The portals forward inquiries from interested parties as email with additional information about the requested property. Portal requests are marked with an asterisk so that you can recognize these important emails directly in your inbox. The email is automatically linked to the published property and noted in its agents log. An address link also takes place if the address already exists as a data record and could be assigned. The assignment is made via the email address.
In addition to the pure information portal request, you will receive further information via the color of the star symbol:
- Portal request without address assignment
- Portal inquiry with address assignment – In case of an unread email an inquiry from an existing prospect
- Portal query was answered with an email – manually or via “Answer portal query directly”
- Yellow stars are only displayed in connection with the request manager . The request manager has sent a confirmation of the email address / completion of address details
- Red stars are only displayed in connection with the request manager . The processing was canceled. Details can be found in the Request Manager widget. If a task should be created, the task is linked in the email at the top of the header.
After a portal request has been assigned to an address data record, you can continue to process the requests. We divide them into 2 areas here via the property search. Without Immo search = direct answers, with Immo search = indirect answers. Indirect responses are manual and automated.
Create address from portal request
If no address could be assigned to the portal request, the star is gray and the header of the email has a red frame. After an address is assigned, this frame turns green. At the same time the color of the star changes from gray to green . The change in color of the star is only visible after the mailbox has been updated.
For portal requests without an assigned address, the “Assign address” link in the top right-hand corner of the email header can be used to assign an address or to create a new address record.
We recommend that you first search for the surname alone to discover any duplicates.
If the search for the last name did not result in a duplicate, you can use the “New” tab in the address assignment dialog to generate an address data record directly from the portal using the prospect's details. This saves you valuable time when recording the address data of your customers.
You can also have search criteria automatically created for the property linked in the email. For this purpose, the data of the requested property is used, provided with a certain tolerance range and stored as a search profile with the interested party. This way you can easily and quickly find similar properties in your database and offer them to your customers.
Answer without property search – Direct answer
If a property and an address have been assigned to the portal inquiry, the button “Answer portal inquiry directly” is displayed in the email header. If only the requested property is to be offered, you can click on it to send an email in reply with the template / brochure pair displayed next to it.
Depending on the property, you may want to send different templates or brochures, for this purpose you can choose from 3 different pairs in the drop-down menu.
The template pairs are stored in the basic settings (or in the basic data of groups). A property filter can be specified in each stage; if the property from the portal query fits into this filter, the corresponding pair of templates for the “direct response” in the email is preset. Step by step, the system checks, “No template found” is displayed if the property does not fit into any filter. Then you have to choose the best one from the 3 pairs of templates available or write an email from the address with any template, as described in the way with Immosuche.
After the offer has been sent, the star in the mailbox is colored blue to indicate that the request has already been answered. The color changes only become visible when you update the view of the mailbox.
A blue coloration of the star also occurs when an answer is sent to the portal request email or the email is manually marked as answered.
In this case, the star is also colored for emails that have not been assigned to an address.
Answer after property search
If you would like to validate the address data first, or if you would like to carry out a property search, enter an individual answer text, etc., you can also send an answer later. Detailed information about the property search can be found with prospective buyers , the focus here is on the reply email.
To open the assigned address, please click on the name of the address in the email header. In the tab “Immo search” please click on the sub-tab “automatic allocation”. To start the property search, please click on the button “refresh” in the upper right corner of the list. Using the pins on each search profile, you can specify whether property is to be searched for only one search profile.
In the results list, you can select one or more properties for inclusion in the reply. In the list action bar directly below the result list, please select “Send email”. The email write dialog opens, in which the address is already stored as recipient. In addition, in this case all the properties checked in the result list are already linked.
You can now choose the desired template, customize the text or select the desired brochure. As usual, the email is sent with “send” and the corresponding agents log / activity entries are also created.
With the additional module “automatic brochure dispatch” you can also have brochures sent automatically for selected properties and addresses. When creating the address from the portal request, please activate the automatic brochure dispatch or, if an existing address was assigned to it, if desired.