Automated Viewing Feedback

Chris Horroll
Chris Horroll
  • Updated

Within Alto, and utilising PropertyFile, you can save time by automating your Viewing Feedback requests. Each branch will have the option to decide if they want to automatically send a request for feedback from applicants 30 minutes after a confirmed viewing has taken place. It also gives you the option to have a copy of the feedback sent to the owner/landlord of the property.

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Save time by automating your viewing feedback requests


If you have the Viewing Feedback module enabled, Alto will automatically request feedback from applicants 30 minutes after a confirmed viewing has taken place. If you want to switch this automation off, you can do it in the New Configuration page, by sales or lettings for even greater control. Here, you can also decide to automatically share this feedback with your vendor or landlord through their portal, but this will be off by default.

 Note

Applicants can send feedback without being registered with PropertyFile

To access this time saving feature, switch on the Viewing Feedback module from your PropertyFile microsite. If you have already switched on the Viewing Feedback module, requests for feedback will automatically be sent out 30 minutes after the viewing has passed.

Enabling the Viewing Feedback module

If you are already using PropertyFile, you will need to switch the Viewing Feedback module on to capture feedback directly from the applicant.

  1. Log in to Alto
  2. Click Tools on the main toolbar
  3. In the dropdown menu, click Templates and admin
  4. On the side menu, under System Tools, click PropertyFile
  5. Click the pen icon to open your microsite configuration
  6. The PropertyFile Dashboard will open. Click Manage Modules on the side menu
  7. Switch Viewing Feedback to On
  8. Click Save
  9. Click Confirm

Viewing the Feedback Configuration page

The configuration page will be set up with predefined defaults. This means that when the Viewing Feedback module is switched On, feedback requests will be sent out automatically.

 Note

When the feedback is received, this isn't automatically shared with the owner

  1. Click Tools on the main toolbar
  2. In the dropdown menu, click Templates and admin
  3. On the side menu, under System Tools, click PropertyFile
  4. On Alto PropertyFile Administration, click the number below your Branches
  5. On the Summary tab, you will see a list of your branches which are in the
    PropertyFile domain. Click edit against the branch, the screen below will
    display:

viewing feedback configuration.png

Automated email switched on

Emails will be sent to applicants when the setting - “Automatically email applicants
for feedback 30 mins after a viewing” is set to true.

  • Feedback requests will only be sent out for viewings that have been
    confirmed with an owner
  • All applicants attending the viewing will receive a request for feedback;
    providing they have a valid email address
  • Once feedback is received from an applicant, the feedback request is closed

Details of the feedback request will be shown in the following locations:

  • Property Timeline
  • Applicant Timeline
  • "Get Applicant Feedback" task
  • Tasks widget: Viewing tab
  • Viewing card

applicant_timeline.png

Viewing_card.png

Requesting feedback (customer view)

When feedback has been requested, the applicant will receive an email asking them
to click on a link which will open the form below:

feedback_form.png

Applicants with access to PropertyFile can view their submitted feedback via the Applicant Portal. You will be able to view the feedback in Alto.

Viewing Feedback In Alto

When the customer has submitted Viewing Feedback, it will be reflected in the
following locations:

  • Applicant Timeline
  • Property Timeline
  • 'Get Feedback from Applicant' and 'Relay Feedback to Vendor' tasks
  • Tasks widget
  • Viewing card

2020.23.png

2020.23_2.png

Automatically copy feedback to the owner(s)

If the setting: Automatically copy feedback received via the Portal is set to true, then feedback received will be automatically copied to the “Feedback for the Owner” field. Owners with access to Vendor / Landlord portal will be able to view the feedback entered in the “Feedback for the Owner” field.

Alternatively, you can click on the >> to copy the text from the “Applicant Feedback” field to the “Feedback for the Owner” field, where it is not set to automate. Feedback in the "Feedback to Owner" field will be shared with the vendor / landlord automatically if they have been invited to PropertyFile.

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