Inviting contacts to PropertyFile

Chris Horroll
Chris Horroll
  • Updated

Inviting your contacts to PropertyFile is a simple process and can be done in the same way for landlords, tenants, applicants and vendors. You can either invite them individually from their contact record in Alto or in bulk via the relevant contact Groups.

Vendors also have the option of being invited to PropertyFile when a property is made active on the market.

This article includes: 

Inviting an individual contact to PropertyFile

  1. Click Contacts on the main toolbar
  2. Select the relevant contact from Recent & Favourite Contacts
    1. Alternatively, find the contact using the Search Contacts bar in the top right
  3. Click PropertyFile on the side menu
    1. This is where you can see the contacts status on PropertyFile, their PropertyFile login name (which is their email address), and the last time they were active on PropertyFile 
  4. Click Send Invite

The contact will receive an email requesting they activate PropertyFile. You'll see the PropertyFile status on the Overview side menu tab of their contact record change to Pending.

Once the contact has followed the instructions in the email to activate their PropertyFile account, this status will update to show as Active.

Bulk inviting contacts to PropertyFile

  1. Click Contacts on the main toolbar
  2. Click Groups in the top left
  3. Within All Contacts, use the filters for Category, Branches, and Consent to refine the contacts you'd like to invite
    1. Alternatively, if you have pre-defined groups set up within My Groups, i.e. groups for All Landlords etc, select the relevant group
  4. Click the tickbox in the table header to select all of the contacts
  5. Click Actions
  6. In the dropdown menu, click Invite to PropertyFile
  7. Click Invite Contacts

invite

 Note

When bulk inviting contacts, the following restrictions apply:

  • Contacts that are already active on PropertyFile, or have a pending invite request, will not be invited again
  • Contacts that would not be able to use PropertyFile based on your current module configuration will not be invited. For example, within PropertyFile Manage Modules, if the Tenant Dashboard isn't On, tenants wouldn't receive any invites

All invited contacts will receive an email requesting they activate PropertyFile. The PropertyFile status on the Overview side menu tab of their contact record will change to Pending.

Once the contacts have followed the instructions in the email to activate their PropertyFile account, this status will update to show as Active.

Inviting a vendor to PropertyFile when making a property available

For vendors only, you also have the option of inviting them to PropertyFile at the point at which you make their property available on the market. To do this:

  1. Click Properties on the main toolbar
  2. Select the relevant property from Recent & Favourite Properties
    1.  Alternatively, find the property using the Search Properties bar in the top right
  3. The property Overview displays. Click Actions
  4. Click Change Status
  5. Check the toggle in the top right is highlighted orange
  6. Click OK
  7. The vendor will be sent an an activation email for PropertyFile

 Note

All vendors are automatically set to be invited to PropertyFile, if they have a Status of Not Invited

In the event you don't want to invite the vendor to PropertyFile at this stage, slide the toggle to the left (off position). You'll then see it turn grey and no invite will be sent when you click OK.

Inviting an applicant to PropertyFile from Enquiries

New contacts can be invited to PropertyFile when confirming their property viewing time from within Enquiries.  

  1. Click the time you wish to confirm 
  2. Click Yes to accept the contact into Alto 
  3. In the Viewing window, click Invite to PropertyFile 
  4. Click Save Viewing

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  • Sales applicants will have access to the Sales Progression tab once their sales offer has been accepted
  • Lettings applicants will have access to the Tenant Portal once their lettings offer has been accepted and the tenancy has been completed

Re-sending a PropertyFile invite

In the event a contact (i.e. an applicant) needs a new invite to PropertyFile, you can send one easily.

  1. Click Contacts on the main toolbar
  2. Select the relevant contact from Recent & Favourite Contacts
    1. Alternatively, find the contact using the Search Contacts bar in the top right
  3. Click PropertyFile on the side menu
  4. Click Resend Invite

 Note

Once a contact is active on PropertyFile, the Resend Invite button will be replaced by a Reset Password option which you can use to send a password reset email

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