CRM Full Feature List

Respacio real estate CRM software feature list

The Respacio real estate CRM software feature list is constantly evolving as we release new features several times a month. We listen to our users and react fast to ensure that our software is market beating and our clients are too. Despite the huge range of tools that we offer, you will find using the system simple and intuitive and your team will thank you for the small investment you make that will ensure a huge difference in their productivity. This list is just a reference guide, to really understand the software, we recommend you book a demo and get a free trial to see for yourself!

The Contact List

  • Control your view to see information that you want
    • Choose what columns you see
    • Drag columns to reorder
    • Select number of records
    • View active / inactive contact records and enquiries
  • Search
    • Quick search finds terms from multiple fields
    • Search in depth with Advanced search
    • Save a search to use as a filter
  • De-dupe
    • Merge contact based on dupe emails, names, mobiles, address
  • Export
    • Advance Search / Select filter / manually select contacts for export
    • Export contacts for Facebook custom audiences, Twitter tailored audiences etc
    • Export Contact record for GDPR compliance
  • Import contacts
    • Import spreadsheets of contacts and match fields
  • Email contacts
    • Advance Search / Select filter / manually select contacts for email
    • Select properties to attach to email
    • Select property template
    • Select an email template or create an email with custom fields
  • Add an Event/Task to contacts
    • Advance Search / Select filter / manually select contacts for event
    • Add properties to event
    • Add system users to the event
    • Schedule event, mark complete, select event type
  • Add contacts to a group
    • Advance Search / Select filter / manually select contacts for Group
    • Select / create new group and add contacts

Enquiry Record

  • Automated lead capture – enquiries enter the system automatically
    • Lead capture marketing information (requires website integration):
      • where that website user came from, eg a Google Advert, Facebook advert, banner on another website. This information can be used to accurately add the source of the user.
      • The location of the user, the device they were looking at, the pages on your website that the user looked at before filling in the form.
    • When an enquiry is made into a contact the system will search for duplicate contacts and offer to merge the details.

Contact Record

  • A contact can be created from an enquiry or manually as a company or an individual
  • Details tab
    • Basic contact information includes names, address, title, email appellation, address, social media IDs, nationality, language, notes
    • Option to manually or auto-generate reference number
    • multiple email addresses and phone numbers
      • unsubscribe mass mailing option
    • Include custom fields (defined in master module)
      • text, number, date/time, money, percentage, checkbox, radio button
    • Link contacts to each other
      • Family, lawyer, referrals
      • Create any kind of link (defined in master module)
    • Link contacts to properties
      • Vendor, keyholder, property manager
      • Create any kind of link (defined in master module)
    • Add a contact to a Marketing Group
      • Easily create Groups (defined in groups module)
      • Send emails, newsletters specific to the Group
    • Source
      • single or multiple marketing sources
    • Associate a collaborator to a contact for later commission disbursement
    • Associate users to contacts by role (sales, introducer, administrator, sales manager)
      • Set commissions for roles in user management module
  • Deals tab
    • Create multiple deals for a contact based on requirements
    • Requirements include price in any currency, property type and anything else
    • Auto matching of requirements to properties
  • Selections tab
    • Filter, email and shortlist properties for each deal
  • Events tab
    • Add tasks /events manually
    • All related tasks / events added automatically
    • Link tasks and events to deals, properties, other contacts and system users
    • View all user events / system generated events
  • Emails tab
    • Send emails to contact, attach properties, templates etc
    • View complete email history of contact
  • Documents Tab
    • Select Document Category (set in Master Module)
    • Attach documents, spreadsheets, images, slideshows (pdf, doc, docx, xls, xlsx, ppt, pptx, jpg, jpeg, png) to clients
    • Upload / Export / Import documents to synced Google Drive
    • Share temporary access folders with contact (GDPR Compliance)
  • Web activities tab
    • View properties saved, searches saved from Respacio websites

Collaborator Contact records

  • If a Contact is a Collaborator, view all properties/contacts assigned to or created by the Collaborator

Source Supplier Contact records

  • If a Contact is a Source supplier eg a Magazine that you advertise in, then all sources supplied by that contact are displayed.

