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

This article provides advice on how to add or edit sources/advertising, applicant status & viewing feedback options on AgencyCloud using the Setup Sources/Position/Feedback screen

This guide covers:

From AgencyCloud 12.145+, a key contact can request access to the Setup Sources/Position/Feedback screen by contacting Reapit Support, click here to request this

Before making changes to AgencyCloud configuration, the guidance provided on this page should be read thoroughly - any changes made to configuration that impact the operation of AgencyCloud may incur a charge to rectify

Accessing Setup Sources/Position/Feedback screen

From main menu:

  • Click user name/office top left of main menu

  • Select Configuration and click Setup Sources/Position/Feedback

  • The Setup Sources/Position/Feedback screen will be displayed

Source of enquiry & advertising

A source of enquiry can be entered on an applicant, vendor, landlord & contact record and used to report on to identify trends

A source option can also be identified as an advertising publication - this allows adverts to be logged against the publication

 Example Source menu (from applicant record)

From the Setup Sources/Position/Feedback screen:

  • Ensure Source of enquiry/advertising option is selected (top left)

To add new options:

  • Click the Add button
    This action clears the right side of the screen, ready to add a new option

To edit an existing option:

  • Select the option on the left

  • Make changes on the right

  • Click Save

The following settings are available:

Code

Enter a unique code for this source, see examples above

Associated Records

Available once saved

Displays a list showing where the source is currently set on each record type (i.e. by lettings/sales applicant, vendor or landlord)

Name

Enter the name of the source/advertising publication

Advertising Publication

Tick this option if the source is also an advertising publication
This will add the source to the publications list for logging adverts

Frequency
Weekly on, Monthly, Other

If this source is also an advertising publication (see above), select the frequency for the publication

Ad Sizes

If this source is also an advertising publication (see above), ensure the correct sizes for this publication are entered in this field (comma separated) - default sizes are automatically entered but can be removed

Department

If the source needs to be made exclusive to one/more Department, select Department(s) here - if not, leave blank

Office

If the source need to be made exclusive to one/more offices, select office name(s) here - if not, leave blank

Office name(s) should be entered if you want this source to appear in the initial Source list for the office (i.e. without having to click Show more in the Source menu to view it)

Applicant status

Applicant status options are set within the Applicant Status field (click Status on applicant screen to view screen) - setting a status on an applicant allows you to search for and report on applicants depending on their buying/renting status

Default Applicant Status options are General, Hot, Cold, Single Property Enquiry, Former Single Enquiry

Adding a custom list removes all default options - meaning that only the custom options can be selected from the Applicant Status list (default options can still be selected by right-clicking over the Status field on the applicant record)

 Default Applicant Status options

Please notify Reapit if you want to use custom status options on your system - as the configuration needs to be checked and enabled before it can be rolled out

If you already use custom status options, you do not need to contact Reapit as the feature will already be enabled

From the Setup Sources/Position/Feedback screen:

  • Ensure Applicant position/status option is selected (top left)

To add new status options:

  • Click the Add button
    This action clears the right side of the screen, ready to add a new status option

  • To edit an existing status option:

    • Select the option on the left

    • Make changes on the right

    • Click Save

The following settings are available:

Code

Enter a unique 2-digit code for this status, see examples above

Name

Enter a name for the status option

Viewing feedback

A viewing feedback list can be added which offers users the ability to select from a pre-defined list of follow-up feedback when following up viewings

 Example viewing feedback list

From the Setup Sources/Position/Feedback screen:

  • Ensure Viewing feedback option is selected (top left)

To add new options:

  • Click the Add button
    This action clears the right side of the screen, ready to add a new option

  • To edit an existing option:

    • Select the option on the left

    • Make changes on the right

    • Click Save

The following settings are available:

Code

Enter a unique code for this option, see examples above

Name

Enter a name for the option

If you have any issues using the self-service configuration screens, contact Reapit Support


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