CENTURY 21 UK Veco Training Listing a property and applicant registration
Contents page Page 3 Brief Overview Page 4 Diary Projection Page 6 Negotiator Work Screen Page 10 Applicant Registration Page 13 Adding a Valuation Page 14 Adding a Landlord and Property Page 21 Publishing a Property Page 22 Property Matching Page 24 Applicant Matching Page 26 Booking a Viewing 2
Brief overview A list of all contacts registered in the system. A screen showing how many outstanding and upcoming appointments you have in the system. Quick forms that are used to add either an owner and property or a valuation to the system. A list of all advertised sales properties on the system. A quick form to adding applicants, use this when registering a new applicant to the system. A list of all owner groups on the system. (Sales) A list of sales applicants actively looking for properties. A list of all advertised lettings properties on the system. A list of all ongoing sales offers registered on the system. A list of lettings applicants actively looking for properties. A list of all landlord groups on the system. (Lettings) A list of all tenancies registered on the system. A list of all Lettings properties on the system. A list of all Sales properties on the system. 3
Diary Projection This screen shows any over due or upcoming appointments for each office. This helps Managers to analyse their office work load for each week and also ensure they re hitting targets. Once clicking on any of the numbers, the list of appointments will appear at the bottom of the screen. (See Below) 4
The system is based upon the following principle. Contact (Owner) Owner Group (Landlord) Key points to note are the following: 1. Every individual is firstly set up as a contact record. 2. Owner Groups can have as many Owner Contacts linked to them. 3. It is possible to have one contact as a Supplier, Owner, Tenant and Applicant. This allows for a great deal of flexibility. 4. An Owner Group with more than one property will receive one statement broken down per property by income and expenditure. If you wish a separate statement for each property, then an Owner Group per property would need to be created linked to the same Owner Contact. 5. An Applicant Contact can be used and converted into a Tenant Contact when adding a new deal. 6. A Contact can have as many Related Contacts as required linked to it i.e. guarantor, employer etc. Property Tenancy Contact (Tenant) 5
Negotiator Work screen FIRST THING IN THE MORNING Log in, Open Negotiator Work Screen & Minimise. Open Calendar & Minimise Understanding the Negotiator Work Screen The Negotiator Work Screen is an essential tool for any Negotiator. It is used to register applicants and landlords as well as matching, reporting and mail outs. Its split screen design allows for specific matching of applicants to properties and vice versa. All of the filtering and criteria is set by the user. The following screens explain the functionality: Quick Forms allows you to register Lettings Applicant and Lettings M/A (all of which is explained further on in the document). Active Lettings Applicants displays a grid view of all Applicants registered against your office. Access to the full Property and Applicant screens can be achieved by double clicking on the Property or Applicant in the grid. 6
The Available Properties screen displays a grid view of all your properties currently on the market. The Regional Office option controls what properties are shown. Any office can be selected in order to change the list below. 7
You can filter the applicant list by using the grid searching facility simply type in the criteria or part of. You can also filter using the at the top of each column Right click on any active applicant for this menu Suitable Properties - Use to match against available properties list. Communications Shows all contact numbers, emails etc. New Email Message This will bring up a blank email screen containing applicants Email address. New SMS Text message can be sent to Applicant. New Viewing Opens appointment screen and populates Type field as a viewing. New Appointment Opens appointment screen with no Type field. New Note This brings up the Note screen to allow users to add a note against the applicant. Recent Notes Displays the last 5 Notes entered and gives you the option to add a new 8 Note.
In order to filter the Suitable Properties list click on the Show Headings button to display the Column Headings (this will then change to hide headings for you to select when you want them removed). Click to the top right of each column to select the specific criteria. Select Custom to filter between two different types of criteria example shown below.
