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This guide has been reviewed against our global client base and classed as relevant to all regions
Achieving the maximum from your Reapit database requires a high level of quality data
The Data Accuracy Report should act as the first port of call to get your data in the best possible shape, helping to make what might feel like an overwhelming task far more manageable
As with any CRM system, you get out what you put in - the success of using Power Reports can only really be judged if you are confident that your data is accurate and of a high standard.
The Data Accuracy Analysis report puts a high level score both on data quality for applicants/properties and also the success of managing them.
If you have attempted to use Power Reports and feel uneasy with the results you are producing, improving your data accuracy score needs to be the first part of your action plan.
In agency, contacting your clients is a basic, fundamental part of your day. The right-hand management score should not be overlooked, as this will provide an overall picture towards how well you are, as an office, at regularly contacting your clients, as well as the volume of who has a future contact date set.
Understanding the metrics
Each metric listed below refers to each panel of the dashboard
Settings (top right) allows you to choose to include or exclude active applicants - this setting is likely to influence your overall scores
Include inactive applicants: untick to exclude inactive applicants from your report
For more information on the Settings options available, click here
The overall score is weighted upon the metrics on the adjoining graphic which displays applicants counts calculated by the success of each data element
Understanding these data elements appear straight forward in their meaning, but are hugely influential toward the impact of your service and the ability to prospect or nurture for more business For example, Phone, Emailand Postcodeare three metrics to where a perfect, or near perfect, score should be expected, as naturally, they will all influence your ability to contact your database successfully.
Let’s look at the remaining metrics and understand their influence:
Requirements An applicant record will be marked as successful providing they have at least one requirement checked within the applicant Requirements screen A non-checked Requirements screen will result in applicants being matched to all types of property, all styles, with or without garden, etc.
Area This looks at Areas in the applicant Requirements screen - also very influential towards matching Not setting areas means you could potentially be matching properties wildly outside of an applicant's desired location.
Price Range Hugely influential toward matching - most applicants will have a budget in mind, so why match properties that they cannot afford? Worth noting however, this score may not always be perfect due to the volume of investors that may have a wide ranging budget.
Status If you are looking to prospect smarter, completing the Status screen for all your applicants as accurately as possible, should be the first place to start. Any applicant with a selling position set which indicates that they have a property to sell, provides an instruction opportunity for your business. The Status screen is also where you can also record an applicant's ability to proceed, their buying position and reason - which is all useful data to be aware of.
The Settings screen holds an Applicant Contacted in the last x days setting - should you require to reduce or increase the number of days used - see Settings section above
Future Next Call Date
Indicates how many applicants have a future Next Call date set - one measure of success is to have a high score in respect of applicant quality, reviewing the number of applicants who have future planned contact will provide a picture towards your office focus on applicant management Are staff cherry picking who they call? If someone is delaying their search for a later date, do we have a future next call date set on their record to ensure that the conversation is had at the right time?
Contacted
Reviews the Last Call date on every applicant record Are staff recording their conversation correctly?
The Settings screen, Choose property status... field, determines which property Status settings are used towards measuring this score - see Settings section above
Property data quality should always be at a very high level
By default, the metric shows the score for For Sale instructions and should be fully completed records (as they are being advertised on numerous portals)
Click into any figure to drill down into the raw data and make any necessary amendments, as seen in all MI dashboard reports
Identical to the Applicant Management section above - however, an enhanced focus is key here as regular vendor contact should be a staple of your daily/weekly tasks for the office
Many agents may quote that they devote a particular day for vendor call-outs, though it’s worth asking what the success rate is of those actually contacted? Would a vendor prefer a call on a particular day of the week? If so, place a Next Call date within the record
A low score within this section should cause concern - regular vendor contact is vital to your customer service output
Reviewing those Contacted is also key, not only is the regularity of the contact important, but the the recording of the content (via a journal note) is too