Property List

  • Control your view to see the information that you want
    • Choose what columns you see
    • Drag columns to reorder
    • Select number of records
    • View enquiries or active / inactive records
  • Search
    • Quick search finds terms from multiple fields
    • Search in depth with Advanced search
    • Save a search to use as a filter
  • Import properties
    • Import spreadsheets of contacts and match fields
    • Media imported by file location / URL
  • Quick-view
    • Property summary pop-up includes all important non-private information
  • Select properties
    • Advance Search / Select filter / manually select properties to publish to PDF
    • Advance Search / Select filter / manually select properties to email
      • Select an email template or create an email with custom fields
      • Embed property details or select PDF to attach
    • Advance Search / Select filter / manually select properties to publish to add event

Property Record

  • Details tab
    • Option to manually or auto-generate reference number
    • Custom property types, sub types, sub-sub types
    • Single or multiple marketing sources
    • Private notes pop-up
    • Basic information, rooms, sizes, built year
    • Include custom fields (defined in master module)
      • text, number, date/time, money, percentage, checkbox, radio button
    • Attribute categories and individual attributes set in master
    • Feature categories and individual features set in master
  • Address tab
    • Add confidential address
    • Create custom address hierarchy in Master Module
    • Predefine map markers for Complexes / Developments to retain consistency
    • Links to Google Maps
    • Notes on directions
  • Contacts tab
    • Add contacts
    • Contact types defined in Master Module eg Vendor, Keyholder, Caretaker etc
  • Misc tab
    • Sale type eg For Sale, For Rent, Rent with Sale additional types customised in Master Module
    • Price, local taxes, community taxes, deed value etc in any currency
    • Mortgage Calculator
    • Terms exclusive / non-exclusive
    • Keys locations / reference
    • Existing mortgage details
    • Negotiation position – customised in Master Module
    • Title deed location – customised in Master Module
    • Marketing channels – exclude from website, website featured, for sale boards, links to property portal listings
  • Description tab
    • Long description used on website
      • Add in multiple languages
    • Short description used on display PDFs
      • Add in multiple languages
    • Meta description (optional)
    • SEO title (optional)
    • Friendly URL (optional)
    • Marketing features
      • Hidden field on website to create Niche property pages
    • Associate a collaborator to a property for later commission disbursement
    • Associate users to properties by role (sales, introducer, administrator, sales manager)
    • Set commissions for roles in user management module
  • Attachments tab
    • Drag and drop attachment order to define website view
    • Upload / download images in full size
    • Add images, i-frame embeds (virtual tours, 360 views), youtube videos, floor plans, panoramics
    • Toggle attachment visibility on website
  • Deals tab
    • Auto matched list of deals
    • Select deals add to interested list
    • Select deals add to not interested list
    • Email property details to deal contacts
  • Events tab
    • Add tasks /events manually
    • All related tasks / events added automatically
    • Link tasks and events to deals, other properties, contacts and system users
    • View all user events / system generated events
  • Documents tab
    • Select Document Category (set in Master Module)
    • Attach documents, spreadsheets, images, slideshows (pdf, doc, docx, xls, xlsx, ppt, pptx, jpg, jpeg, png) to clients
    • Upload / Export / Import documents to synced Google Drive
    • Share temporary access folders with contact (GDPR Compliance)
  • Displays tab
    • List available property PDF displays
    • Select display to export property details
  • Emails tab
    • Send emails to contact, attach properties, templates etc
    • View complete email history of property
  • Commission
    • Visible with permission
    • Assign commissions when deal with property won
    • Edit commission amounts when won

Pipeline Module

  • Create Pipelines to manage all deals
    • Create multiple pipelines eg for sales, marketing, post sales etc in master module
    • Create equivalent pipelines for each language type for multilingual teams and users
  • Manage Pipelines
    • Assign users to pipelines
    • Counter of deals in each stage and total deals in pipeline
    • View assigned pipelines or all pipelines with permission
  • Manage Deals
    • Move deals between pipelines
    • Counter of deals in each stage and total deals in pipeline
    • Mark deal won / lost
    • Drag deals between pipeline stages
  • Work with Deals
    • Each deal in pipeline shows deal name, contact name links to deal in contact record
    • Email deals in pipeline / pipeline stage / individually
    • Export deal contacts from pipeline / pipeline stage to Facebook custom audience / Twitter tailored audiences etc

User Management Module

System users

  • Add / edit system users
    • Image / description / role / default currency / option to show on website
    • Assign to office
  • Commission
    • Set default user commission levels as sales, sales manager, admin, introducer
    • Commission levels by percentage or fixed amount
    • Set commission currency
    • Default commissions can be over-ridden after sale (dependant on permission)
  • Add / edit user roles
  • Assign rights and permissions to roles
  • Assign roles to users
  • Drag and drop hierarchy / company structure

Collaborators

  • Add / edit Collaborators
    • Image / description / role / default currency / option to show on website
    • Link to an existing Contact record / auto creation of a new contact record
  • Commisson
    • Set collaborator commission levels
    • Commission levels by percentage or fixed amount
    • Set commission currency
    • Default commissions can be over-ridden after sale (dependant on permission)

 

Website Module

  • Link Respacio websites
    • Define properties sent to site by price, type etc for niche sites
    • Assign language
    • Assign default currency

Offices Module

  • Add / edit / remove offices
    • Set address, map, images

Communication Module

  • Synchronise to Gmail account / G Suite emails
  • Send campaign emails through linked Mailgun account
  • Link SMTP account

