This week we introduced a new way to help and serve our customers by having a free workshop where real agents and administrators get to drill us with real questions. We talked through scenarios, issues and difficulties and applied our experience to come up with solutions for the real world. Here are a few of the questions asked during the workshop:
Question 1
Agent: Our agents work together (not in competition) and we need to see each other’s contacts, units, property details etc. How do you create an open system where all users can access all info?
Answer: Set all users to ‘Administrators’ in the user file. This gives them full access to Contact information (landlords, tenants, buyers, sellers) as well as gives the access to view the owner on a Unit file.
Question 2:
Agent: How can we send an email to all of our landlords?
Answer: We have 3 different ways of doing this:
Solution 1: Use Advance Search > Select Contact Type > Landlord. Search can then be filtered by different criteria like location, unit type, lead type, etc. Export to excel and email any way you like.
Solution 2: Use CRM > Reporting Zone > Lead Report. This report can be filtered based on unit type, lead type, contact type etc. Export the list to excel and use it in your favorite mailing program.
Solution 3: Marketing > Mailing List Zone > Create your own Mailing List. Mailing lists can be filtered based on unit type, lead type, lead entered from and to date. Then use the campaign zone to send an email campaign to that mailing list.
Question 3:
Agent: What happens once the campaigner is launched and a client receives the email and clicks on the unsubscribe button at the end of an email campaign?
Answer: The client name gets removed from all future email campaigns. In addition to this on the Contact File > Basic Information > Email Option is unchecked and the clients email will not be included in any further mailing campaigns.
Question 4:
Agent: How do you edit a map on the property file?
Answer: Select the Property File > Map > Cancel to remove the existing map then re-add the new map. When a message pops up saying ‘Property location has been saved successfully’, that’s when the map has been saved successfully. It’s very important to click on ‘add’ if the save button on the property file is clicked directly, map does not get saved.
Question 5:
Agent: How do you show whether units are furnished/unfurnished?
Answer: Add furnished and unfurnished option under fittings and this would show up on the website, portals and Masterkey unit card. Furnished option can be added from system admin > parameter zone > facility > add new facility.
Question 6:
Agent: What do you do with a Unit when a different agency has done the lease? We still want to be notified in a year that the lease is renewing.
Answer: Convert the available Units to upcoming and enter the lease expiry date as the vacating date. This would help track the upcoming renewals even though the unit has been leased by a different agency. Also, upcoming renewal report can be added to the sidebar, which at one glance would show all upcoming renewals for the next 60 days.
