen should include: at least one contact telephone number one email address Source of enquiry Selling reason
The correct rate should be entered into the Commission field
The Financial screen should be completed as accurately as possible
 The exact Attributes for the property should be entered
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Lettings property: enter safety certificate information
Safety certificate details should be added to a lettings property
Ensure certificate information is added From lettings property: At the bottom of the Attributes panel, click Certificates In Safety Checks, Certificates, Insurance & Warranties panel, click to add certificates
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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: |
2. Enter details | Note |
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Once saved, journal entries are non-editable |
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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
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Think of this as your 1-31 follow-up system |
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Vendors/Landlords to Call are usually shown in the To-do List panel on the Power Organiser |
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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: Click Identity Check (top left, under name) Click Add New andcomplete the required fields
Dependent on configuration, may need to click New ID Check  Image Added
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ID requirements are dependent on business requirements & configuration, therefore the screen shown above may differ to your system |
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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: | Info |
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ID requirements are dependent on business requirements & configuration, therefore the screen shown above may differ to your system |
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Viewing & follow ups
All viewing appointments should be entered and follow-up notes added as soon as possible
1. Viewings |
2. Use the Organiser to follow-up appointments | Tip |
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Appointments shown here are those that need following up due to their follow up date being today (or before) |
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3. Follow up notes All After a viewing has taken place, all viewings should: |
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| Excerpt |
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Recommended minimum requirements when entering applicant, property & viewing , ID/RTR checks plus viewing & follow-up information into AgencyCloud |
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