Add a property & book a market appraisal

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

Before carrying out a market appraisal, a property record should be added to the system and the market appraisal appointment booked - this article outlines the process involved

The following processes are covered (click a link to skip to a section):

1 1. Search for & add a new property record
2 2. Enter property address
3 3. Sales property: enter vendor details
4 4. Lettings property: add landlord
5 5. Enter property attributes
6 6. Save property & set marketing consent preference
7 7. Book market appraisal appointment in diary
8 8. Property status & when to change it

1. Search for & add a new property record

Before adding a new property, check that there isn't a record already on the system by using Universal Search, outlined below

From main menu:

Click Universal Search (magnifying glass top left)
Enter your search text (e.g. postcode) and press enter
- Can search by vendor/landlord email address, phone number, postcode, name or address
If not found, at the bottom of the menu bar, click Add New
- Select New Property and choose Sales or Lettings, as required

A new property record will be created, as shown in step 2

2. Enter property address

From new property record:

Enter the property address - you may have postcode software which will do this for you
Enter the property Area - this may be automatically entered for you

Sales property

See step 3 for information on adding the vendor details

Lettings property

See step 4 for information on adding the landlord details

3. Sales property: enter vendor details

From the property record:

In the Vendor panel, click Enter Vendor - the Vendor for New Property screen will be displayed
Complete details of the Primary Vendor on the left and any Second Vendor or Additional Vendors to the right
In the panel bottom right, enter:
- Type: select vendor type (e.g. private, builder, corporate, etc.)
- Source: select main reason vendor has engaged with your business
- Selling: select vendor selling reason (e.g. divorce, family size, probate, etc.)
Closing the screen will automatically save the vendor details, showing the vendor names on the property record, including the contact details for the primary vendor
- Move to step 5

Icons beside the primary vendor contact details provide shortcuts for calling, texting or emailing

4. Lettings property: add landlord

In order to enter landlord details, the property record first needs to be saved

From property record, click Save (button top right)
From Type panel, click Landlord (or click Agent if the landlord is an external agent)
Search for the landlord record - double-click when found
If not found, click Add (button top left)
Landlord details will be shown on screen - click landlord name to view the landlord details, including the landlord financial details - see 4a

Icons beside the landlord contact details provide shortcuts for calling, texting or emailing

4a. Landlord details & landlord financial details

From property:

Click landlord name to view landlord details
- If a new landlord record has been created, enter landlord name, contact details and address
- If an existing landlord record was selected, these details will already be entered - plus their properties will display in the Landlord's Properties panel

From Financial panel:

Click pencil icon to edit the Landlord Financial Details
- Enter information such as Ownership, Pre-authorised works order limit, Preferred suppliers & Accounts Details

5. Enter property attributes

What is displayed in the property Attributes screen is dependent on your business requirements

At market appraisal stage, basic property details can be added as property attributes, but can then be updated post-market appraisal

From Attributes panel on property:

Click edit (pencil) icon - shown in step 2
Sales example
Lettings example
A summary of the Attributes chosen are displayed on the main property record

6. Save property & set marketing consent preference

On property record:

Click Save (button top right)
The Marketing Consent Information screen will be displayed - indicate the vendor/landlord preference(s) and click Accept

Vendor/landlord marketing consent can be viewed and updated at any time:

Vendor screen
Landlord screen

7. Book market appraisal appointment in diary

When the property Status is Pre Appraisal or Market Appraisal - an MA button is available on the toolbar to book the appraisal in the diary

From Pre Appraisal or Market Appraisal property:

Click MA (button top left) - a new appointment window is opened with the property & vendor/landlord details already entered
- In Entry Date, enter the date of the appointment
- In the From and To fields, enter the start and end times for the appointment
- Entry Type should be left as Market Appraisal
- Next to Accompanied, ensure the name of the person carrying out the appraisal is displayed, click the link to change, if needed
- Click Check Calendar to make sure you have a free slot for the appointment - see step 7a
- To confirm the appointment, when applicable, click All Confirmed
  - Or individual Confirmed boxes are available if the appointment is partially confirmed
- Click Save (button top right)

7a. Check calendar function

If you are unsure when the MA appointment can take place, use the Check Calendar function to jump to the diary to search for an available slot

Click Check Calendar (top left of appointment screen)
The Diary will be displayed showing an appointment for the currently selected day/time
- If the appointment day/time is acceptable, double-click to return to booking the viewing
If you need to change the appointment, hover over it then click & drag to the required time/day (mouse pointer should be a 4-headed arrow)
- To make the appointment duration longer/shorter, hover over the bottom border of the appointment then click & drag (mouse pointer should be a 2-headed arrow)
Double-click to return to booking the MA appointment
- The new time/duration/date will be applied to the appointment

8. Property status & when to change it

Depending on system configuration:

The property status will be Pre Appraisal or Market Appraisal
When you win the instruction or you receive notification that the vendor/landlord has instructed another agent, you can change the status accordingly - see these guides for more information:
- https://reapit.atlassian.net/wiki/spaces/RW/pages/912326673
- https://reapit.atlassian.net/wiki/spaces/RW/pages/136086168

If your business uses Pre Appraisal as the default status, you would usually move the property to Market Appraisal status after the appraisal appointment has taken place