Add an applicant

1. Search for & add new applicant record

Before adding a new applicant, check they are not already on the system

From main menu bar:

• Click Universal Search (magnifying glass)
  Can search by email address, phone number, postcode, name or address

  Open

  

• Enter your search text and press enter

  Open

  

• If not found, at the bottom of the menu bar

  • Click Add New

  • Select New Applicant 

  • Choose Sales or Lettings, as required

• An extra check will be performed to safeguard against duplicates

  • Enter phone number or email address and click Search

2. Enter contact details for all applicants

Sales applicant

Lettings applicant

• At the top left corner, enter the name of the main applicant

• Below the name field, enter the main applicant contact details

  • Beside Mobile, Home or E-mail click Add

  • Enter number/email address and click the tick (or press enter) to save

    • If the required contact type is not listed and you don’t need one of the types already added, click it and change the label (e.g. work number), alternatively click Add another

• Enter the main applicant address

If more than one applicant is looking to buy/rent:

• In Extra Applicants, click to enter their details
  You will be asked to search for the extra applicant and, if not on the system, you can then create a new contact record for them

3. Enter applicant status & source of enquiry

Status 

Completing the applicant status screen as far as possible is highly recommended - doing so allows your data to be manipulated to generate business opportunities - see this guide for more information:
Using applicant status & running reports

• Click link beside Status and use the Applicant Status screen to document the applicant’s position

Sales status options

• Potential Client should be ticked when the applicant has a property to sell in your office's selling area

• Mortgage Expiry Date is covered in more detail here: Mortgage expiry date on sales applicant  

Lettings status options

• Potential Client should be ticked when the applicant has a property to sell in your office's selling area

View status options

• Selected Status options will be shown on the applicant record

• Hover over Status on the applicant screen to view all chosen options

• Right-click over Status options offers a menu to quickly edit the applicant status
  To view the full Applicant Status screen again, click the link

Source

Source of enquiry should be used to indicate why an applicant has registered with you, this allows reports to be run to identify trends

• Beside Source, click Select and choose the relevant option from the drop-down menu
  Options offered are configured to match requirements of your business, so may differ to those shown

4. Price / rent range

Price/rent range is used for matching and can also be used when running reports

In the Requirements section:

Sales

• Enter start and end price the applicant is looking to buy in

Lettings

• Enter start and end price plus rental period

5. Requirements

Requirements should be entered to ensure your applicant is matched correctly

From the Requirements panel:

• Click the pencil icon (shown in previous step)
  What is displayed in the Requirements screen is dependent on configuration according to your business requirements - however, the principle of how the screen works is the same

Sales requirements example

Lettings requirements example

• In the first three columns, any tick represents a preference
  If the applicant has no preferences in a column then no boxes should be ticked - all property types in that column will then be matched

• By ticking boxes, an either/or preference is indicated which will then reflect in the match results
  For example, ticking house will only match houses - ticking bungalow and house will match all bungalows and houses

• Any tick in the Must Have (4th) column represents an essential requirement
  If more than one tick is selected, the applicant will only be matched to properties that have all corresponding attributes in that column ticked 

• Add the minimum number of bedrooms, reception rooms and bathrooms

• Tick Location to specify the Areas the applicant wants to look in

• Close the screen to save changes
  A summary of the selections will be shown in the Requirements panel

6. Requirement notes

Requirement notes allow you to add any personal/specific information for this applicant

From the Requirement Notes panel:

• Click the pencil icon

• Enter notes, then close the screen to save

Requirement notes can be edited/deleted as required

7. Save & set marketing consent

• Click Save (top right)
  The Marketing Consent Information screen is displayed

• Indicate the applicant's preference and click Accept

An applicant's marketing consent settings can be viewed and updated at any time:

• Click Marketing Consent (top left of applicant screen) for options

8. Creating a journal entry

The Activity Feed panel automatically displays key activity, this area is also used for adding manual journal entries

Journal entries, once added cannot be deleted, therefore provide an audit trail for activity

From Activity Feed:

• Click
  
  

• Select Create journal entry
  
  

• Add Manual Journal Entry note
  
  

• Click Accept
  
  A prompt to update the last/next call date is displayed - see next step

9. Setting the last & next call dates

Setting the last & next call dates ensures that you are prompted (via the Organiser) to make contact with the applicant on a regular basis

• Select Update last/next call dates
  This will update the last call date to today and will also set the next call date to a specified number of days in the future
  
  

• Click Accept
  If you don't want to update the call dates, click Cancel
  
  The Next call date on the applicant record will be updated - the date set is dependent on configuration - e.g. 14 days