Clients Management



The Prop Data Manage Clients management module provides a number of distinct attributes:


1. Since every web enquiry creates a separate lead record this will inadvertently result in duplication. To mediate this inherent concern, only one Contact is created per individual in Prop Data Manage. The contact record will be auto-generated as a lead comes in, but it is then always validated against already existing email addresses. Put simply, all Leads records will be filtered to ensure only one unique contact (based on the individual’s email address) is created for a specific branch.


2. Each contact, however, may have multiple separate Profiles, i.e. the client’s preferred property requirements. 


For example: Jim Jones may have more than one individual buying profile, i.e. in different suburbs or price range. He may also be a seller in one branch as well as a prospective buyer in a different branch. He may require both residential and commercial property. All his individual profiles will be linked to the same contact record in the management system.


3. Lastly, Subscriptions records will be created when individual contacts sign up for specific mailing services.



Contacts


1. A single contact record, specific to a branch, is created per individual in the Prop Data Manage database.


Note: The distinctive identifier for a single contact record is their unique email address.


2. The large majority of contact records are automatically created when an enquiry / lead form is captured on your public facing website or on any of your syndicated portal websites.


3. In addition you do have the option to capture a new contact manually:

Navigate to the Clients / Contacts section on your user menu.

Select the Add button and proceed to complete the new contact form.


4. Furthermore, while capturing new listings, in the Seller Details and Current Tenant Details sections, you will also be able to add a new contact to be associated with the listing.




Add Contact 

Capture a new contact manually by navigating to the Contacts option under the Clients section in your navigation menu.


Email
The unique email address is the most important required field to populate accurately. Note that email addresses will be validated


Additional Details

Provide as much detail as possible for the new contact record before saving



Contacts Management



Action Buttons


Search

Provide as much detail as possible for the new contact record before saving


Table Manager 
Choose which columns to apply to your preferred table view. You can also arrange the column order to best suit you



Contacts Details Tab


When you an individual contact record is selected, choose to either Edit or View the record.
The Details tab is a summary page of all data captured for the contact.




Contacts Leads Tab


If a selected contact has associated active leads records, an overview of these will be listed on this tab. The lead Source and Source Description are detailed here and hence this view provides a meticulous history of engagement with the individual.


View Profile Button


Archive Lead Button



Contacts Buyer Profiles Tab


If the contact has associated Buyer and / or Tenant Profiles these will be listed on the corresponding tab. From here you will be able to view the specifics of the contact’s requirements, access the full profile record via the action button , or archive a selected profile if needed.


View Profile Button


Archive Profile Button



Profiles


1. Profiles control the pivotal logic that matches contacts with listings when the stipulated profile requirements are met. The management system will automatically associate all available active HOT, MILD and COLD matches and link new listings to existing profiles and new profiles to existing listings.

Note: Automatic alerts will be sent to contacts for HOT matches only. MILD and COLD match listings require manual intervention if you want an alert to be sent to the client.

2. To add a new profile navigate to the Clients / Profiles section.


3. Select the Add button and proceed to complete the new profile form.


4. All required fields (highlighted with a red bar) must be completed but always aim to provide as much detail as possible in the Profile Details section to enable the highest quality matches.


5. Once all the detail you have captured is complete and correct, click the Save button.



Add Profile


Create Contact
If there is no existing contact record for the new profile records you want to add, click here to open the dropdown form to create the new contact record.


Required Fields

Note that all fields highlighted with a red bar are required and must be completed


Additional Details

Provide as much detail as possible for the new profile to ensure the best quality matches are returned



Profiles Management


Action Buttons


Search / Advanced Search


Table Manager

Choose which columns you want to view and arrange them to your preference


Contact Hyperlink

Right click the contact hyperlink to view Details, view listing matches (Properties), or Edit the profile



Profile Details



Action Buttons


Details

This tab is a summary page of all data captured for this particular profile



Profile Matches



Profile Requirement Details


Match Index


View Listing Button 


Send Alert Button 



Leads


1. The system will auto-generate lead records as soon as prospective clients complete their data on your website or associated portals.

2. New lead records can also be created manually and existing lead records can be edited, updated or archived as needed.

3. Select Clients on the navigation menu to add a new lead record.
Then select Leads from the sub-nav.

4. Click on the Add button to access the standard form to complete.

5. All required fields (highlighted with a red bar) must be completed.


6. Ensure that all detail you have captured is correct, then click the Save button.


7. To edit a lead, follow the same procedure as above to navigate to the Leads list view page, then select a record by ticking the checkbox and proceed by clicking on the Edit button.



Add Lead


A new Lead record can be created for a previously existing contact, or if there is no contact record for the new lead you want to add as yet, click Create Contact to open the dropdown form to initiate creating a new contact record.




Leads Management



Action Buttons


Search / Advanced Search


Table Manager

Choose which columns you want to view from the available options and arrange them to your preference



Leads Details



Action Buttons


Details

This tab is a summary page of all data available for this particular lead



Subscriptions


1. Subscriptions are the records of all individuals that have signed up to receive property email alerts and newsletters, i.e. the business’ mailing list members.

2. In addition, new Subscriptions records can also be created manually, and existing records can be edited.

3. To add: select Clients on the navigation menu. Then select Subscriptions from the sub-nav.


4.
Click on the Add button to access the form to complete.

5. Complete all required fields (highlighted with a red bar).


6. Ensure that all detail you have captured is correct, then click the Save button.

7. To edit a Subscriptions record, follow the same procedure as above to navigate to the list view page, then select a record by ticking the checkbox and proceed. Multiple records can be selected (tick all checkboxes for the records in question) and continue to bulk edit them all consecutively.


If there is no existing contact record for the new subscription you want to add, click here to open the dropdown form to create the new contact record.




Subscriptions Management



Action Buttons


Search


Table Manager


Checkbox

Untick the checkbox to unsubscribe an individual from the mailing list