The latest inclusion to your PropertyFile is the Applicant Portal.  

There has long been the assumption that applicants will either want to buy or rent.  The Applicant portal aims to complete the loop allowing applicants to view their rental and sales offers and viewings from one place up to the point of offer acceptance.  

PropertyFile is an online communications tool that connects agents with their customers, allowing them to provide a better level of customer service, stand out from the competition and help agents win more instructions. Seamlessly integrated in Alto, PropertyFile enables an agent’s customer to access their own micro site to find information relevant to them.

This article includes: 

Activating PropertyFile

PropertyFile first needs to be activated on your Alto account. 
For more information on Activating PropertyFile, click here
For more information on PropertyFile configuration, click here

Enabling the Applicant Dashboard

If you are already using PropertyFile, you'll need to enable the Viewings widget.  

  1. Login to Alto
  2. Click Tools on the main toolbar
  3. On the side menu, under System Tools, click PropertyFile
  4. On Alto PropertyFile Administration, click the Pencil alongside your Domain
  5. The PropertyFile Dashboard will open. Click Manage Modules on the side menu
  6. Scroll down to Applicant Dashboard and slide the toggle to On
  7. Click Save
  8. Click Confirm
  9. This allows you to turn on Progression - Applicant and Request Viewings Online. Follow steps 6 - 8 to turn these two modules on

Once on, you can access Advanced Configuration and configure the Applicants Dashboard.  

  1. Click Advanced Configuration on the side menu
  2. You can choose what the applicants can access from their PropertyFile from here
    1. Use the toggles to select or de-select as appropriate and click the relevant tickbox(es) to activate them
  3. If you make any changes, click Save and then Confirm

An applicant booking a viewing

From your website, if you have the Viewings widget enabled, potential applicants can book a viewing from a property by using the time slot options that are presented to them.  

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  1. The applicant chooses 3 time slots and clicks Next 
  2. They then have the option to log into their PropertyFile account or Continue as a guest.  In this example, the applicant continues as a guest
  3. They fill in some basic property requirements, these will change depending on if the property is Sales or Lettings
  4. They then click Continue 
  5. They have the option to confirm their viewing times along with a warning reminding them not to attend the viewing until they have received confirmation, as this is not confirmation of a viewing  
  6. They can then click Confirm

Once they confirm, they'll be presented with a confirmation screen telling them their viewing request has been sent. They can either return Back to property or go to My account. 

If they have requested the viewing as a guest, they will not be able to access their account yet so you will need to confirm the viewing and invite the applicant to PropertyFile before they can access their account.

Confirming the viewing

Viewing requests from the website are managed from Enquiries on the Home screen side menu.

  1. Login to Alto
  2. Click Enquiries on the Home screen side menu (3 small concentric circles)
  3. Click Viewing Enquiries 
  4. The new viewing request will be listed. Click the magnifying glass to expand the information 

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Dealing with duplicates and confirming the viewing time

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There are 3 possible status for duplicates that appear on the right hand side of the Viewing Enquiries section of Enquiries.  

  • Known Contact is when an applicant has logged into their PropertyFile account at the point of requesting the viewing
    1. Click one of the times they have requested
    2. In the Viewing window, click Save Viewing
  • New Contact is when an applicant has clicked Continue as guest when requesting the viewing and doesn't have a PropertyFile account, a contact record within Alto, and isn't a possible duplicate
    1. Click one of the times they have requested
    2. Alto asks if you are happy to accept the contact. Click Yes to proceed
      1. You can invite the applicant to PropertyFile from here, if required
    3. In the Viewing window, click Save Viewing
  • Possible Duplicate is when an applicant might already have a PropertyFile account or a contact record within Alto
    1. Click the magnifying glass
    2. Check what the applicant has Matched On
    3. If you're happy, click Merge
      1. You can also click Preview to open the contact record on the right hand side (click Open Contact to open the full contact record)

Actions

The Actions dropdown menu on the far right gives you the option to Decline and Email & Decline the viewing request.  

  • Decline will decline the viewing
  • Email & Decline will open an email which can be edited. Click Send to send the email and decline the viewing request

Inviting new applicants to PropertyFile

 

Inviting applicants from the contact record

Once a new contact has been added into Alto, you'll see the PropertyFile side menu option on their contact records, if the applicant is linked to a branch that's included in the PropertyFile Domain.
For more information on Activating PropertyFile, click here

You can invite a contact to PropertyFile from here. This then gives them access to enable and use the Applicant Dashboard.  

  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 Send invite

Once you have sent the invite, the applicant will receive the invite email, where they can log in and set their own password.

Once the initial activation request has been processed, you'll be able to click: 

  • Resend Invite - Resends the invite if the applicant didn't receive the invitation email 
  • Deactivate Account - Removes the applicants account from PropertyFile 
  • Login as Admin - Allows you to login to their PropertyFile account

Inviting applicants from Enquiries

New contacts can be invited to PropertyFile when confirming their 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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The Applicant Portal

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The Applicant Portal on PropertyFile allows the applicant, buying or renting, to view their viewings and offers.  

Dashboard 

The Dashboard shows an overview of the applicants viewings - Booked, Awaiting Confirmation and Past.

Any Upcoming Viewings will be listed on this page and can be clicked into from here.  

Viewings 

The Viewings tab shows the applicant more information about their viewings.  

Any Past Viewings can be accessed and feedback can be left. This feedback will show in Alto. 

Offers

The Applicant Portal will be accessible for all applicants and will show them all offers for Sales and Lettings properties.  

  • 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

Related articles:

Enquiries

Activating your website widget

PropertyFile Vendor Portal

PropertyFile Landlord Portal

PropertyFile Maintenance - overview

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