Developments & new homes

Owned by Fiona Wilson
Last updated: Nov 28, 2022
5 min read

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

A development/new homes site is added as a master record which holds details for the whole site - the site can be marketed via the site master or via sub plots or individual plots - sales of land can also be stored within in an individual property record

From the AgencyCloud main menu, click Property and select Development and Land Sites

Before adding a site, the developer must be entered into AgencyCloud (as outlined below)
This ensures that the developer is entered onto the new site and subsequent sub-plots/plots that are created for it
Failure to do this (by adding the developer retrospectively) can result in future invoicing issues

1. Add new site

First need to select (or add) the developer:

  • In the Search section, ensure Developer is selected

  • Type the name and press enter
    If not found, click Add Developer and enter their details on a new company screen

  • Select the developer record and click Add Site

  • If adding land select Add Land, click Accept and add details to the property record as usual

  • Select Add Development, click Accept and move to step 2

2. Access Attributes, enter site details & number of units

A new property screen is shown, this is the site master record

From Attributes, click the edit icon (pencil):

  • Enter the Number of Units for the site

  • Enter information on this screen to cover the whole site

  • Close the Attributes screen to save

3.  Complete site master record

Enter details on the site master as outlined below

  • Enter the site address leaving the Flat or House Name field blank
    This is filled in when creating individual plot records or sub plots later

  • Enter the overall description of the site

  • Enter the site price range, plus any other relevant fee information
    If there is only one price for the site, enter the same figure in both price fields
    Clicking the menu to the left of the price range allows the price qualifier to be changed

  • When ready to market, change the Status to For Sale - Available

4. Enter site office details

Site office details can be entered 

  • Click the ... button and select Site Office Details

Enter site office details including:

  • Contact information, opening hours & site staff

  • Click Accept to save

5. Using sub plots

Sub plots can be created from the site master record to divide the site into more manageable groups; this is particularly useful for large sites

For example, a site of 25 properties with five different property types could be divided into five sub plots

From the site master record: 

  • Click the ... button and select View Development

  • The Developments and Land Sites screen is displayed
    Select the site master record and click Manage Units (bottom of screen)

  • Choose to Create a block of one or more units and enter the Number of units in block below

  • Click Accept
    The site master record will then be duplicated to create the sub plot

  • In the Developments and Land Sites screen, click + beside the site master to view the new sub plot (selected below):

  • Double-click to open the new sub plot record and make alterations as required, outlined below:

  • Address (e.g. to add sub plot name)

    • Description

    • Attributes

    • Price range

    • Room details, photos & floorplans

  • Repeat the above steps to add each sub plot within the site

  • The Developments & Land Sites screen will then display an overview of the site master and sub plots

6. Using individual plots

To give each plot an individual record under the site master or sub plot, individual plots can be created

This is recommended in the following situations:

  • for small to medium sites where creating individual plots is manageable

  • when a plot currently within a site master or sub plot becomes reserved or under offer

From the Development and Land Sites screen:

  • Select the record that is to be split into individual plots and click Manage Units
    This could be the site master or a sub plot

Select:

  • Separate blocks of units into individual units and enter the Number of units below

  • Where required, select Alter the address to include unit number starting from for each new property record
    This is added to the Flat or House Name field on each property record and can be edited once created

  • The selected record will then be duplicated as individual plots
    Each plot should be altered accordingly, such as:

    • Address (e.g. to add plot number)

    • Description

    • Attributes

    • Price range

    • Room details, photos and floorplans

If the plot is no longer being marketed (i.e. it is reserved or under offer) only a selection of the possible edits listed above need to be actioned

7. Reporting

As well as usual reporting options, two additional report types are available for new developments

Both reports display information for one site using Microsoft Excel

From the Development and Land Sites screen:

  • Select the site master record

  • Click Reports

  • Viewings and activity summarises all viewings and sales information for the chosen date range

  • Development Sales Status displays an overview of the current status for each plot record within a site