Golden Rules - recommended minimum requirements for your database

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

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

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 and select Sales or Lettings/Rentals Applicant, as required
  

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

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

From applicant record:

• 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
  A property record should be created for a potential client, see this section for more information
  

• Buying Position and Buying Reason

Lettings/rentals applicant

Enter:

• Selling Position
  

• Potential vendors should have the Potential Clients box ticked
  A property record should be created for a potential client, see this section for more information
  

• Renting Position

1. Add journal entry

From the Activity Feed section:

• Click  

• Select Create journal entry

  

2. Enter details

• Enter text
  

• Click Accept

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

• 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

All applicants who have been identified as a potential client (i.e. a potential vendor) should always have:

• A valid/future Next call date set on their applicant record
  This ensures they are kept in the list of Applicants to Call on the Organiser - see following section on using the Organiser to manage applicants
  

• A property record created as a Pre Appraisal property
  From the applicant record, click ellipsis (…), hover over Duplicate Applicant and select As Vendor

A property record is created for the potential vendor
Set the status to Pre-Appraisal and add any other relevant information as well as updating the Next
Call date (as done on the applicant record)

Reporting on Pre Appraisal properties will allow you to see a list of potential business for your office

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

  

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

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 and select Sales or Lettings/Rentals Property, as required
  

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

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

Ensure certificate information is added

From lettings property:

• At the bottom of the Attributes panel, click Certificates

• In Safety Checks, Certificates, Insurance & Warranties panel, click to add certificates

1. Add journal entry

From the Activity Feed section:

• Click  icon

• Select Create journal entry

  

2. Enter details

• Enter text
  

• Click Accept

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

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

  

Ensure ID information is recorded

ID can be entered via the contact or via a role record - once entered, it is shared across all roles the contact has - from the contact/role:

• Click Identity Check (top left, under name)

• Click Add New and complete the required fields
  Dependent on configuration, may need to click New ID Check

  

Ensure Right to Rent checks are recorded

Right to Rent check information can be entered via the contact or via a role record - once entered, it is shared across all roles the contact has - from the contact/role:

• Click Identity Check (top left, under name)

• Click Add New and select Right to Rent Check

  

1. Viewings

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

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)

3. Follow up notes

All viewings should:

• have Follow Up Notes entered

• be marked as Followed Up