FAQs - Expert Agent Documentation

NAVIGATION

This list of definitions relates to the option from the Reporting menu called ‘Statistics’.

Where statistics are for individual branches or negotiators, the system will check for the branch/negotiator assigned to the applicant or property and show the statistic as relevant. Where this is not the case it is stated in the definition.

Some statistics will be for all current data (eg “Live Applicants”) and are not for the specified date range. If the date range is used, this is stated in the explanation below.

New Applicants

Item	Explanation
New Applicants	Number of applicants where Date Entered falls in the date range.
With an Average Maximum Price Of	Total Max Price / Number of New Applicants

Applicant Enquiry Sources

Item	Explanation
Enquiry Source Item 1	Number of applicants added in period with enquiry source item 1 selected.
Enquiry Source Item 2…	…

Applicant Enquiry Methods

Item	Explanation
Enquiry Method Item 1	Number of applicants added in period with enquiry method item 1 selected.
Enquiry Method Item 2…	…

Live Applicants

Item	Explanation
Live Applicants	Number of Applicants currently active.
Total Applicants	Number of Applicants currently in the system regardless of status.
Last Contact Average (Days)	Average number of days between the last contact date and today for all active applicants.
Average Maximum Price	Average maximum price (Send To value in applicant record) for all active applicants.

Applicant Viewing and Offer Statistics

Item	Explanation
Viewings	Number of viewings where the Event Date is in the date range split by Viewing branch / negotiator
Viewings as % of Apps	Number of Viewings in date range / Live Applicants
Offers	Number of Offers where the Offer Date is in the date range split by Offer negotiator / branch
Offers as % of Apps	Number of Offers in date range / Live Applicants

Property Statistics

New Instructions

Item	Explanation
Free Valuations	Number of Valuations where Valuation Done date in date range.
New Instructions	Number of Properties where Instructed on date is in date range.
Instructions as % of Valuations	New Instructions / Free Valuations
Average % Fee	Total fee percentage / number of properties for On Market properties that were instructed in the date range and have a percentage fee type and a fee and price added.
Average Anticipated Income From Above	*Total (Price fee percentage) / number of properties for On Market properties instructed in the date range, have a percentage fee type and a fee and price added.**
Average Fixed Fee £	Total Fee / number or properties for On Market properties instructed in the date range, have a fixed fee type and a fee and price added.
Average Asking Price	Total Price / number of properties where Instructed on date is in date range.

Total Property Register Statistics

Item	Explanation
Total On Market Properties	Total number of properties where the current status is On Market.
Average % Fee	Total fee percentage / number of properties for On Market, Under Offer, Sold STC, Withdrawn, Exchanged and Completed properties and have a percentage fee type and a fee and price added.
Average Anticipated Income From Above	*Total (Price fee percentage) / number of properties * for On Market, Under Offer, Sold STC, Withdrawn, Exchanged and Completed properties and have a percentage fee type and a fee and price added.**
Average Fixed Fee	Total Fee / number or properties for On Market, Under Offer, Sold STC, Withdrawn, Exchanged and Completed properties and have a percentage fee type and a fee and price added.
Average Asking Price	Average Price for all properties regardless of status where a price has been added.

Withdrawn Properties

Item	Explanation
Number of Properties Withdrawn	Number of properties with status of Withdrawn where withdrawn date is in date range.
Net Register Gain	New Instructions – Number of Properties Withdrawn
Withdrawns as % of New Instructions	Withdrawn / New Instructions
Average Time On Market (Days)	Average Withdrawn date – Instructed On Date of properties with a status of Withdrawn where Withdrawn Date is in the date range.
No. Viewings Till Withdrawn	Total number of viewings for properties with status of Withdrawn where withdrawn date is in date range.
No. Matches Till Withdrawn	Total number of matches where details were posted for properties with status of Withdrawn where withdrawn date is in date range.
Price Changes Whilst On Market	Total number of price changes for properties with status of Withdrawn where withdrawn date is in date range.

Sold STC Properties

Item	Explanation
Total Properties Sold STC	Total number of properties with status of Sold STC. This is a snapshot of the data when the statistics are produced, not for the selected date range.
Average Price	Total Price / Number of properties with status of Sold STC. This is a snapshot of the data when the statistics are produced, not for the selected date range.
Possible Revenue	Total fee using either fixed fee or Percentage * Asking Price for all properties with a status of Sold STC, where price and fee details have been completed. This is a snapshot of the data when the statistics are produced, not for the selected date range.
New Properties Sold STC	Number of properties where their Sold STC Date is within the date range.
Average Price	Total property Price / Number of properties where their Sold STC Date is within the date range.
Possible Revenue	*Total fee using either fixed fee or Percentage Asking Price of properties where the Sold STC Date is within the date range.**
Average Time On Market (Days)	Average Sold STC Date – Instructed On Date for properties with a status of Sold STC and where their Sold STC Date is within the date range.
Average Viewings To Sold STC	Total number of viewings for properties currently with a status of Sold STC (not for the date range)
Average Matches To Sold STC	Total number of matches where details were posted for properties currently with a status of Sold STC (not for the date range)
Average Offers To Sold STC	Total number of offers for properties currently with the status of Sold STC (not for the date range)
Sold STC Lost	Total number of properties where the Sold STC date are in the date range and now have a status of On Market, Under Offer, Withdrawn or Sold by Another Agent.
Net Gain	New Properties Sold STC - Sold STC Lost
Fall Through Rate	Sold STC Lost / New Properties Sold STC

