Estate Agent Pro Enterprise

Applicants Screen

Applicants Screen

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Applicants Screen

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The applicants screen is where all details relating to applicants can be recorded including communications, viewings and matching against properties.

 

Applicants Screen Applicants Screen

 

ApplicantScreen

 

See How do I add an applicant?

 

This screen can be broken down into three primary areas.

 

List of Applicants List of Applicants

 

Applicant List

By default this grid contains a list of all active (non-archived) applicants. By means of the buttons on the toolbar at the bottom left of the grid, applicants can be added btnNavAdd, deleted (archived) btnNavDelete, saved btnNavSave, have changes cancelled btnNavCancel, have information displayed btnNavInfo and be filtered on btnNavFilter.

 

To search for a specific applicant any part of the name and address string can be entered in to the search field, which is case insensitive. Once entered either press the enter key or one of the search buttons: view search from beginning, view_next search for next occurrence of the search string or view_previous search for previous occurrence of the search string

 

You can also move between applicants by clicking on the applicant or using the progressive search facility. For example if, when the grid is focused, you press the C key it will move to Cardogan A, if you then press the O key it will move to Cork K, if you then press the U key it will move to Coulson S, etc.

 

Clicking on one of the tabs at the top will display a different view of the grid showing either the full name of the reference of the applicant.

 

Clicking on the information btnNavInfo button will display a pop-up window which is shown on the right which corresponds with the coloured blocks shown against each applicant. The colours represent the status of the applicant. These statuses and colours are configurable by your system administrator.

Status

Primary Applicant Tab Primary Applicant Tab

 

ApplicantScreenPrimaryTab

 

An explanation of each of the areas is given below. For help on adding a new applicant please refer to How do I add an applicant?

 

ApplicantScreenBasicInformation

Client: To change the clients details click on the button on the right hand side of the client's name and address. This includes the ability to add contact details. See the Client's Screen for more information.

Status:The applicant's status. The list of options presented here is configurable by yourselves by your system administrator.

Has to Sell: Indicates whether or not the applicant has to sell their own house in order to purchase another

Purchase/Rent: The default is configurable by your system administrator. Select Sale or Rent from the drop down list. Input fields are added/removed dependent on the selection.

Negotiator: Select the Negotiator dealing with this applicant from the drop down list.

Next Review Date: This is the next date the client is due for review. This can be changed here but please be aware that this is automatically updated when certain actions are taken. A list of these is given in Frequently Asked Questions.

Registration Date: Enter the date the applicant first registered with you.

Applicant Price

Max Price: Enter the maximum price the applicant can afford. This field is mandatory.

Min Price: Enter the minimum price of property the applicant is interested in. This can be left at zero to include all properties up to their maximum price when matching properties against their criteria.

ApplicantScreenBedsBathsEtc

Enter the minimum number of beds,baths, etc. that the applicant requires. Properties that have the same or more of these will be included when matching against their criteria. Any of these fields can be left at zero to exclude their criteria when matching. If the Exact Match check box is ticked the property being matched must have the exact same number of bedrooms, bathrooms, etc (unless they are set to 0).

Applicant Classifications

Applicant classifications are configurable by your system administrator. If defined they are mandatory. Up to five classifications can be defined. If none are defined this box will not be displayed. It makes sense to make these categories cryptic incase they are seen by the applicant.

Applicant Matching

Include in: Applicants are included when matching properties from the Property Screen. If you wish to prevent this then select No from the drop down list.

Send Texts: As part of the matching process applicants can be sent text messages. Obviously some people will find this annoying and the option to do so will be removed if this is turned off.

Contact Details

These are the contact details that have been entered for the client. These can be changed by clicking on the button on the right hand side of the client's name and address shown under Basic Information.

 

The btnExpand button can be used to undock (expand) the panel to make it easier to see multiple entries.

 

See How do I use the contact details grid? for further information on how to use this grid.

 

Offers/Viewings

Outline information on offers and viewings that this applicant has made are displayed here in descending date order (most recent first). Double clicking on a property will open the property screen focused to the respective property. There will be a slight delay while this happens. Double clicking on the zoom_in button will undock this panel making it larger for ease of use. A coloured flag is displayed indicating the status of an offer: Red - Fallen through, Green - Accepted, Checkered - Offer Made. An Rejected Flag indicates that an offer was rejected.

