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This guide has been reviewed against our global client base and classed as relevant to all regions

Golden Rules outline the recommended minimum requirements when entering applicant, property & viewing information into AgencyCloud

See sections below for Golden Rules on:

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

Using a postcode to search will find other people at the same address regardless of surname

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:

  • Click Add New

  • Select New Applicant and select Sales or Lettings/Rentals, as appropriate


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

2a. Required person already on system?

If they have an applicant record:

  • Open their applicant record and work through the following sections to check all required data is entered

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 (plus) and select Sales or Lettings/Rentals Applicant, as required

A new applicant record will be created, using details already entered from the contact record

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

 Essential data to enter

When qualifying a new applicant, the following data should be entered as a minimum

  1. At least one contact telephone number and one email address

  2. A postal address

  3. Applicant Status - see next section

  4. Source of enquiry

  5. Property Requirements including selecting the Areas the applicant is looking to buy in

  6. Price range

  7. Any mandatory property requirements not covered in the Requirements screen should be described at the top of the Requirement Notes field

 Applicant Status

  • Click Status and enter the applicant status as completely as possible

Sales applicant

Enter:

  • Selling Position and Selling Status

  • Potential vendors should have the Potential Clients box ticked

  • Buying Position and Buying Reason

Lettings/rentals applicant

Enter:

  • Selling Position

  • Potential vendors should have the Potential Clients box ticked

  • Renting Position

 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:

  • Click (plus) 

  • Select Create journal entry

2. Enter details

  • Enter text

  • Click Accept

Once saved, journal entries are non-editable


3. Update last/next call dates

  • A prompt to update the last/next call dates is displayed

  • See the following sections for more information on how the last & next call dates work

 Next call date and archive settings

The Next call date and Archive field should be checked and kept up to date

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

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

 Next call date for a potential vendor

All applicants who have been identified as a potential vendor should always have a valid/future Next call date set

This ensures they are kept in the list of Applicants to Call on the Organiser

See following section

 Use the Organiser to manage your applicants

Use the Organiser to check for Applicants to Call and Applicants to Remove

Applicants to Call or Remove are usually shown in the To-do List panel on the Power Organiser

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

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:

  • Click Add New

  • Select New Property and select Sales or Lettings/Rentals, as appropriate

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

2a. Required contact already on system?

If they have a current property record:

  • Open the property record and work through the following sections to check all required data is entered

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 (plus) and select Sales or Lettings/Rentals Property, as required

A new property record will be created, using details already entered from the contact record

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

 Market appraisal - 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

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

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

 New instruction/listing - essential data to enter - sales property

When entering new instruction/listing details, the following data should be entered as a minimum

  1. The exact Address should be entered and the correct Area of the property selected (where applicable)

  2. The vendor screen should include:

    1. at least one contact telephone number

    2. one email address

    3. Source of enquiry

    4. Selling reason

  3. The correct rate should be entered into the Commission field

  4. The Financial screen should be completed as accurately as possible

  5. The exact Attributes for the property should be entered

 New instruction/listing - essential data to enter - lettings/rentals property

When entering new instruction/listing details, the following data should be entered as a minimum

  1. The exact Address should be entered and the correct Area of the property selected (where applicable)

  2. The landlord screen should include:

    1. at least one contact telephone number

    2. one email address

    3. Where applicable, Financial details, including Ownership and Bank details, Preferred Suppliers, Works Order limit and Float details

  3. The correct fees should be entered

  4. 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)

  5. The exact Attributes for the property should be entered

 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:

  • Click (plus) icon

  • Select Create journal entry


2. Enter details

  • Enter text

  • Click Accept

Once saved, journal entries are non-editable


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

Think of this as your 1-31 follow-up system

 Use the Organiser to manage your vendors/landlords

  • Use the Organiser to check for Vendors/Landlords to Call

Vendors/Landlords to Call are usually shown in the To-do List panel on the Power Organiser

Viewing & follow ups

 Click here for more information

1. Viewings

  • All viewings should be entered as appointments in the Reapit diary - as shown in step 3

2. Use the Organiser

  • Use the Organiser to check for appointments to be followed up 

  • Appointments needing following up are shown in the Organiser under Follow ups 
    (usually within the To-do List panel)

Appointments shown here are those that need following up due to their follow up date being today (or before)

3. Follow up notes

All viewings should:

  • have Follow Up Notes entered

  • be marked as Followed Up

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