Applicant registration Open the quick form to allow you to a Lettings Applicant. The screen will appear. The system will register a Contact record and select in the Category that it is an Applicant. The Applicant Contact can be opened in full after registration by refreshing the Negotiator Work Screen and Double clicking in the Applicant grid (once you have searched for them) Before you start inputting you will have to search surname to see if the Applicant already exists. If they appear when you search double click and the contact details will populate the field. If not CLICK (new record) and begin entering. In any case it is advisory that you search to double check whether they were previously registered to stop duplication. 10
Applicant registration Address - When filling out address, you click the Address bar and enter the postcode (the screen will appear). Then select from the list & Save. You are able to press NOT FOUND if the address cannot be found or if you haven t got the Postcode facility. Communication - When adding communication, choose the Type from the drop down and then add number. When adding another, select Type first and then enter details. Once done click continue example below: Further information can added in the description (i.e only call after 5) 11
Applicant registration Areas - The areas section will list all the areas linked to the office. You remove the ones which are not relevant to the application by taking the tick out - this will ensure correct matching. Press Continue to close. Budget fill this out & the system automatically puts in a rang of 10%. You can change these manually if required. Bedrooms enter minimum bedrooms required. Follow Up Date this is crucial if you wish to chase the Applicant at a later stage. It is reportable and appears in your follow ups within the Diary Projection screen. This is set at 2 days Once you have filled out the screen click Continue. You will see 3 new buttons at the bottom left of the screen as shown below: You can open the applicant contact page here. You can match the applicant to suitable properties on the system by clicking this button. You can add a note to the applicant page by clicking this. 12
Adding a valuation To add a valuation to the system, you d add both the owner and the property through the Sales M/A or Lettings M/A buttons as you would add an advertised property and owner to the system. Once all information is in the M/A form, click Save and 4 buttons at the top will appear. Click the Create Appointment button to book a valuation appointment in the diary. Ensure you add the correct date, time and put the appointment in the right user s calendar, then click save. Once you ve done this click the Open property button and change both the Property Status and Service Provided to Valuation. 13
Adding new landlord and property Quick Owner & Property This option is used to quickly register a new Owner and Property, together with an Owner Group.. The form is divided into two sections: Owner Details and Property Details The form is divided into two sections: Owner Details and Property Details The Search facility on each section is used to establish if the owner or the property has been previous registered 1. Enter the full owner s surname and (optionally) their postcode 2. Click Search 3. The area below will show a list of existing contacts that match the surname and/or postcode 4. Establish if the contact is already recorded, and double-click the name for further details 5. If the owner does not already exist, enter the new details. This is only very brief information. Further information can be entered later on the full owner form. 6. Ensure Landlord is selected under Category 7. Click Save or Close Please note: For landlords that have more than one property, if they wish to have a payment / statement per property, you need to add a new record each time. 14
If you chose to click Save at the top and you will see several options available to you. Click Open Owner Click Financial Details paid. Add Owner Bank details If this isn t filled in, the landlord will not be Click Save PLEASE NOTE If you have a Landlord that is registered as a NRL, please email your Property Manager in Chilwell with details of this. They will ensure that the system is updated accordingly. Email address: agent@millermetcalfe.uk.com 15
Click Open Owner Group to attach any landlords that share ownership of properties. To do this click Add Owner in the bottom right corner and this will attach another owner as a contact to the owner group page. You can then edit the original owner by highlighting and clicking Edit Owner and changing the percentage amount. (Percentage of ownership) 16
Click Open Property to add information to the property ready for publishing it to the websites. Work from left to right through the tabs at the top of the property page inserting the relevant information. Start with the Marketing Lettings Details page and fill in all relevant fields ensuring the mandatory ones (red writing) are completed. Change the Web Status and Current Status to Available. Manually type in the Short Address, this will pull through to the websites. We recommend the Streetname,Town,First half of Postcode. 17
Move onto the Marketing Descriptions tab, the top three descriptions are all you need to worry about. The Lettings Marketing Description is the full description including any room descriptions you want to include. This will show as the main text when you click onto the property on the websites. The Lettings Summary Description is a short paragraph about the property. There is a limit of 300 characters for this. The box will take more characters but will cut off on the websites after 300. The Lettings Rich Text Description is specifically for the two page brochure. You can add in room sizes and descriptions from the photographs you have added to the property or free type into the box. You can then change the font, size, and colour of the text. This will then generate into the brochure when produced. 18
