Task plan library

Owned by Fiona Wilson
Last updated: Jan 27, 2023
5 min read

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

This page contains a sample of working examples of how task plan functionality in AgencyCloud can be used

Task plans are set-up and configured by Reapit Support, see last section on Configuration information

For general information on task plans & workflow functionality in AgencyCloud, click here:

A workflow library is also available here:

How do I use a task plan?

A task plan can be:

For more detail on each task plan, click a title below:

Potential new business

Task plan title

Task plan steps

Task plan title

Task plan steps

1

Pre-appraisal contact

  • 1 week after adding a pre-appraisal property, reminder to a specific user or property key contact to send letter or email to vendor/landlord

  • When previous task completed, call reminder to a specific user or property key contact to book market appraisal

  • 21 days after the previous task was completed, reminder to a specific user or property key contact to send letter or email to vendor/landlord

  • 14 days after the previous task was completed, reminder to a specific user or property key contact to send letter or email to vendor/landlord

  • 42 days after the previous task was completed, reminder to a specific user or property key contact to send letter or email to vendor/landlord

2

Chase after market appraisal

  • 3 days after market appraisal appointment, a call reminder is sent to a specific user or property key contact to follow up with potential new vendor/landlord

3

Chase lost market appraisal

  • 21 days after market appraisal appointment, a call reminder is sent to a specific user or property key contact to follow up with potential new vendor/landlord

4

Follow up lost instruction

  • 30 days after property withdrawn, a call reminder is sent to a specific user or property key contact to follow up with vendor/landlord to check on current situation

5

Post MA - keep in contact with vendor

  • 2 weeks from start of task plan, reminder to a specific user or property key contact to check property portals (Rightmove etc.) to see if listed

    • This action could be repeated every 2 weeks

  • 4 weeks from start of task plan, send Monthly Newsletter to vendor

  • 6 months from start of task plan, a call reminder to is sent to a specific user or property key contact to touch-base with vendor

Customer care

Task plan title

Task plan steps

Task plan title

Task plan steps

1

New instruction courtesy call

  • 7 days after the instructed date, a call reminder is sent to a specific user or property key contact to carry out a courtesy call

2

New applicant follow up call

  • 1 day after the applicant is registered, a call reminder is sent to a specific user or applicant key contact to follow up on the applicant situation/interest

3

New to market survey

  • 10 days after marketing has started, a specific user or property key contact is prompted to email a survey/feedback form to the vendor/landlord

  • 3 days after the previous task is completed, a call reminder is sent to a specific user or property key contact to follow up

Process reminder

Task plan title

Task plan steps

Task plan title

Task plan steps

1

New tenancy

  • On tenancy start, reminder is sent to a specific user or tenancy key contact to carry out key processes

  • 5 days after the previous task was completed, reminder to specific user or tenancy key contact to send review emails to landlord and tenant

  • 7 days after the previous task was completed, call reminder to specific user or tenancy key contact to carry out courtesy calls with landlord and tenant

  • 90 days after the previous task was completed, call reminder to specific user or tenancy key contact to carry out courtesy calls with landlord and tenant

2

EPC due

  • 14 days after the instructed date, a reminder is sent to a specific user or property key contact to contact the vendor/landlord to remind that the EPC is due

Keeping in touch

Task plan title

Task plan steps

Task plan title

Task plan steps

1

Welcome to your new home - sales

  • 7 days after completion, a call reminder is sent to a specific user or property key contact to check how the move went

  • 14 days after the previous task was completed, a call reminder is sent to a specific user or property key contact to follow up

2

Welcome to your new home - lettings

  • 7 days after the tenancy start date, a call reminder is sent to a specific user or the tenancy key contact

3

New vendor anniversary calls

  • After completion, a call reminder is sent to a specific user or property key contact to carry out keep-in-touch anniversary calls, at specific intervals, such as:

    • 1 year, 18 months, 2 years, 3 years, 4 years, 5 years+

4

New vendor anniversary calls plus FS & MA prompts

  • 7 days after completion, a call reminder is sent to a specific user or property key contact to carry out a check-in call after the move

  • 12 months after completion, a reminder is sent to the property key contact to send a 1 year anniversary card to the vendor

  • 20 months after completion, a call reminder is sent to the property key contact to contact the vendor regarding the need for a financial services appointment
    (vendor potentially on 2-year fixed term mortgage deal which is due to expire)

  • 24 months after completion, a reminder is sent to the property key contact to send a 2 year anniversary card to the vendor

    • could also prompt to send the property brochure from time of purchase, to remind vendor of their property when purchased and to offer a current valuation

The above step could be repeated at 3/4/5 year+ anniversaries

5

Archived sales applicant

  • 1 year after applicant archived, a call reminder is sent to a specific user or applicant key contact to call the previous applicant to check on current situation/requirements

6

Archived lettings applicant

  • 120 days after applicant archived, a call reminder is sent to a specific user or applicant key contact to call the previous applicant to check on current situation/requirements

  • 180 days after the previous task was completed, a call reminder is sent to a specific user or applicant key contact to call the previous applicant to check on current situation/requirements

  • The previous task is repeated every 6 months (indefinitely)

Configuration information

When requesting task plan configuration, to allow Reapit Support to get a comprehensive view on your requirements, please provide answers to the following questions:

Who should the task plan impact? (i.e. Company/Office/User)

When do you want the task plan to trigger/activate? (e.g. when a property status is changed)

Do you also need workflow setting up to trigger the task plan automatically?
(e.g. when a property status is set to withdrawn, trigger the Follow up lost instruction task plan)

What is the result of the task plan? (e.g. send email/call reminder/reminder task)