Working with relocation agents

Owned by Fiona Hardy, created
Last updated: Oct 23, 2023
7 min read

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

This article outlines how a relocation agent’s details should be added and used

Each section in this guide should be followed to ensure correct entry of required information

1. Add the agent as a company

From the main menu:

  • Click Company, enter the agent name in the search field and press enter

  • If the company is found:

    • Open the company record
      Ensure the Business type is Relocation Agent and skip to step 3

  • If the company is not found:

    • Click Add Company
      A new company record will be displayed, see next step

 

2. Enter details in new company record

  • Enter Company name and Office

  • Ensure that Business type is set to Relocation Agent

  • Enter address and contact details

  • Click Save - staff information can now be added, see next section

3. Enter staff details

  • If working with a new company record, add staff details as a contact

  • If working with an existing company record and a staff member has already been added, see 3a

From Staff panel:

  • Click and click Select contact record

  • The search contacts screen is displayed, search for the required contact and double-click when found
    If not found, click Add (top left), add new contact and click save

  • The contact will be shown in the Staff panel

3a. Change existing staff record to a contact

If a staff member has already been added to your company record and does not have the contact icon beside their name (as shown beside Mr Sam Rushton above), you may wish to create a contact record for them

From Staff panel:

  • Right-click over the staff name

  • Select Create full contact record

4. Add an applicant record for the relocation agent

Each individual search for a relocation agent should have its own applicant record - this allows matching to be done based on the requirements of the agent’s client

Viewings and journal notes for the client can also be stored on this record - then, when the client proceeds with a purchase/tenancy, the record can be archived without affecting other applicants associated with the relocation agent

From the main menu:

  • Click Applicant, enter the agent name in the search field and press enter

    • Click Add New (bottom right)

From new applicant:

  • Select Company (top left)
    The search box is displayed to allow you to search for the relocation agent company record

  • In Name, enter the agent name and press enter

  • When found, double-click the agent name
    The company record is displayed - before saving/closing, see next step 

5. Select staff name for the applicant record

This step should be followed to ensure the correct staff member is assigned on the applicant record

From the company record:

  • Click to the left of the relevant Staff name - the name will be highlighted

  • Click Save

The agent details are added to the applicant record:

  • Company - click for relocation agent company details

  • Attention - click for selected staff member details

6. Enter details for client search on applicant record

In the new company applicant record:

  • Enter all relevant details for the client's search
    For example - price/rent range, requirements (including area), requirement notes

  • Click Save

7. Adding subsequent searches

From the applicant record created in steps 4-6:

  • Click the ellipsis button (...) and select Duplicate Applicant and click Multiple Requirements

  • A prompt will be displayed - click Yes

  • A new applicant record is created - enter details for the new search, ensure the price range and requirement notes are changed accordingly, click Save

  • Repeat this step for all client searches for the agent - selecting a sales or lettings applicant before duplicating

8. Contact or change the main contact

The main company contact can be changed - this menu also offers contact shortcuts

From the applicant record: 

  • In Attention field, click the agent name

  • Where configured, options to contact the agent are available - such as Send e-mail, Send SMS, Dial number

  • Change Selected Attention allows the main contact name to be switched to another staff member 
    To add a new staff member, access the company record to add (as outlined in step 3)

9. Viewing a company's active searches

All active searches for a company can be seen in the company record

From company:

  • Details of current searches will be shown in the Activity Feed

  • Click Journal (top right) - expand Current Activity section to see all active searches

10. When buyer/tenant found - add sales/lettings applicant details

From the applicant record:

  • Click Individual (top left), the applicant search screen is displayed

  • Search for the required contact - double-click when found
    If not found, click Add (top left), add new contact and click save 

  • The contact is added to the record as an Individual applicant

  • The applicant Journal still shows that the record was registered with the relocation agent

  • The relocation agent company record also shows details of the applicant

  • The relocation agent also becomes the Extra Applicant
    (seen when saving then re-opening the applicant record)

10a. Lettings applicants - to prevent the relocation agent being added as a tenant

The relocation agent needs to be removed as an Extra Applicant and added as a Relationship on the applicant screen

From Extra Applicants panel:

  • Hover over the relocation agent details and click the red cross (and click Yes to confirm)

From Relationships panel:

  • Click and select Relocation / Introducing Agent

  • Search for and select the agent’s company record, double-click when found (then click tick top right)

  • The agent will be added as an Introducing Agent

    • Click the label and select Relocation Agent

11. Add offer/tenancy for a relocation agent-introduced applicant

Lettings - add tenancy

From the applicant record:

  • Add the tenancy in the usual way

  • On tenancy, Relocation Agent details are carried through to the Relationships panel

Sales - add offer

From the applicant record:

  • Add the offer in the usual way

  • Both the individual and the agent details will be shown in the Offers screen

  • When the property exchanges, the agent details will be shown on the Buyer and Sales Details tab in the Additional Buyers field

Related articles