Contacts

A contact is a person or company your agency works with: owner, landlord, buyer, tenant, lawyer, contractor, or external agent. Create contacts first so you can select them on listings and other records.

Create a contact

Open Contacts and enter the person’s title (such as Mr or Ms), name, email, phone, company, and relevant address details, then assign the user responsible for the relationship. Title, name, email, country, Referral channel, and Interest are required. Associates can only assign themselves, and only Managers and Directors can change the user later.

Each email address can belong to only one contact in a branch, but the same person can be a contact of more than one branch. If a contact with the email is archived, restore it instead of creating another.

Saving a contact uses a small amount of credit to prepare its requirements for matching, so creating or updating a contact needs credits available.

Property requirements

For buyers and tenants, tick Buy, Rent, or both under Property requirements, then describe the desired location, property type, size, budget, and any essential features.

Matching only considers contacts with the relevant box ticked, and uses only the requirements text, so include the budget there; Price range and Additional notes are not used for matching. The Marketing report also uses Buy and Rent to count buyers and applicants.

Other details

• Professions for lawyers, external agents, contractors, and other professional contacts. Leave it blank for a contact who is only a vendor, buyer, or tenant.
• Referral channel (how you came to know them) and country information for marketing analysis.
• Interest, the contact’s current motivation: High (1–3 months), Elevated (3–6 months), Average (6–12 months), Low (12+ months), or None or N/A. Contacts with None or N/A are left out of Find buyers and Find tenants.
• Follow-up, the date to next check in. It appears in your schedule on Home in the 10 days before it is due.
• Track contact for dashboard monitoring.
• Share with network for connected branches in other organizations.
• Any required custom fields, files, or forms.

Contact actions

• Find listings shows suitable properties.
• Call and Email contact them from your device.
• Verifications runs an identity check.

Find listings

From a contact, choose Find listings to see Active listings of the kinds the contact wants: sales if Buy is ticked, rentals if Rent is ticked. Results come from the current branch, show a match percentage, and are ordered by match strength, ten to a page. Only reasonably close matches are shown, so an empty result means nothing came close, not that matching failed.

Matching uses the contact’s property requirements and the listing’s property description, with the applicable matching criteria. General notes are not a substitute for either field.

Matching is a starting point for a conversation, not a guarantee of suitability or availability. Review the scores, the property, and the contact before arranging a viewing, rather than relying on rank alone.

External matches

Results may also include shared listings from branches connected to the current branch. An external match shows the other organization and branch, and its call and email actions reach that branch rather than the listing’s owner directly. See Networking.

Share results with a contact

When a listing in the results is on a website, because it is Active, published, and has a photo, its menu offers View listing and Share listing, which shares its web address through your device. Tick several results and choose Copy links for selected listings to paste the web addresses into a message to the contact.

Archive a contact

A contact cannot be archived while a listing, letting, or work order that is not archived names it, or while it is the buyer on an offer that is not archived; replace that party or archive the record first. See Archiving.