Adding a new applicant

Chris Horroll
Chris Horroll
  • Updated

In Alto, you can easily search through existing applicant contact records as well as create new applicant records.

This article includes: 

Search for an existing applicant record

Before adding a new contact record, you should first check that the contact doesn't already exist in Alto.

  1. Click Contacts on the main toolbar
  2. Find the contact using the Search Contacts bar in the top right

To find an existing applicant record, you can enter the applicants: 

  • Name
  • Telephone number
  • Email address
  • Contact address
  • A combination of the above

Searching_for_contacts.png

 Note

You can click the down arrow at the end of the Search Contacts bar to include Archived applicants and to further filter the search

You might also want to consider utilising Groups to quickly view your applicants.
For more information on Creating a group of contacts, click here
For more information on Printing a list of applicants, click here

Adding a new applicant

If you are unable to locate an existing record for the contact, you will need to create a new contact record.

 Note

Applicants that make enquiries through portals such as Zoopla may not need to be added manually
For more information on Enquiries, click here

  1. Click Contacts on the main toolbar
  2. Click Add Contact
  3. The Type of record needs to be set to Client
  4. In the dropdown menu, record the applicants Intention, i.e. Rent or Buy
  5. In the dropdown menu, record the Lead Source. This is where this applicant heard about you
    (This dropdown can be edited by your Group Administrator)
  6. Allocate this applicant to a specific Branch and Negotiator
  7. Enter all the relevant applicant details that you have within the First Person, Second Person and Address sections
  8. Tick the appropriate Account Delivery Method(s)
  9. Click Save

 Note

A Client can be an Applicant, Vendor or Landlord. A contact can also be a combination of two or all three client types
For more information on Adding a new contact and searching for contacts, click here
For more information on Adding a landlord, click here
For more information on Adding a vendor, click here
For more information on Adding a supplier, click here

Completing your applicant contact record

With the basic record added, within your applicant contact record, you can use the Position top tab to record more information about your client.

  1. Click Contact on the side menu
  2. Click the Position top tab
  3. In the dropdown menu, record their current Position
  4. In the dropdown menu, record their Disposal position
  5. In the Why Moving dropdown menu, record their motivation for moving
  6. In the dropdown menu, record their Timescale that they are working to
  7. In the dropdown menu, record their Rating
  8. Tick if they are a Potential Vendor or Potential Landlord
  9. Complete the Money Laundering Checks section
    For more information on Anti Money Laundering (AML) Checks, click here

You can link copies of proof of ID to your applicant record.
For more information on How to upload documents to a contact, click here 

You can also record the applicants Financial Services referral information, but, you must first complete the information in the Preference Centre top tab.
For more information on Preference Centre GDPR consent features, click here
For more information on Financial services referrals, click here

To qualify what sort of property your applicant is looking for:

  1. Click Requirements on the side menu
  2. Complete the Search Profile fields
    For more information on Adding an applicants requirements profile, click here
  3. When you have entered all the contacts relevant information, click Save

Related articles: 

My Hot Applicants

Booking a market appraisal for a contact

Applicants Registered report

Applicants By Rating report

Purchaser Requirements report

Applicants Phone and File Logs report