Open House/ Showing Entry

The Open House/Home Showing Entry enables you to quickly enter the details, comments and requirements of contacts who have viewed a property.
 

On the Home Page click on the Open House/Home Showing Entry to display the Open House Buyers form.
 

1.       Your name will be displayed and the Open House option button selected
 

2.       Select the staff member conducting the Open House if this is not the staff name
          displayed.
 

3.       Type the address of the listing in the Address box. Note: As you begin to type a list of
          possible matches will be displayed. You can continue typing the full address or select from
          the list displayed.

 

4.       Existing Open Home appointments for this listing can be selected from the Date &
          Time drop down box.  If no appointment exists select a date from the Home open date
          drop down, enter a Start time and End time and click on the New Appointment
          button. The appointment will be displayed in the Date & time box and added to the
          Calendar of the selected staff member.

5.       Under the Buyer heading type the buyers surname in the Last name box. Note: As you
          begin to type a list of possible matches in the contact database with Home. Work, Mobile
          and email address will be displayed. If the contact appears in the list you can select the
          contact and the entered details will be displayed. By clicking the View Contact button you
          will be able to view the contact details, notes, activity plans, tasks, appointments and
          associations for the contact.
 

6.       If the contact is not found the word ‘New’ will appear next to the Title box and you can
          enter the relevant details. The address of the new contact can be entered by clicking on
          the Contact Address button.

 

7.       Comments made by the contact about the listings can be entered in the Buyers
          Comments.

The Buyers Comments and will be saved in Listings >Appointments and Buyers>Properties Inspected. . These comments will be available for inclusion on the Vendor Activity report.
 

8.       Buyer Requirements can be added at this point. Any exisiting buyer requirements this
          contact may already have will be displayed automatically showing the most recent buyer
          requirement. If the contact does not have an email address ensure you Untick the Accepts
          Email Alert box.

9.       Potential Seller Notes are saved against the contact in Contacts>Notes.

10.     When all required information has been entered for this buyer click on the Save button in
          the top right hand corner of the form to Save the record.

 

11.     If a Buyer Comment has not been recorded a prompt will appear asking if you wish to

continue. Select Yes to continue to save the record without recording a Buyer Comment or No if you wish to record a Buyer Comment before saving the record.

12.     If you have added Buyer Requirements and you have Activity Plans targeting buyers
         you will be prompted to attach an appropriate activity plan. 

 

13.     You will also be given the opportunity to create a follow-up task. Selecting the Yes option
          will open the Task window and allow you to enter the Subject for the task,
          Commencement date, Action and Notes relating to the task. The task can be assigned
          to another Staff Member and/or to a Contact by searching for an existing contact or
          adding a new contact. When the task is saved you will be returned to the Open House
          screen. The listing property address and appointment time will continue to be displayed to
          allow you to enter additional buyers name, comments and requirements.

14.     To enter a new Open House listing select the Clear button and repeat the process
          outlined above.

 

1.       Your name will be displayed in the Staff box.
 

2.       Select the Home showing Multiple Properties option button.
 

3.       Select the staff member conducting the Home showing by appointment if this is not
          the staff name displayed.

 

4.       Under the Buyer heading type the buyers surname in the Last name box. Note: As you
          begin to type a list of possible matches in the contact database with Home, Work, Mobile
          and Email address will be displayed. If the contact appears in the list you can select the
          contact and the entered details will be displayed. By clicking the View Contact button you
          will be able to view the contact details, notes, activity plans, tasks, appointments and
          associations for the contact.

 

5.       If the contact is not found the word ‘New’ will appear next to the Title box and you can
          enter the relevant details. The address of the new contact can be entered by clicking on
          the Contact Address button.

 

6.       Existing Prospective Purchaser > Property Inspection appointments for this
          buyer that have been entered in the calendar from the Date & Time drop down box
          appear. If no appointment exists select a date from the Home open date drop down,
          enter a Start time and End time and click on the New Appointment button. The
          appointment will be displayed in the Date & time box and added to the Calendar of the
          selected staff member.

7.       Type the address of the listing shown to the buyer in the Address box under the Property

heading. Note: As you begin to type a list of possible matches will be displayed. You can continue typing the full address or select from the list displayed.
 

8.       Comments made by the contact about the listings can be entered in the Buyers
          Comments.

The Buyers Comments and will be saved in Listings >Appointments and Buyers>Properties Inspected. . These comments will be available for inclusion on the Vendor Activity report.
 

9.       Buyer Requirements can be added at this point. Any exisiting buyer requirements this
          contact may already have will be displayed automatically showing the most recent buyer
          requirement. If the contact does not have an email address ensure you Untick the Accepts
          Email Alert box.

 

10.     Potential Seller Notes are saved against the contact in Contacts > Notes.

11.     When all the required information has been entered for this buyer click on the Save
          button in the top right hand corner of the form to Save the record.

 

12.     If a Buyer Comment has not been recorded a prompt will appear asking if you wish to

continue. Select Yes to continue to save the record without recording a Buyer Comment or No if you wish to record a  Buyer Comment before saving the record.

13.     If you have added Buyer Requirements and you have Activity Plans targeting buyers
          you will be prompted to attach an appropriate activity plan.
 

14.     You will also be given the opportunity to create a follow-up task. Selecting the Yes option
          will open the Task window and allow you to enter the Subject for the task,
          Commencement date, Action and Notes relating to the task. The task can be assigned
          to another Staff Member and/or to a Contact by searching for an existing contact or
          adding a new contact. When the task is saved you will be returned to the Open House
          screen. The buyer details and appointment time will continue to be displayed to allow you
          to enter additional properties shown to the buyer in the selected date and time range.
 

15.     To enter a new buyer and appointment time select the Clear button and repeat the
          process outlined above.