Adding an applicant

1. Search for & add new applicant record

Before adding a new applicant, check they are not already on the system

• Click Universal Search - see 1a  (magnifying glass top left)
  
  Can search by email address, phone number, postcode, name or address
  

• Enter your search text and press enter
  Phone number or email address recommended
  

• If not found, at the bottom of the menu bar - see 1b

  • Click Add New

  • Select New Applicant 

  • Choose Sales or Lettings, as required
    

• An extra check will be performed to safeguard against duplicates - see 1c

  • Enter phone number or email address and click Search

Providing the search text entered isn't found, a new applicant record will be created, as shown in step 2

1a:

1b:

1c:

2. Enter contact details for all applicants

• At the top left corner, enter the name and address of the main applicant

  • If more than one applicant is looking to buy/rent, in Extra Applicants, click + to enter their details

  • You will be asked to search for the extra applicant and, if not on the system, you can then create a new contact record for them
    

• Under the main applicant name, enter the applicant's contact details

  • Click into the field beside Mobile, Home or E-mail

  • Enter number/email address and click the tick (or press enter) to save
    If the required contact type is not not listed (e.g. work number), click Add another
    

• Enter the applicant's address

 Click here for an example lettings applicant record

3. Status & Source

Status 

Completing the applicant status screen as far as possible is highly recommended; doing so allows your data to be manipulated to generate business opportunities - click here for more information

From Status section:

• Click General and use the Status screen to document the applicant status, selling, buying or renting position
  

• Potential Client should be ticked when the applicant has a property to sell in your office's selling area 
  
  See 3a for sales & 3b for lettings

Source

Source of enquiry should be used to indicate why an applicant has registered with you, this allows reports to be run to identify trends

From Source section:

• Click Select and choose the relevant option from the drop-down menu
  
  Selected Status and Source options will be shown on the applicant record - hover over Status to view in full - see 3c

3a: Sales status options

3b: Lettings status options

4. Price / Rent range

Price/rent range is used for matching and can also be used when running reports

In the Requirements section:

• Enter the start & end range the applicant is looking to buy/rent in

5. Requirements

Requirements should be entered to ensure your applicant is matched correctly

From the Requirements panel:

• Click the pencil icon (shown in previous step)
  

 Lettings Requirements - example

• In the first three columns, any tick represents a preference
  If the applicant has no preferences in a column then no boxes should be ticked; all property types in that column will then be matched
  

• By ticking boxes, an either/or preference is indicated which will then reflect in the match results
  For example, ticking house will only match houses; ticking bungalow and house will match all bungalows and houses
  

• Any tick in the Must Have (4th) column represents an essential requirement
  If more than one tick is selected, the applicant will only be matched to properties that have all corresponding attributes in that column ticked 
  

• Add the minimum number of bedrooms, reception rooms and bathrooms
  

• Tick Location to specify the Areas the applicant wants to look in
  

• Close the screen to save changes
  A summary of the selections will be shown in the Requirements panel

6. Requirement notes

Requirement notes allow you to add any personal/specific information for this applicant

From the Requirement Notes panel:

• Click the pencil icon
  

• Enter notes
  

• Close the screen to save

Requirement notes can be edited/deleted as required

7. Save & set Marketing Consent

• Click Save (top right)
  
  The Marketing Consent Information screen will be displayed
  

• Indicate the applicant's preference
  

• Click Accept

An applicant's Marketing Consent can be viewed and updated at any time on the applicant screen - see 7b

8. Creating a journal entry

The Activity Feed panel automatically displays key activity, this area is also used for adding manual journal entries

Journal entries, once added cannot be deleted, therefore provide an audit trail for activity

From Activity Feed:

• Click
  

• Select Create journal entry
  

• Add Manual Journal Entry note
  

• Click Accept
  
  A prompt to update the last/next call date is displayed - see next step

9. Setting the last & next call dates

Setting the last & next call dates ensures that you are prompted (via the Organiser) to make contact with the applicant on a regular basis

• Select Update last/next call dates
  This will update the last call date to today and will also set the next call date to a specified number of days in the future
  

• Click Accept
  If you don't want to update the call dates, click Cancel
  
  The Next call date on the applicant record will be updated - the date set is dependent on configuration - e.g. 14 days