The Period Activity Report is a report you can provide to the owner of a property (vendor/landlord) to demonstrate the marketing efforts, such as the number of offers received, viewings and logged telephone calls.
The report can be produced in two ways:
- via Properties for any property with a Status past Instructed
- via Contacts on the owners record (vendor/landlord) for a property with a Status of Available/Let (Marketing)
- Click Properties or Contacts on the main toolbar
- Select the relevant property/contact from Recent & Favourite Properties
- Alternatively, find the property/contact using the Search bar in the top right
- The property/contact Overview displays. Click Docs
- Click Period Activity Reports
- The Create Activity Reports window opens, and there are 2 tabs to select between; Reports Due and Adhoc Reports
Reports Due tab
This tab is to be used if you've scheduled a Period Activity Report to be created every set number of days.
Note
If the message This property is not due an activity report is shown, this is because you haven't got a time period set in your branch settings for the Period Activity Report to run.
To set a time period, you will need access to System Administration, to edit your default settings. Your appointed Group Administrator will have access to these permissions.
- Click Tools on the main toolbar
- In the dropdown menu, click Templates and admin
- On the side menu, under System Tools, click System Administration
- Click Branches
- Click Edit next to the relevant branch
- Scroll down to Default Owner Report Period Days and enter a time period of days (applicable for all properties against the selected branch)
- Click Save
- Select the relevant Branch so that the associated information is displayed on the report
- Select the relevant Brand so that the associated branding is displayed on the report
- Your chosen property will be selected and the owners name will be displayed. You can also select All Properties and tick additional properties linked to the owner, to include in the report
- Tick the relevant options to customise what is or isn't included in the report, i.e. Exclude Sold/Under Offer/Exchanged, Exclude Instructed, Exclude Marketing Events or Exclude Telephone Calls
- You can now determine the format the report will be created and delivered. Typically, Email where possible and Print remainder will be selected, rather than Print All. This is based on the owners Account Delivery Method (set within Contact on the side menu), and determines that the report will be emailed if Email is ticked, otherwise it will be printed
- Click Preview Report to view a preview of the report in a new browser tab, ensuring you're happy with the branding, the property and its details along with the marketing activity options, ahead of creating and sending it
- Click Create Report
A Timeline entry will be created showing the date and time the Period Activity Report was sent.
Adhoc Reports tab
This tab is to be used when you're looking to produce a Period Activity Report on an adhoc basis.
(Most common option)
- Click the Adhoc Reports tab
- Select the relevant Branch so that the associated information is displayed on the report
- Select the relevant Brand so that the associated branding is displayed on the report
- Your chosen property will be selected and the owners name will be displayed. You can also select All Properties and tick additional properties linked to the owner, to include in the report
- Use the calendars to select a From and To date period, for which the report will calculate the activity
- Tick the relevant options to customise what is or isn't included in the report, i.e. Exclude Sold/Under Offer/Exchanged, Exclude Instructed, Exclude Marketing Events or Exclude Telephone Calls
- You can now determine the format the report will be created and delivered. Typically, Email where possible and Print remainder will be selected, rather than Print All. This is based on the owners Account Delivery Method (set within Contact on the side menu), and determines that the report will be emailed if Email is ticked, otherwise it will be printed
- Click Preview Report to view a preview of the report in a new browser tab, ensuring you're happy with the branding, the property and its details along with the marketing activity options, ahead of creating and sending it
- Click Create Report
A Timeline entry will be created showing the date and time the Period Activity Report was sent.