Matching (property to applicants & applicant to properties)

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

This article outlines how to carry out a property or applicant match

Matching uses property Attributes and applicant Requirements combined with the Price/Rent ranges set on the property and applicant records - therefore, in order to make matching a success, it is imperative that all properties and applicants are set-up correctly

After matching, property lists/details can be quickly produced and sent by email.

Setting a contact’s Marketing Consent to Consent Denied does not remove them from being matched to properties

If a contact has requested that they are not included in matches, you should make their applicant record inactive instead - as outlined here: Excluding an applicant from matching

This guide covers:

1 Matching a property to applicants (property match)
2 Matching an applicant to properties (applicant match)

Matching a property to applicants (property match)

1. Match button on property record

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

The matched applicants are shown in a grid:

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 below) 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 the 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. Email property details

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

From match results screen (shown in step 3):

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

Create journal entries tick box ensures that the matches will be logged in the applicant and property journals

Ticking Journal non-matches will include entries that were matched but were manually removed (as outlined in step 3) - these entries will be marked as Not matched

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

Matching an applicant to properties (applicant match)

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 4 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

The matched properties are shown in a grid:

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 2 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