When you have an Expert Agent Website, or have turned on the Portal Applicant Import within your Configuration, your Applicants will be able to register themselves.
They will be imported within Expert Agent. You still get an email from Rightmove letting you know but EA has done a lot of the hard work for you, meaning you do not need to transcribe all of the information again into the system.
The QuickLink you will need is "New Website Registrations (Not Validated)". You can access this from the Applicant Dashboard. If you have set it to be on your Dashboard it will also appear on the Applicant dropdown (Quicklinks on your Dashboards).
Clicking into the Quicklink will open up a Pre Filtered Grid of all of your Non Validated Applicants. This doesnt mean they are not live applicants, it just to alert you that you may need to check their match criteria.
From the Grid you can click into the Applicant.
Check the Details Tab (for their contact details and preferences) and then the Match Criteria tab. Once checked, Right Click and Select Validate:
When you click Validate the popup will open asking you to choose which Negotiator your wish to give this applicant to, and which Department you want to assign them to. Press Save and the Applicant will be removed from the QuickLink and will be fully live.
Every time you speak to your applicants, you should tell Expert Agent what you've done- by updating their Last Contact.
Open up the applicant record, and right click> Last Contact.
This will launch the event Details page, where you can record the conversation.
1. Your office may have dedicated Event Types, or you can use of default option of a Note.
2. Use the Notes box to include details on the conversation- any properties the applicant may have viewed with other agents, etc.
3. The Last Contacted date will set itself automatically, but if you're only just able to record a conversation from another day then you can use the calendar icon to adjust the date.
4. Next Contact date will set itself for one weeks time, but if you want to pull that forward or move it back, you can use the calendar icon again.
5. Due Off date will set itself for 30 days' time (you can change this default number of days in your Configuration, if you wish.) and this is the date that your applicant will be added to the Applicants Due Off Today QuickLink, if you don't update their contact details again before then.
If your applicant has let you know that they're putting their search on hold for any reason, make sure you adjust both the next Contact Date, and the Due Off date.
N.B Due Off does NOT remove your applicant from the database. It is a flag to remind you that you havent spoken to them for a set amount of days (usually 30) and that you might want to speak to them now as they may have completed their property search.
6. Once you've filled in all the information, Save.
This will update the "Last Contact" section in the Tool Tip of the Applicant Record (the blue bar/panel at the top). It will also be available to filter on using the Last Contact column on the grid.
N.B. Please note that the Last Contact Date in the tool tip will update over night.
Every now and then, it's a good idea to clear out your Applicants. Either getting rid of those who registered years ago, or those who just haven't engaged with you since they registered. The first thing you need to be aware of is that the ability to mark applicants as inactive in bulk is a Permission. An office Super User sets every staff member's Permissions (Tools> Configuration> Agency Staff and selecting the staff member, then Permissions> Property/Applicant> Mark Applicants Inactive in Bulk> Save).
Open up your Applicants Grid, and start filtering. Either by the Date Entered column, Last Contacted, Last Viewing, or any other criteria you wish. Check through several pages of your applicants, to ensure you're happy with those which will be marked as inactive. Once you've marked them as inactive, there's no easy way to make them active again, so be sure you know what you're doing!
Once you're seeing only the applicants you want to mark as Inactive, just Right Click> Mark As Inactive.
As part of setting up your Staff Profile within Expert Agent, you can apply our standard settings to your individual grids, and to your right hand tool bar.
Applying Standard Settings to your grids will reset the columns being displayed to our list of default columns. From there, you would right click and select Choose Columns to add in any further columns which you would like to view in each of your grids. This will dramatically reduce the number of columns you see, making the grids quicker to load. Applying Standard Settings to your right hand tool bar will remove any Quick Links you currently have set up on your right hand tool bar, and add in our suggested defaults. This will not affect any Quick Links you have added to your Dashboards. If you already use your right hand tool bar, you may want to skip this step, but if the right hand tool bar is new to you then this is a great way to see how it can be used.
To Apply Standard Settings, you need to access your Staff Profile by hovering over Tools in the top menu, and selecting My Profile. In the bottom left corner, is your Apply Standard Settings button.
Clicking here will bring up a list of all your grid fields, where you can specify which grids you would like to be populated with the default columns. All of your grids will be selected already, as will the Quick Links, but you can deselect any grids that you would not like to be changed, and deselect Reset Quick Links if you would not like your right hand tool bar to change.
Once you are happy with which grids will be changed, and whether you want to apply the default Quick Links, click Save. This may take a moment to process, and you will then see your Staff Profile screen. Clicking Save again will close the Staff Profile, and you will then be able to open each of your grids, and your right hand tool bar, to see your new setup.
A complete list of which columns will be visible in each grid, and the Quick Links which will be on your right hand tool bar, are below.
Applicants Grid
Forename
Surname
Postcode
Department
Active
Price
Negotiator
Last Contacted
Validated
Status 1
Status 2
Status 3
Status 4
Status 5
Enquiry Source
Enquiry Method
Hot
General Marketing
Properties Grid
Department
Status
Address 1
Address 2
Vendor Surname
Numeric Price
Price Text
Last Change
Last Change Type
Negotiator
Branch
Vendor 1 General Marketing
Contacts Grid
Forename
Surname
Company
Postcode
Type
Offers Grid
Progress Status
Applicant Surname
Address 1
Address 2
Offer Value
Vendor Surname
Offer Date
Status
Branch
Department
Vendor Sol. Company
Applicant Sol. Company
Last Chased
Next Contact
Matches Grid
Property
Property Status
Applicant
Department
Match Status
Matched At
Matched By
Match Property
Active
Property Branch
Applicant Branch
Landlords Grid
Forename
Surname
Company
Branch
Negotiator
Last Contact
Status 1
Status 2
Status 3
Status 4
Status 5
General Marketing
Tasks Grid
Event Type
Task Date
Branch
Task For
Closed
Tenancies Grid
Status
Property
Tenants
Landlords
Branch
Start Date
End Date
Rent
Negotiator
Management Type
Agreement Type
Term Type
Agreement Signed Target
Maintenance Grid
Status
Logged
Address 1
Address 2
Description
Target Status
Target Complete
Branch
Board Movements Grid
Property Address 1
Property Address 2
Board Status
Date Required
Actioned
Contractor Company
Appointments Grid
Appointment Type
Appointment Time
Status
Property
Applicant Surname
Accompanied By
Contact
Confirmed Applicant
Vendor Surname
Confirmed Vendor
Right Hand Tool Bar