Working with relocation agents

This guide has been reviewed against our global client base and classed as relevant to the following regions: UK, APAC, UAE

This article outlines how a relocation agent’s details should be added and used within Reapit Agency Cloud

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 Relocation Agent is selected as a Business type 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 Click Add and click Select contact record Search for the required contact If found, double-click to add to the company record If not found, click Add to add the staff member as a new contact and save For more information about contacts, click here The contact will be added as Staff on the company record	3a. If working with an existing company record 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 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 contact notes for the client can also be stored on this record - then, when the client proceeds with a purchase/let, 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 A new applicant record is created Top left of the applicant record, select Company The search box is displayed to allow you to search for the relocation agent company record In Name/Code, enter the agent name and press enter When found, double-click the agent name The company record is displayed - see next step
5. Select staff name for the applicant record This step should be followed to ensure the correct staff member is flagged on the applicant record From the company record: Select the relevant Staff name Click Accept The agent details are added to the applicant record - see 5a	5a: Relocation agent added as a company applicant The record is added as a company applicant 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, add all details relevant to this search - for example, price/rent range, requirements, including area, requirement notes Enter all relevant details for the client's search Click Save Each individual search should have its own applicant record Follow step 7 for instruction on adding subsequent searches
7. Adding subsequent searches Once a company applicant record exists for a specific relocation agent, it can be duplicated for future searches for that agent If the first search created was for a buying search and the subsequent search is for a lettings search, steps 4-6 will need to be done again - adding a lettings applicant (and vice versa) From the applicant record created in steps 4-6: Click the ellipsis button (...) Select Duplicate Applicant and click Multiple Requirements A prompt will be displayed Click Yes A new applicant record is created, ready for new search details to be added Enter details for this search and click Save Repeat this step for all client searches for the agent, selecting a sales or lettings applicant before duplicating (as appropriate)	Once the applicant record is saved, all records for the relocation agent can be viewed by clicking the ellipsis button & selecting View Linked Records
8. Contacting or changing the main contact Clicking the agent name on the applicant record offers options to change the staff name, along with options to contact the agent 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 and/or 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 viewed via the company record Click the Activity tab Expand the the Current Activity section to see all active searches
10. Add buyer/tenant details When buyer/tenant details are known, the applicant record should be changed to an Individual* record and the buyer/tenant details added* From the applicant record: Click Individual (top left) Search for the required contact If found, double-click to add to the applicant record If not found, click Add to add a new contact and click save For more information about contacts, click here The contact will be added to the record as an Individual applicant with the agent details moved to the Extra Applicants panel If the applicant is a lettings applicant: Follow the steps shown in step 10a This step must be followed to prevent the agent being added as a tenant	10a: To prevent the agent being added as a tenant From the Extra Applicants panel: Hover over the agent details and click the red cross to remove the agent as an extra applicant, click Yes to confirm From the Relationships panel: Click and select Relocation / Introducing Agent Search for and select the agent’s company record, double-click when found The agent will be added to the Relationships panel Click the label and select Relocation Agent Save the applicant record
11. Add offer/tenancy for a relocation agent-introduced applicant Before carrying out this step, the name of buyer/tenant details should have been added to the applicant record (as outlined in step 10 & 10a) From the applicant record: Add the tenancy/offer in the usual way Lettings Agent details are shown on the tenancy in the Relationships panel Sales 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 Other Buyers field When the property completes, it is advised to remove the agent from the Other Buyers* field, as this avoids any marketing material being sent to them in the future*	Lettings Sales

Working with relocation agents

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