}
Browse manual

Contacts: Organising Your Digital Network

In a collaborative real estate ecosystem, managing your relationships efficiently is just as important as managing your exclusive mandates. The PropertyList infrastructure provides a built-in, automated Smart CRM designed to centralise your entire network. As a verified agency, you have the strategic advantage of adding and managing unlimited contacts completely free of charge.
Whether you are adding a new direct lead or organising your existing database, our infrastructure provides the tools to keep your pipeline moving.

Adding a Contact

Building your digital headquarters starts with populating your CRM. You can easily add a new contact directly from your main dashboard. When adding a profile, you can designate their specific role - such as a buyer, long-term renter, or landlord - to ensure your database remains meticulously organised.

Strategic Team Assignment

To maintain a frictionless workflow and clear accountability within your agency, you do not have to manage every lead yourself. Once a contact is added to the system, you can strategically assign that contact to a specific staff agent. This allows your individual team members to take ownership of the lead and manage it through their personal automated sales pipeline.

Linking Assets for Total Clarity

A true Smart CRM goes beyond basic names and phone numbers. PropertyList allows you to create a comprehensive, 360-degree view of every client's journey by linking vital assets directly to their profile:
  • Link/Add Properties to a Contact: Instantly link specific MLS properties to a client's profile. This allows you to track exactly which mandates you have pitched, which viewings have been requested, and what inventory currently matches their active search alerts.
  • Link/Add Documents to a Contact: Real estate transactions require extensive paperwork. You can securely link and add essential documents directly to a contact. By keeping identification, contracts, and financial documents attached to the client profile, your team never has to waste time hunting through scattered email threads.

Add Professional Contacts

Closing a deal often requires a vast network of industry specialists. Beyond your direct buyers and sellers, the PropertyList CRM allows you to add professional contacts to your database. You can seamlessly store and organise profiles for lawyers, tradesmen, architects, and co-broking agents, ensuring your entire professional support network is always just a click away when a transaction demands it.

Step-by-Step: How to Add a Contact

To actively populate your Smart CRM and keep your sales pipeline moving, follow these simple, exact steps to deploy a new profile into your database:
  1. Step 1: Open Your CRM Dashboard
    · Log in to your PropertyList account.
    · Look at the main menu on the left-hand side of your screen.
    · Click on the "Contacts" tab to open your digital headquarters.
  2. Step 2: Start a New Contact Profile
    · Inside the Contacts section, locate and click the option to Add a contact.
    · This will open a blank, secure digital profile ready for your new lead's information.
  3. Step 3: Enter the Client's Details
    · Type in the essential contact information: their full name, email address, and phone number.
  4. Step 4: Categorise the Lead's Role
    · You must tell the system exactly what type of client this is to keep your pipeline organised.
    · Select their role to classify them as a Buyer, Long-Term Renter, Short-Term/Holiday Renter, Landlord, or a Professional Contact (such as a lawyer, architect, or tradesman).
  5. Step 5: Assign the Contact to an Agent
    · If you work with a team, find the section to Assign contact to an agent.
    · Select a specific staff member from the drop-down list to take ownership of this lead. This integrates the new contact directly into that agent's personal sales pipeline.
  6. Step 6: Set Up Automated Property Alerts
    · To save yourself time later, locate the section to create client property alerts within the profile.
    · Input the client's desired location, budget, and required features. The system will now automatically notify you when matching MLS inventory hits the grid.
  7. Step 7: Save the Profile
    · Click the Save button to officially deploy the contact into your active database.
  8. Step 8: Link Properties and Documents (Ongoing Management)
Now that the profile is officially saved and live, you can use it as a central hub for this specific client.
You can click Link/add properties to a contact to attach specific MLS mandates they want to view.
You can also click Link/add documents to a contact to securely attach their identification or signed contracts directly to their file.