Matching (property to applicants & applicant to properties)

1. Match button

From the property:

• Click the Match button (top left)

2. Filter list

The match figures are presented as a filter list, allowing you to see how the applicants have been matched along with the option to alter how many applicants are shown in the match list (see step 3)

• The total number of Applicants on System is shown first
  
  
• Department/Available/Price is, out of the total number, those who match in the same department, who are active and whose price range matches that of the property
  
  
• The next set of tick boxes (Rooms to Acreage) relates to the Attributes & Requirements set on the property & applicant - use the tick boxes to exclude any option from the match
  
  
• Match outside area allows you to pull applicants looking outside of the property area into the match
  
  
• Use the 4 tick boxes at the bottom of the screen to alter who is matched
  e.g. untick Exclude previous matches when re-matching after a price reduction
  
  When you are happy with the Total number of matches shown at the bottom of the screen:
  
  
• Click Accept

3. Match results

• Use the up/down arrows on your keyboard to check the matched applicants, using the panels at the bottom of the screen for more information
  
  
• If you do not wish to include an applicant in the match, press delete (or x) on your keyboard
  This puts an x to the left of their name (as shown for two applicants above) and updates the total count at the top of the screen - press delete/x again to put the applicant back into the match
  
  
• If you want to add an applicant to the list, click + Add (top left) to search for their applicant record

Once you are happy with the match list...

• To email details of the property to each applicant on the list - click Print - see step 4 
  
  
• If you do not wish to email (i.e. you may wish to call each applicant instead)
  
  • Click Exit (top right) - this prompt will be displayed
    
  • Click Yes
    The matched applicants will be logged in the property Journal under the Match section
    The property journal can then be used as a call out list
    
    

4. Emailing property details

Email templates are usually set-up on your system to allow you to email details of a property to matched applicants

• Click E-mail
  
  
• Click Proceed
  
  You may be asked if you wish to attach particulars - this will include the property details as an attachment
  

5. Send email

• The email will be produced with details of the property
• Matched applicants (with email addresses added on the system) will be automatically entered in the BCC field - meaning that they will each receive the email without seeing the email addresses of other recipients
• Usually the email will show some property detail such as main picture, price, number of bedrooms and a short description; it will also include a link to your company website where more details of the property can be viewed

1. Match button

From the applicant:

• Click the Match button (top left)

2. Filter list

The match figures are presented as a filter list, allowing you to see how the properties have been matched along with the option to alter how many properties are shown in the match list (see step 3)

• The total number of Properties on System is shown first
  
  
• Department/Available/Price is, out of the total number, properties that match in the same department, that are active and where the price matches the applicant price range
  
  
• The next set of tick boxes (Rooms to Acreage) relates to the Attributes & Requirements set on the property & applicant - use the tick boxes to exclude any option from the match
  
  
• Use the 3 tick boxes at the bottom of the screen to alter who is matched
  e.g. untick Exclude previous matches to include properties with a price reduction (that still match)
  
  When you are happy with the Total number of matches shown at the bottom of the screen:
  
  
• Click Accept

3. Match results

• Use the up/down arrows on your keyboard to check the matched properties
  
  
• If you do not wish to include a property in the match, press delete (or x) on your keyboard
  This puts an x to the left of the property (as shown for the 3 properties above) and updates the total count at the top of the screen - press delete/x again to put the property back into the match
  
  
• If you want to add a property to the list, click + Add (top left) to search for the property record
  
  
• Click Applicant Preview which allows the list of properties to be displayed in a format suitable for showing applicants
  i.e. large property pictures, property description, no vendor/landlord details, shortcuts to view map, run slideshow and access full property details
  
  
• Tick Show on Map to see matched properties on a Google Map
  
  
• Right-clicking over a property offers shortcut options to Create Viewing or View/Prepare Details
  

Once you are happy with the match list...

• To email the applicant with details of the matched properties - click Print - see step 4 
  
  
• If you do not wish to email (i.e. you may wish to call the applicant instead)
  • Click Exit (top right) - this prompt will be displayed
    
    
  • Click Yes
    The matched properties will be logged in the applicant Journal under the Match section
    The applicant journal can then be used when contacting the applicant
    
    

5. Send email

• The email will be produced with details of the matched properties
• Usually the email will show some property detail such as main picture, price, number of bedrooms and a short description; it will also include links to your company website where more details of the properties can be viewed