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 when:
Entering applicant information
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:
|  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:
|  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:
If they do not have an applicant record:
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 | |
and select Sales or Lettings/Rentals Applicant, as required
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
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
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
|  |
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
|  |
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
Use the Organiser to check for Applicants to Call and Applicants to Remove
Applicants to Call or Remove are usually shown in a To-do List panel on the Power Organiser
Entering property information
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:
|  |
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:
|  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:
If they do not have a property record:
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 | |
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
|   |
2. Sales property only - enter Financial information After the MA appointment From the property record:
|   |
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 | |
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
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 landlord screen should include:
at least one contact telephone number
one email address
Where applicable, Financial details, including Ownership and Bank details, Preferred Suppliers, Works Order limit and Float details
The correct fees should be entered
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)
The exact Attributes for the property should be entered
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
|  |
3. Update last/next call dates A prompt to update the last/next call dates is displayed
|  |
Use the Organiser to check for Vendors/Landlords to Call
Vendors/Landlords to Call are usually shown in a To-do List panel on the Power Organiser
Viewing & follow ups
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
| |
3. Follow up notes All viewings should have Follow Up Notes entered and be marked as Followed Up |  |