 

The btnExpand button can be used to undock (expand) the panel to make it easier to see multiple entries.

Notes

Any notes can be added here that are not date related. Double clicking on the zoom_in button will undock this panel making it larger for ease of use.

 

The btnExpand button can be used to undock (expand) the panel to make it easier to see multiple entries.

ApplicantScreenDatedNotes

Date related notes can be entered here.  See How do I use the navigation buttons? for further help on the navigation bar.

 

The btnNavDiary button can be used to enter the note entered into the diary on the date entered.

 

Clicking on the zoom_in button will undock this panel making it larger for ease of use.

 

Clicking on the House button will display the Copy Dated Note screen allowing you to select the property you want to copy the dated note to. If there is an associated vendor he/she will be automatically selected. The copy of the dated note can be amended before saving.

 

By default historic dated notes cannot be changed.

 

Ribbon Bar Ribbon Bar

 

ApplicantScreenRibbonBar

 

The following screens are available directly from buttons on the ribbon. Clicking on the respective button will jump to the help screen for it (if applicable).

 

Click to display the Properties Matching Screen

Opens the Matching Screen asking you if you wish to exclude properties already matched against this applicant before proceeding to match this applicants criteria against all available properties less those already matched as applicable. Once the matching is complete the Applicant/Property Matching Screen will be displayed where you can choose to communicate the results of the matching process to the applicant by text, email or letter.

Click to display the Offers screen

Offers made by the applicant can be entered and viewed here.

 

See the Offers Screen for more information.

Click to display the Portfolio Screen

Opens the Portfolio Screen selecting a list of properties that match this applicants criteria. This module is designed to be used when seated at a screen that is visible by an applicant. It displays graphically a list of properties one by one according to easily selectable criteria. Properties can be bookmarked and a report of them given to the client. There is an interface to Google Maps so that the location of the properties can easily be seen.

Register as Vendor Buttom

Provides an easy means of registering the current applicant as a vendor without having to fill in all of the details again. The properties screen is then opened at the new applicants property.

Click to display the New Letter Screen

Opens the letters screen where you can send predefined letters to the applicant by either text, email or post. All letters sent are saved and are accessible by clicking on the Draft & Sent Letters button.

 

See the Communications Screen for more information.

Click to display the Draft & Sent Communications Screen

Provides details of all communications previously sent to the current applicant. Communications can be resent from this screen.

 

See the Customer Communications Screen for more information.

Click to display the Contacts Screen

Displays a list of all contact details for this client including those of the vendor and their solicitor if relevant. There are also tabs on the screen for sales chasing, central notes and chain flow.

 

See the Contacts Screen for more information.

Print Applicant Card Button

Prints a file card of the applicants details.

Click to display the Events History Screen

Displays all events associated with the current applicant such as matches, viewings, offers, sent communications, etc. This information can be filtered on and a report printed if so required.

 

See the Event History Screen for more information.

Click to display the Viewings Screen

Opens the viewing screen for the current applicant displaying a list of all viewings made and the status of them. Existing viewings can be updated and new viewings can also be entered. Offers can also be added from this screen.

 

See the Viewings Screen for more information.

Click to display the open viewings screen

Displays the matches review screen, where all open matches for the current applicant are displayed.

 

See the Matches Review Screen for more information.

Selling Thru Us Button

This is an indication of whether or not the current applicant is also selling their property through you. If they are, this button is enabled and clicking on it will open the Properties Screen focused on their property.

Buying Button

This is an indication of whether or not the current applicant is purchasing any of your properties. If they are, this button is enabled and clicking on it will, if only one property is being purchased open the Properties Screen focused to it. If more than one property is being purchased the Property List Screen will be displayed first offering a choice of which one to display.

 

Information on the other tabs on the applicants screen is available here:

 

Additional Applicants Tab

Mortgage Required Tab

Search Criteria Tab

Documents Tab

Tenancy Tab