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Golden Rules - recommended minimum requirements for your database

Golden Rules - recommended minimum requirements for your database

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

Golden Rules outline the recommended minimum requirements when entering applicant, property, ID/RTR checks plus viewing & follow-up information into the system

See sections below for Golden Rules on:

Essential rules for any data entry

To avoid duplication, always search your database before adding a new role - see Check for duplicates section below

Always enter full name and contact details, including phone numbers and email addresses

Keep the Key Contact name and Office up-to-date on all records

Lots of information is automatically logged, but all records have an Activity Feed where journal entries can be manually added - see Add journal notes for information on how to do this on an applicant record

Make sure you keep all records up-to-date as far as possible - if it isn’t in Reapit, it didn’t happen!

Entering applicant information

Check for duplicates

All applicants (including single property enquiries) should be entered, checking for duplicates prior to adding

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

 

Using a postcode to search will find other people at the same address regardless of surname

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

 

You may be presented with a further check on email/phone number to double-check the applicant doesn’t already have a contact record on the system

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

Every person added to the system is given a contact record - this holds all universal information for that person, such as their name, contact details, address, marketing consent information

When updating contact details via a role record (e.g. applicant record) the contact record is updated plus any other role records the contact has

Essential data to enter

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

 

Enter Applicant Status information

From applicant record:

  • Click Status and enter the applicant status as completely as possible

Sales applicant

  • Select Applicant Status

  • Select Selling Position and Selling Status

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

  • Select Buying Position and Buying Reason

Lettings/rentals applicant

  • Select Applicant Status

  • Select 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

  • Select Renting Position