Property workflow and Keyflo - Overview

Alto's property workflow helps you manage properties through the lifecycle of a transaction - from appraisal through to completion/let agreed, as part of one optimised page.

There are 2 core components of our property workflow - property workflow itself which is what you as the agent will use and Keyflo, which is the client facing portal where they can be kept informed of their transaction as well as complete 'owner tasks' that you've sent them from within property workflow.

Property workflow

Property workflow is integrated for free into Alto on the web, as well as Alto on mobile.

On any given property, you'll be kept in the loop of what action is next to take in order to progress it based on its status and what tasks have already been completed. It will also signpost where in Alto you need to go in order to do it, broken down across a series of tabs:

• Pre-appraisal - i.e. add a new property, book a market appraisal appointment and prepare for an appraisal by generating a Property valuation report
• Post-appraisal - i.e. write up and share the post-appraisal with the owner, send terms of business to the owner, instruct the property, conduct Thirdfort ID, AML & Proof of Ownership checks for owners & buyers and send automatic conveyancer quotes
• Pre-marketing - i.e. add/edit property details by sending a property questionnaire, add/edit media, add/edit pricing details, add/edit a summary description and key points, add/edit long descriptions, add/edit the energy efficiency rating, set a property's mapping location, and get listing approval from the owner
• Marketing - i.e. making a property 'Available', uploading a property to the internet

Web

With Alto on the web, properties will have a Prepare Property banner at the top of the page if they are at any of the following status: Appraisal, Instructed, Available, Let (Marketing), Withdrawn, Suspended.

If you click Order, E-Sign, Manage, Upload, Edit or Review and publish below the relevant task, you'll open up the property workflow and land on the relevant tab.

Mobile

With Alto on mobile, the My properties tab on the home page lets you search your property records and view their details wherever you are. If you tap View on a property, you'll open up the property workflow and land on the relevant tab.

Keyflo

Keyflo is a portal your contacts (clients) can use to help keep them informed of their transaction.

It allows you as the agent to send tasks, notifications and milestone updates to your contacts, digitalising their processes to be fully integrated with Alto. This should make the pre/post-appraisal, pre/marketing and progression phases of a transaction smoother for your contacts, whilst reducing the administration work for you.

Keyflo pulls through your brand logo on the right hand side of all the tabs, and displays the main photo of the property along the top. 

Your contacts (clients) can switch between the Contact, Property, Viewings and Offers tabs:

• Contact outlines the negotiators details and the branch name and contact details
• Property outlines any tasks the owner has been sent to complete for that property
• Viewings outlines all the confirmed viewings that are booked in for the owners property, and they can see who the applicants are and the time/date of the appointment. Any changes/cancellations appear in real-time too. They can also read any viewing feedback that's been received from the applicants if you choose to share it
• Offers outlines the details of any accepted offers on the property

Enabling Keyflo modules

Certain Keyflo functionality must be enabled and configured within your Keyflo settings before it becomes available to your contacts (clients).

For guidance on enabling or configuring individual modules, please refer to the other Articles in this section (accessed on the right hand side).

'Owner tasks'

There are currently 5 'owner tasks' we've introduced to Keyflo:

• Terms of business - with E-Sign, send your terms of business electronically and have it signed by all the owners
• Owner ID checks - with Thirdfort, owners complete automated ID verification, anti-money laundering, and proof of ownership checks
• Automatic conveyancer quotes - automatically send quotes from the recommended conveyancers in your panel to the owners
• Property questionnaire - gather National Trading Standards material information about the property from the owners
• Owner listing approval - review a portal-like version of the listing and share it with the owners to get their approval and any feedback

Registering your contacts (clients) with Keyflo

Your contacts (clients) can register with Keyflo once you've sent them an 'owner task' as listed above.

Within the property workflow, if you click Details below or alongside an 'owner task', you can choose which owner (and phone number/email address) to send the task to, and then click Send/Send task to share it with them. 

As a prerequisite, Alto will send the owner (the primary contact) an email with a secure link to register for Keyflo, as well as including details about the task they have to complete. 

Once the owner clicks Register in their email, they'll need to confirm their email address before selecting Register once more. They'll then receive another email containing a magic link (valid for 15 minutes) which they can use to Login and access their Keyflo account.

Any 'owner tasks' you've sent will then be displayed on the Property tab.
 

Keyflo FAQs