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Each communication method that your client is happy for you to use is indicated by a ticked check box

From AgencyCloud version 12.126+, when a preference is not ticked, emailing, texting or generating a letter (individually or in bulk) will either be disallowed or indicated on screen to advise that the method of communication is not preferred - when creating phone out lists via reporting, clients opting out of phone contact can be identified

To enable this configuration option, click here to contact Reapit Support

1. Managing communication preferences

From the contact details area of a record:

Click the Manage Communication Preferences icon

To

- to the right of Add another

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By default, all preferences will be ticked
Un-tick the methods of communication that the current contact does not want you to use

Click Accept

and click Accept
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Tip
Communication Preferences are written to the contact record and are therefore shared across all roles* on the system

;

- meaning they only need to be set in one place
* a role refers to applicant, tenant, vendor, landlord, etc

2. Impact on contact record

Un-ticking any of the above preferences is indicated on screen by a change of contact icon colour

When email is un-ticked, the envelope icon to the right will be red

, see 2a

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When SMS OR phone is un-ticked, the phone icon to the right will be amber

, see 2b

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If both SMS and phone are un-ticked, the phone icon to the right will be red

, see 2c

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If Letter is un-ticked, the Letters button will be displayed in red

, see 2d

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Tip
Hovering over an amber/red icon will display a message to indicate that the selected form of communication is not preferred

2a:

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2b:

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2c:

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2d:

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3. Impact when producing communications
Available from

AgencyCloud

version 12.126+

When generating letters, emails or text messages, clients who have opted out of such communication will be removed from bulk communications

For example, when matching and emailing match results

From the match list:

Click Report and E-mail
If any of the matched applicants have opted out of being emailed, a message will be displayed
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Click View Details to get a list of the applicants who won't receive the email

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Tip
When generating a phone out

list

lis, to identify clients who are happy to be contacted by phone, generate a contact report and include Phone preference in the report criteria, see steps 4 & 5

4. Reporting

Available

(available from

AgencyCloud

version 12.126)

When generating a contact report via Power Reports, options to view the communication preference of the returned contacts is available

From the Power Reports screen:

Select Contact Report as the report type
From the contact report criteria, options are available to report on:
- Email preference
- Letter preference
- Phone preference
- SMS preference
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When selecting any of the above options, select:
- is true to show clients who are happy to be contacted using that method
- is false to show clients who are not happy to be contacted using that method
  Or you can run the report without specifying a preference and instead view the preference via the results grid, see