Prospects – Details

Prospects – Detailed functions and assignments

While automatic matching provides prospects based on their search profiles, the Manual Matching and Previously Offered tabs provide additional tools for managing, manually following up and categorizing the sales process.

Manual assignment tab

This list tab is specifically intended for prospects who do not appear as hits in the automatic property search, but who you would still like to consider as potential buyers or tenants for the current property.

• How it works: You can use to add specific contacts and thus maintain a manual assignment list. This function is particularly valuable for customers who may not formally fit the search profile 100%, but to whom you still want to present the property based on your personal assessment.
• Customizability: Contact filters, list tab configurations and all list actions can also be used in this tab to structure the view individually.

Rider offered so far

• Data basis: All prospects with an existing agent’s log entry that is permanently linked to the property and contact are listed here.
• Special columns: You can use the list configuration to display two additional helpful columns: “offered on” (based on the date of the last activity between the prospect and the property) and “offered for” (shows the purchase price at the time of this activity).

Individual tabs

In addition to the standard tabs, you can add your own list tabs to the results list.

If you add such a new tab via the plus symbol  on the right-hand side, you can choose from the modes of the three standard tabs – the new tab is thus based on one of the categories “Automatic assignment”, “Manual assignment” or “Previously offered” and offers the corresponding customization options.

These tabs can be customized with specific settings (such as certain threshold values (tabs based on automatic assignment), filters, hiding certain prospects/contact groups).

Tip: In the administration, templates can be defined for list configurations, which are available for the property search and the list of prospects, among other things. If you create your own tab, you can select such a template in the configuration and use it for your list. This allows you to refine the contents of the results list according to your individual requirements. You can find an application example for individual interest tabs under Prospects – From canceled to contract.

Obtain a purchase price offer

In order to document price negotiations and bids in a structured manner, the system offers a targeted entry function for purchase price offers.

• Capture: The hover icon “Enter purchase price offer” opens a lightbox for manual entry. Attention: Older, already existing purchase price offers for this prospect are overwritten.
• Automated query: You can also request purchase price offers directly from your customers via property feedback (e.g. after a viewing) by using the “Activate purchase price offer” option.
• Visibility: So that you can immediately see the bids in the list view, you can show the column “Purchase price offer (prospect)” in the list configuration.

Consulting levels (status of the sales process)

The advisory level is a key element in defining the stage of the sales process at which the relationship between a prospect and the property is at. It ranges from A (contract signed) to G (rejection).

• Manual and automatic allocation: The level can be set manually via list actions, but in many cases it is adjusted automatically.
  • Example consulting level E: Is set automatically when a brochure or document is sent (if the level was previously F or empty).
  • Example consulting levels C & G: Are automatically assigned by positive (C) or negative (G) property feedback from the prospect.
• Effects on automatisms: Advisory levels control automatic actions. The automatic brochure dispatch checks, for example, whether an advisory level from A to E already exists; if this is not the case, the offer is sent.
• The levels at a glance:
  • A: Rental/purchase agreement signed
  • B: Written rental/purchase commitment
  • C: in intensive conversation
  • D: Interested, but still examining
  • E: Receive documentation
  • F: Documentation ordered
  • G: Rejection 
• The consultation levels can not be individually adapted or extended.

Further background details on the property search

• Search vs. display (automatic assignment): If you change the threshold value (e.g. from 90% to 75%), only the display of the list changes, but no new search is triggered in the background. The actual search results are only updated via the refresh button or when the tab is initially opened (depending on the user settings).
• Dealing with KO criteria: A characteristic marked as KO criterion leads to 0% deviation, but must be fully fulfilled by the property. Therefore, use KO criteria carefully: For example, if a prospect is looking for up to €350,000 as a knock-out criterion, a €360,000 property falls completely through the cracks, even though the €10,000 difference might have been negotiable.
• Extended list indicators:
  • The results list colors prospects who have already been contacted green and those who have declined red.
  • Special symbols in the “Contact” column indicate the customer’s preferred form of contact. The column can be shown or hidden via the list configuration .
  • / indicate an agreed viewing appointment or a canceled viewing appointment. The column can also be shown or hidden via the list configuration .
  • External prospects (for whom you do not have read rights) can be displayed in encrypted form with the corresponding user rights . You can contact the supervisor by e-mail via “Request access”.
•  List actions: By selecting several or all checkboxes in the results list, you can bundle actions for several data records. For actions such as sending e-mails via contact, the selected contacts are automatically transferred to the respective composer (e.g. e-mail) as a link. The user right “Bulk booking activities” also allows the bundled creation of agent’s log entries for several data records at the same time.