Real Estate Contact Management

Contact Management

Raquel Marin

"Real Estate Contact Management has never been so easy or so effective!"

Respacio is the most powerful tool for real estate contact management, yet it is so simple and intuitive to use that your team can jump right in.

Raquel Marin – Spain

Home » Respacio real estate CRM » Contact Management

Contacts Module

The Respacio contact module makes your real estate contact management simple and intuitive. Contacts can be potential property buyers, vendors, collaborators, suppliers or any combination of those roles. All your contacts are in one place, and you can work with them in different ways.

Contact List view

The Respacio Contacts Module is where you add, view and edit the details of all of your contacts. The Contacts List shows a list of all your Contacts and Enquiries. You can choose which columns of information you see, and move them around, or reorder the columns, so you just have the information you need in front of you. So you might choose to see names, phone numbers, emails, nationalities, languages, the price range of property they are looking for or various other column types. You can also select how many contacts you see in each page or whether to view all contacts, just new enquiries, live contacts or archived contacts. From here you can also import or export them if those rights have been assigned to you in the User Management Module. The flexibility of the way you view your contact list makes real estate contact management flexible and speeds up your workflow.

Contact Search

There is a basic search to find contacts quickly, or an advanced search which can search almost every field in the contact records, including contact requirements. So for example you can search for every contact with a specific set of requirements and you can save searches that you often use. You can use the advanced search to filter your list so that you just see contacts who speak a particular language, contacts that are assigned to you or perhaps a list of vendors. There are so many ways to filter the list using search making it easy to see the contacts that you want to work with at the time.

Selecting Contacts

After selecting contacts from the list by ticking them, you can choose to email them, add events or add them to a Group.

Enquiries

Contacts that fill in an enquiry form on your websites are automatically added to the system as an Enquiry, so no inputting is required. Enquiries are vetted manually before you convert them into new Contacts, or merge them with existing contacts if they already exist in the database. If the Enquiry already exists as a contact (the system will look for email address matches etc), then when you add the Enquiry to Contacts, the information in the Enquiry will be merged the existing contact. You have complete control over this process to avoid errors. You can also merge contact records together later, using the merge function.

Contact Records

By clicking on a contact from the list, you can enter the contact record and see and edit the full details about that contact. Each contact record is divided into a number of tabs to make finding the information you are looking for fast and easy.

Personal Details tab

The Personal Details tab is where the contact information about a contact is added. You can add any number of phone numbers and email addresses to a contact, as well as their Skype and social media IDs. You can also add their preferred languages.

Custom Fields

You can add custom fields to your contacts, for example if you wish to record their tax IDs, passport numbers or the policy numbers of insurances that you may have sold them. You can set up any number of Custom Fields in a Contact to reflect the information that you need to collect.

Tags and Groups

You can add / remove tags in a Contact, which will match the Groups that you have set up. This is a very useful marketing function as you can, for example, send a mailing to a Group. You can add Contacts to Groups in a number of ways on the system, so they do not need to be added individually but all Groups that they belong to are shown in this section. Groups are an important function in real estate contact management as they are a time saving way to focus niche marketing campaigns.

Linked Contacts

Contacts can easily be linked to each other, and you can define the link types that are useful for you to know. For example, link types might be “Family”, “Spouse”, “Lawyer”, “Friend”. Understanding the relationships between contacts is valuable information for real estate contact management, sales and marketing.

Linked Properties

By default if a Contact is a vendor of a property, a link will be set up between the Contact and the property called “Vendor”. However you can define and set up any number of custom link types that you need for your real estate contact management such as “Keyholder”, “Building Manager”, “Gardener” so that any Contact type that is useful for your organisation to know can be linked to a Property.

Requirements Tab

The Requirements tab is where you record the property requirements of a buyer which is key information in real estate contact management. In this tab you can select price range, and any property specifications that the contact might be interested in, including multiple areas and complexes. The information you put in here is used to automatically match Contacts with Properties, so that when a new property is added you can instantly see the buyers who might be interested in it and send an email to them with the details in just a few clicks.

Selections Tab

The Selections Tab is where you can see all properties that match the client’s Requirements. You can also search your properties with additional filters so you need not be limited to just the specifications that you defined in the Requirements tab. After creating your shortlist, you can then email the details of the properties to the Contact from this tab.

Web Activities Tab

This tab shows saved searches and properties that the user has on your websites if they have created an account. When dealing with a contact, it is useful to know the properties they have marked as favourites and the searched they have saved.

Events Tab

The Events tab is a log of all past and future events associated with the Contact, and will also show any properties or system users that event is associated with. You can define the types of Events in the Master Module but default types include Viewings, Meetings, Phone Calls and Follow Ups. Events are the heart of your real estate contact management information, and are shown in your task list. You can add new events and future tasks to be completed in this tab for you or for your colleagues and these will also show in the corresponding system user’s Calendar and Tasks list. When you send property details to a client, it is automatically logged to this Events tab.

Emails Tab

The Emails Tab gives a complete history of all emails sent and received from the Contact. Emails are automatically logged to the tab, even if you send them from the Gmail app in your phone, but you can also send emails directly from this tab to the Contact. The automatic logging of emails here makes real estate contact management effortless.

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