Add contacts, contact management, activity feed & journal
This guide has been reviewed against our global client base and classed as relevant to the all regions
When adding an new contact on the system, you are required to search your current database to ensure you are not adding duplicates to the system - various search options are available, along with extra checks to minimise the adding of duplicates as far as possible
This page outlines good practice guidelines when adding contacts and any role type*
This guide covers:
Contact record & contact role - explanation
A contact can be added directly on the system without first having a role, roles can subsequently be created using the contact record However, when a role is added first, a contact record is automatically created which, in turn, allows multiple roles to be created from the same contact record in the future For example, when adding a new vendor to the system for a property you are marketing - adding the vendor will automatically create a contact record for them - if the vendor then becomes an applicant, the contact details already added will be used for the applicant record * A role describes a specific type of contact, such as an applicant, vendor, landlord or tenant A contact can have more than one of these roles - all roles share the same central contact record |
Search for a contact & check for duplicates
1. Searching for a record
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2. Add a new record & double-check for duplicates If the required contact cannot be found At the bottom of the Universal Search bar:
A pop-up, similar to the one shown below, should be automatically displayed when adding an applicant, landlord or contact, this check is carried out to safeguard against adding duplicate contact records:
If this pop-up is not displayed on your system, it can be enabled by Reapit Support on request from your Reapit Key Contact - click here to contact Reapit Support |
Add contact information
Any contact information added via any role is stored on the person’s contact record - it is then shared across any role that the contact has and is updated across all records when any edits are carried out
For example, if a person’s contact information is first added to an applicant record, this information is then added to their contact record - when subsequent records are created for the contact, their contact information is shared to the new role record
1. Add contact information As a minimum, the following information should be entered:
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2. Add multiple contacts to a record To safeguard against creating duplicates, all contacts should be added as individuals to your database
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2a. Add multiple applicants When multiple applicants are searching together, they should be added to the same applicant record, but with a main applicant and the others as Extra Applicants From the Extra Applicants panel:
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2b. Add multiple vendors When a property has multiple vendors, they should be added to the vendor screen using the Second Vendor and Additional Vendors section From the Second Vendor and Additional Vendors panels:
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2c. Add multiple landlords When a property has multiple landlords, they should be added to the landlord record using the Joint Landlords section From the Joint Landlords panel:
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2d. Add multiple tenants When a tenancy is current (as shown below) and any subsequent tenants need to be added the Additional Tenants / Occupiers panel should be used From the Additional Tenants / Occupiers panel:
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Edit contact record
Editing a person’s contact details, via the contact record or via any role the contact has, will automatically update all of the contact's associated role records
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Activity Feed & contact journal
1. Contact Activity Feed content The Activity Feed is a reflection of the contents of the contact journal and is non-editable, therefore providing an audit trail for the contact and their associated roles Important changes to the contact and the information being stored is shown, such as:
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2. Add manual journal entry From Activity Feed (top right):
This menu can also be used to create a task, call reminder or contact alert, as outlined in these guides: Using tasks & messages Setting a call reminder Add a contact alert | |
3. Contact journal From contact record:
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