Add contacts, contact management, activity feed & journal

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

1. Searching for a record

• Using Universal Search searches across the whole of your Reapit database
  
  For more information on using Universal Search, click here:
  Tips for searching your Reapit database - using Universal Search
  
  

• After searching, options will be offered which should be checked
  
  In this example, the word park has returned property, applicant and company records
  
  

• If the required contact cannot be found, move to step 2

2. Add a new record & double-check for duplicates

If the required contact cannot be found

At the bottom of the Universal Search bar:

• Click + Add New and select the required role to add

  Open

  

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:

• Enter your contact's email address or telephone number and click Search

• Your database will be checked for any matches 
  This check is offered when adding an applicant, landlord or contact
  When adding a property, the check is done when adding the vendor to the property record

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

1. Add contact information

As a minimum, the following information should be entered:

• 1 x name 

• 1 x contact number

• 1 x email address

• a postal address

2. Add multiple contacts to a record

To safeguard against creating duplicates, all contacts should be added as individuals to your database

• See sections 2a-2d for information on how to add multiple applicants, vendors, landlords & tenants

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:

• Click

• You will be requested to search for the person in the contact database

  • If they do not exist, they will be added as an extra applicant and a contact record will be created for them

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:

• Click

• As you enter the vendor information, the contact database is automatically searched

  • If no matches are found, then a new contact record will be created for each of the extra vendors

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:

• Click

• You will be requested to search for the person in the contact database

  • If they do not exist, then they will be added as a new contact and a joint landlord

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:

• Click  and add the new tenant or occupier name

  • When adding a new tenant to a current tenancy, you will be requested to search for the person in the contact database

    • If they do not exist, you can then add them as a new contact and tenant

  • When arranging a new tenancy, selecting the required applicant record will automatically pull both the applicant and any extra applicants through as individual tenants on the tenancy 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

• For example, updating the email address on this contact record will update the email field on the contact's tenancy, vendor & applicant records
  The Activity panel (bottom left) shows all roles the contact has

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:

• Changes to the contact ID

• Changes to the contact Marketing Consent

• Key changes to the role records the contact has, such as changes in tenancy and applicant status and the selling/letting status of properties being marketed

• Manual journal entries (see step 2)

2. Add manual journal entry

From Activity Feed (top right):

• Click and select Create Journal Entry

  • Journal entries can be created for any role record the contact has, see this guide for more information: Use contact record to add journal entries for individual roles

This menu can also be used to create a task, call reminder or contact alert, as outlined in these guides:

Using tasks & messages

3. Contact journal

From contact record:

• Click Journal (top right)

• The journal window shows all information displayed in the Activity Feed

• Journal entries for any of the contact’s role records can also be accessed from the contact journal
  For example, the entry selected above is a viewing for one of the properties the contact is selling