Click the Features tab and enter the key features of the property in bullet points. There is a character count of 50 per bullet point. We recommend filling at least 8 of these in. Skip the Distributions tab and click the Photos tab. To add a photo click the Add button and this form will appear (right). Click the button next to Photo Path to search for the image, all images and documents need to be saved in your shortcut Veco folder. If you re uploading multiple images, please ensure you don t upload any more than 5 at a time and the image size is no bigger than 3MB. 19
To attach an EPC to the property, there s a few different ways you can do this. If you have the EPC pdf document and need to generate just the graph you can enter the ratings into the boxes provided on the Photos tab and click the Generate Graph button. Right click on the graph and save as an image into the Veco shortcut folder. Then add as you would a normal image, ensuring you change the photo type to EPC. This will then push through the EPC in the right place on Rightmove and not just as another photo. 20
PUBLISHING A PROPERTY Once you ve added all the relevant information to the property, click on the Distribution tab to publish the property through to the websites. Tick the boxes under the Lettings column next to each website you want to publish the property through. These boxes should now stay ticked even when the property isn t on the market. Click the Lettings Marketing Details tab and tick the Update Web Portals on Save box. You will then see a blue loading bar across the screen, this means the property is being pushed through to the 21 websites.
PROPERTY MATCHING To match properties to an applicant, open up your Negotiator work screen right click on the applicant you require. Select the Suitable Properties button in the drop down menu and a list of properties will pop up. You can hide properties from this list if they re unsuitable by unticking the ticked box next to each property. Once you have the selection of properties you want to send to the applicant, click the Email Properties button. 22
A box will pop up asking if you want to save the property selection, if you click yes you will be able to refer back to this list of matching properties. Another box will pop up asking if you want to embed the list of properties in the email, click yes to this box and then select HTML Lettings List. This will then generate the below email including a list of suitable properties. 23
APPLICANT MATCHING To match applicants to a property, open up your Negotiator work screen right click on the property you require. Select the Suitable Applicants button in the drop down menu and a list of properties will pop up. You can hide applicants from this list if they re unsuitable by unticking the ticked box next to each applicant. Once you have the selection of applicants, click the Email Applicants button. 24
A box will pop up asking if you want to save the applicant selection, if you click yes you will be able to refer back to this list of matching applicants. A box will pop up asking if you want to include a list of property details in the email, click yes to this too. You can then attach a brochure of the property to the email and send to all applicants so that they have more information & photos of the property to look at. 25
BOOKING A VIEWING You can book a viewing either through the applicant matching screen or through the Negotiator Work Screen. To book a viewing through the applicant matching screen, find the applicant in the Lettings Applicant page. Right click on the relevant one and select Suitable Properties. Once in the Suitable Properties Screen right click on the relevant property. Select Single appointment in the drop down menu. To book a viewing through the Negotiator work screen, right click on the relevant applicant, then select Suitable properties to open up the property matching screen. Again right click and select Single Appointment. 26
BOOKING A VIEWING Once clicking on the Single Appointment button this appointment form will pop up. The appointment form already has the Owner, Property, and Contact details connected to it as you ve gone through the suitable properties screen. The contact details for both the owner and the contact will have pulled through to the description box on the left, and also any viewing arrangements saved against the property. You can change the time, date, and user s calendar that the appointment is being booked into. To check the user isn t busy if booking on behalf of a colleague, you can click the Show User s Calendar button. This will open out a mini calendar so that you can ensure this appointment will not clash with any others. Click Save once all information has been filled in. 27
BOOKING A VIEWING Once the Viewing has taken place, you will want to complete this appointment. To complete you will need to leave feedback in the feedback box provided and then tick the Complete box. This will then give you the option to create a follow-up appointment. If you do want to give the contact a call to see if they re still interested in the property in a weeks time for example, select Yes and enter a date. This will then complete the original appointment and create a copy of the appointment on the new date. All previous appointments and feedback will be fed through to the description box of the new appointment, you can therefore keep a trail of conversations you ve had with this contact. 28