Exchanged & Completed Properties

Item	Explanation
Number of Properties Exchanged	Number of properties where the Exchanged Date is within the date range.
Average Days From Sold STC To Exchanged	Average Exchanged Date – Sold STC date for properties where the Exchange Date is in the date range.
Average Price	Total property Price / Number of properties where their Exchanged Date is within the date range.
Possible Revenue	*Total fee using either fixed fee or Percentage Asking Price of properties where the Exchanged Date is within the date range.**
Number of Properties Completed	Number of properties where the Completed On Date is within the date range.
Average Days From Exchanged To Completed	Average Completed On Date - Exchanged Date for properties where the Completed On Date is in the date range.

The easiest way to quickly e-mail property details to an existing applicant is through the Property Presentation tool.

This doesn't just send them the brochure, but the full property details. The e-mail having been sent also gets recorded in Expert Agent against their record and the property record - so you have accurate information to refer to when looking at how many people have been sent particular properties. If they are in the office with you, you can use the Property Presentation tool to actually go through the properties with them instantly on the screen - selecting in the process which properties you would like to then send.

You get to the Property Presentation tool from the Applicants top menu:

This example assumes that the request for the details has come from somebody who is already on your applicant list. If in doubt, you can check using the 'Find Applicant' box. The process differs slightly if they aren't already on your mailing list - see the How do I e-mail a brochure to a casual enquiry? FAQ for information on this.

1. Select the applicant by either using the 'Find Applicant' field or selecting them from the Applicant History section.

2. Select the property you would like to send them. It's likely they'll have given you the property address(es), in which case you'll be able to use the 'Find Property' box to search for the property. Clicking on the properties name when it appears underneath the search box will add it to the list in the 'Selected and Available Properties' section.

3. It is worth asking the applicant if they would like details of any other similar properties - they may not, in which case you would skip this step, however if they do you can look through the 'Selected and Available Properties' drop down on the right hand side and tick any that you would also like to send. It is crucial that before you do this, however, you have ticked the 'Lock Selected Records' option on the right hand side so that you don't lose your manually selected property.

4. The system should already know their requirements if they are an applicant who has already registered with you, and this will be what it uses to populate the 'Selected and Available Properties' drop down. Their requirements will be listed on the left hand side so that they can be amended if necessary. Tick 'Update Applicant Requirements' if you make any changes to save these changes to their applicant record.

5. Click 'Create Match Events and E-Mail'.

Your standard match e-mail template will open for you to add a subject, and send.

The Property Presentation tool is not only brilliant for quickly sending brochures, but for visually displaying properties in your offices, using for matching and so on. For a more detailed explanation of how the rest of the Property Presentation tool works, see the NOT ADDED YET chapter.

For more information on this please see the How do I E-Mail a brochure to a casual enquiry? FAQ held under the Applicant FAQ section.

We won't set your brochures up for you. We've tried offering this service many times in the past and we've been caught out. Creating the perfect brochure in Word can take hours of messing about -"up a bit, left a bit - move that picture over there... oops - now I've broken it - unddo - start again...!

We don't have your photos, your graphics, or your paper. We can't test things on your printer and we don't have you looking over our shoulders to tell us if we're getting it right. So the only way we found we could do this properly was to come to you and spend a full day working with you on your computer at your desk. At £50 an hour from home to home, and anything up to 5 hours to get the perfect brochure, this just wasn't cost effective for customers.

So, instead, we supply lots of standard templates that you can clone and amend. Often, changing logos and colours will be enough to make our templates work well for you.

Alternatively, ignore Expert Agent and templates for a while. Get someone to build you the perfect brochure in Microsoft Word. Get all the text, photos graphics etc in the right places and then have a go at replacing the text with Expert Agent's merge fields and photos with Expert Agent's "auto insert" images. That's all there is to converting the perfect brochure into a template that can be used over and over again.

if you struggle, log a support ticket - the rule here is that we'll give you a minimum of 10 minutes per document - often on a one-to-one basis via a remote control tool. If you've just signed up for Expert Agent, you can use some of your 5-hours of one-to-one time for this. Our aim is to teach you to do these yourself rather than do them for you. That way, you'll be able to do the next one.

If you are short of design inspiration, chat to Ravensworth, the estate agency brochure print specialists. Outsourcing brochures so as to get really high quality glossy results is a good idea these days - given that you need so few because you'll send most people the PDF version via Expert Agent. Ravensworth have a brochure setup service.

If that doesn't work for you, chat to Charlie Snell of http://www.rethink-marketing.co.uk/. Charlie is the former marketing manager at Property Finder and ran his own estate agency in Brighton. These days, he runs a specialist marketing consultancy for estate agents and he'll do everything from a brochure to a full brand study.

There are lots of Expert Agent Learning Centre Resources you can use.

Learning Centre Chapters

Standard letters using Word

Brochures using Word

Training Courses

Free Online Training

Videos

Standard Letters and Brochures YouTube Playlist

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What are the definitions for the Statistics option?

What is the best way to quickly e-mail property details to existing applicants when they request them?

How do I e-mail a brochure to a casual enquiry?

I need some extra help on using Word