List View

  • Select team user
  • Search emails
  • Select SMTP / Gmails
  • Select read / unread
  • Select inbox / outboxes (Gmail, SMTP, Campaign)
  • Select by label
  • Send email

Send email

  • Option to choose individual / campaign email
  • Select From
  • Select To from contact list / group and bcc / cc
  • Select properties to attach / embed
  • Select template category / template / Property PDF display
  • Select custom fields
  • Add subject
  • All formatting options in body including code view
  • Add body text / edit template output
  • Option to use signature (ticked by default)
  • Option to track if opened
  • Option to send now / future dates / times
  • Preview / send

Communication labels

  • Syncs with Gmail / G Suite labels
    • Add / edit / inactivate labels
    • Set parent label
    • Set colour

Calendar and Task Module

Calendar View

  • Set view
    • Select user / calendar
    • Select event types to view
    • Select day / week / month view or custom dates
  • Create new event
    • Select individual / multiple users to associate event
    • Select multiple properties
    • Select multiple contacts
    • Select multiple deals
    • Input subject
    • Select event type (customised in Master Module)
    • Select Priority (customised in Master Module)
    • Select Status (customised in Master Module)
    • Select Start time, end time, date via calendar picker
    • Add notes
    • Event auto-logged to all users, properties, contacts and deals selected

Task List View

  • Set view
    • Select user
    • Select task types to view
    • Select date range
    • Select type (customised in Master Module)
    • Select Priority (customised in Master Module)
    • Select Status – completed, incomplete, ongoing (customised in Master Module)
  • Create new task
    • Select individual / multiple users to associate task
    • Select multiple properties
    • Select multiple contacts
    • Select multiple deals
    • Input subject
    • Select task type (customised in Master Module)
    • Select Priority (customised in Master Module)
    • Select Status (customised in Master Module)
    • Select Start time, end time, date via calendar picker
    • Add notes
    • Task auto-logged to all users, properties, contacts and deals selected

Templates Module

  • Add / edit / inactivate templates
  • Select document or email as template type
  • Template name / Type / Category
  • Select custom fields
  • Add Subject / Title
  • All formatting options in body including code view

Groups Module

  • Add / edit / inactivate contact marketing groups
  • Add / edit / remove group members

Sources Module

  • Add / edit / inactivate marketing sources
  • Source category, source name, source notes
  • Link source to contact / property as a supplier
  • Add multiple campaigns per source
  • Add campaign cost (in any currency) / Frequency / note /start date / end date

Feedbuilder Module

The Feedbuilder is an incredibly flexible module sending live feeds to third party systems. Feeds can be sent to hundreds of different systems eg Websites, Property Portals, MLS systems, Facebook Catalogue listings, Collaborator agents, other contact management systems, email sending systems and much more!

  • Create feeds as XML / JSON feeds
  • Feeds created from properties / contacts
    • Set maximum record limit
    • Set password
    • Set default currency
    • Set root field name
    • Set record name
    • Select encoding
    • Select standalone
    • Set Header section
      • Add Keys
      • Add values
    • Map all Property fields to destination requirements
    • Map Location Fields to destination requirements
    • Map all contact fields to destination requirements
    • Re-order Fields

Settings

Settings allow the system to be customised to fit exactly the requirements of your organisation and users.

Profile

  • My Profile
    • Set name, photo and contact details
    • Set default currency
    • Set default location
    • Set Reference number auto/manual generation
    • Set default number of listings in list views
    • Set short and long descriptions to be used in websites
  • Offices
    • Assign offices
  • Branding
    • Add company details, Domain url
    • Email addresses, phone numbers, address, description, logo
  • PDF details for property displays
    • Add address, contact details, description
    • Add PDF logo in SVG format

Social Settings

  • Link Google account
    • Select to sync emails
    • Select to sync email labels
    • Select to sync calendar
    • Select to sync drive
  • Link SMTP account
    • Add SMTP account details
  • Link Mailgun account
    • Add Mailgun account details
  • Add / edit email signature
    • Email editor

Master Modules

  • Select interface languages
  • Import / Export master modules as excel
  • Add Google API keys
  • Search / add / edit / delete all terms in selected interface languages
    • Custom fields
      • text, number, date/time, money, percentage, checkbox, radio button
    • Property Types
    • Property attributes
    • Property Features
    • Sale types
    • Contact preferred languages
    • Currencies
    • Payment frequencies / terms
    • Negotiating positions
    • Attachment types
    • Title deed locations
    • Marketing channels
    • Email types
    • Contact types
    • Linked contact types
    • Default location hierarchy and rename
      • Country
      • State
      • Province
      • Municipality
      • City
      • Complex – add geo location at this level
    • Registered offices
    • Source categories
    • Salutations
    • Buying positions
    • Disposal Status
    • Contact status
    • Event types
    • Company types

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