Vendor referrals

Owned by Fiona Wilson
Last updated: Jul 19, 2023 by Brad Gessey
3 min read

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

When using vendor referrals, details of applicants with property to sell who register at an office outside of their local area, will be sent to the agent in your company who could sell their property

The information is received in an email and/or task and outlines the potential vendor’s details

This guide covers:

Initial setup

In order for vendor referrals to operate, each office needs to have postcodes assigned that cover the office’s selling area

Each postcode should be unique - for example, if more than one office covers the SW6 area, then the postcodes entered for each office should be extended as far as possible, such as SW6 1, SW6 2, SW6 3, SW6 3A etc

The referral postcodes for each of your offices should be passed to your Reapit contact to set-up

When will an applicant be referred?

When an applicant is added to your database and saved, two checks will be done to determine whether the applicant’s details need to be referred to another office in your company, as follows

1. Postcode check

If the applicant’s postcode is not within the selling area of your office, a vendor referral may be generated depending on the outcome of check 2, see next step

2. Selling Position & Buying Position check

Whether a referral is made is dependent on the options chosen in the Applicant Status screen

To display the Applicant Status screen:

  • Click the link beside Status 

  • See 2a for details on the Applicant Status screen

Right-click over the Status field to quickly enable options

Complete the Applicant Status screen as far as possible

A referral will not be generated if…

The Selling Position is set to any of:

- Selling with us

- Renting

The Buying Position is set to any of:

- First time buyer

- Nothing to sell

 

Sending a referral

When first saving an applicant’s details who is eligible to be referred, a referral email will be automatically generated. AgencyCloud can be set up in one of two ways:

1. Manual send

  • The referral email/task is displayed on screen and needs to be sent manually

  • The referral office address will be automatically entered into the task/email and the applicant details are taken from the applicant record
    This can be added to or edited before sending

Email:

Task:

2. Automatic send

Referral emails/tasks can be set-up to send automatically on first save of any qualifying applicant records

Outlook users may see a message to alert that an email is being sent in the background

If this happens tick the box to allow access and click Yes - the referral email will then be sent