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When adding an new contact to AgencyCloudon the system, you are required to search your current database to ensure you are not adding duplicates to the system - various search options are available, along with extra checks to minimise the adding of duplicates as far as possible

This page outlines good practice guidelines when adding contacts and any role type of role* to AgencyCloud

This guide covers:

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Contact record & contact role - explanation

A contact can be added directly

to

on the

AgencyCloud

system without first having a role, roles can subsequently be created using the contact record

However, when a role is added first, a contact record is automatically created which, in turn, allows multiple roles to be created from the same contact record in the future

For example, when adding a new vendor to the system for a property you are marketing - adding the vendor will automatically create a contact record for them - if the vendor then becomes an applicant, the contact details already added will be used for the applicant record

Info
* A role describes a specific type of contact, such as an applicant, vendor, landlord or tenant

On AgencyCloud, a

A contact can have more than one of these roles - all roles share the same central contact record

Search for a contact & check for duplicates

1. Searching for a record

Using Universal Search searches across the whole of your Reapit database

For more information on using Universal Search, click here:
Tips for searching your Reapit database - using Universal Search
After searching, options will be offered which should be checked

In this example, the word park has returned property, applicant and company records
If the required contact cannot be found, move to step 2

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2. Add a new record & double-check for duplicates

If the required contact cannot be found

At the bottom of the Universal Search bar:

Click + Add New and select the required role to add
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A pop-up, similar to the one shown below, should be automatically displayed when adding an applicant, landlord or contact, this check is carried out to safeguard against adding duplicate contact records:

Enter your contact's email address or telephone number and click Search
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Your database will be checked for any matches
This check is offered when adding an applicant, landlord or contact
When adding a property, the check is done when adding the vendor to the property record

If this pop-up is not displayed on your system, it can be enabled by Reapit Support on request from your Reapit Key Contact - click here to contact Reapit Support

Add contact information

Tip

Any contact information added via any role is stored on the person’s contact record - it is then shared across any role that the contact has and is updated across all records when any edits are carried out

For example, if a person’s contact information is first added to an applicant record, this information is then added to their contact record - when subsequent records are created for the contact, their contact information is shared to the new role record

1. Add contact information

As a minimum, the following information should be entered:

1 x name
1 x contact number
1 x email address
a postal address

Note
Couples should not be entered as a joint entry Instead they should be entered as individual contacts, as outlined in the next step

Info
For further detail on recommended minimum requirements for data entry, see this guide: Golden Rules - recommended minimum requirements for your database

2. Add multiple contacts to a record

To safeguard against creating duplicates, all contacts should be added as individuals to your database

See sections 2a-2d for information on how to add multiple applicants, vendors, landlords & tenants

2a. Add multiple applicants

When multiple applicants are searching together, they should be added to the same applicant record, but with a main applicant and the others as Extra Applicants

From the Extra Applicants panel:

Click
You will be requested to search for the person in the contact database
- If they do not exist, they will be added as an extra applicant and a contact record will be created for them

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2b. Add multiple vendors

When a property has multiple vendors, they should be added to the vendor screen using the Second Vendor and Additional Vendors section

From the Second Vendor and Additional Vendors panels:

Click
As you enter the vendor information, the contact database is automatically searched
- If no matches are found, then a new contact record will be created for each of the extra vendors

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2c. Add multiple landlords

When a property has multiple landlords, they should be added to the landlord record using the Joint Landlords section

From the Joint Landlords panel:

Click
You will be requested to search for the person in the contact database
- If they do not exist, then they will be added as a new contact and a joint landlord

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2d. Add multiple tenants

When a tenancy is current (as shown below) and any subsequent tenants need to be added the Additional Tenants / Occupiers panel should be used

From the Additional Tenants / Occupiers panel:

Click and add the new tenant or occupier name
- When adding a new tenant to a current tenancy, you will be requested to search for the person in the contact database
  - If they do not exist, you can then add them as a new contact and tenant
- When arranging a new tenancy, selecting the required applicant record will automatically pull both the applicant and any extra applicants through as individual tenants on the tenancy record

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Edit contact record

Editing a person’s contact details, via the contact record or via any role the contact has, will automatically update all of the contact's associated role records

For example, updating the email address on this contact record will update the email field on the contact's tenancy, vendor & applicant records
The Activity panel (bottom left) shows all roles the contact has

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Activity Feed & contact journal

1. Contact Activity Feed content

The Activity Feed is a reflection of the contents of the contact journal and is non-editable, therefore providing an audit trail for the contact and their associated roles

Important changes to the contact and the information being stored is shown, such as:

Changes to the contact ID
Changes to the contact Marketing Consent
Key changes to the role records the contact has, such as changes in tenancy and applicant status and the selling/letting status of properties being marketed
Manual journal entries (see step 2)

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2. Add manual journal entry

From Activity Feed (top right):

Click and select Create Journal Entry
- Journal entries can be created for any role record the contact has, see this guide for more information: Use contact record to add journal entries for individual roles

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This menu can also be used to create a task, call reminder or contact alert, as outlined in these guides:

Using tasks & messages Setting a call reminder Add a contact alert

3. Contact journal

From contact record:

Click Journal (top right)
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The journal window shows all information displayed in the Activity Feed
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Journal entries for any of the contact’s role records can also be accessed from the contact journal
For example, the entry selected above is a viewing for one of the properties the contact is selling

Versions Compared

Old Version 32

New Version Current

Key

Contact record & contact role - explanation

Search for a contact & check for duplicates

Add contact information

Edit contact record

Activity Feed & contact journal

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