Once you've set a property's mapping location, you'll need to add further information to the property record in preparation for it going on the market.
The simplest way of doing so initially is by using our new property workflow, which helps you manage properties through the lifecycle of a transaction.
The eighth and final step focuses on getting listing approval from the owner. This can be done in 2 parts:
- You can review the listing content using our Listing Review page. This page identifies any errors preventing the property from being uploaded and published, and also acts as a preview of what the property listing will look like on the portals
- You can then share a portal-like version of the listing with the owner to get their approval and any feedback on the listing content
After the Mapping has been set, the eighth and final step involved in Pre-marketing of the property is to get listing approval from the owner.
Reviewing the listing content
As part of our new property workflow, the Owner listing approval 'owner task' lets you review a portal-like version of the listing and share it with the owner to get their approval and any feedback on the listing content.
- Click Properties on the main navigation bar
-
Select the relevant property from Recent & Favourite Properties
- Alternatively, find the property using the Search Properties bar in the top right
-
Properties at any of the following status (Instructed, Available, Let (Marketing), Withdrawn, Suspended) will have a Prepare Property banner at the top of the page.
Click Manage below Owner listing approval to open up the property workflow and land on the Pre-marketing tab -
Below Owner listing approval, click Latest version to
review a portal-like version of the listing and its content
using
our Listing Review page
Owner listing approval
- Once you're happy with the listing, if you click Details alongside this 'owner task', you can choose which owner (and email) to send the task to, and then click Send task to share it with them
Note
At this point, the option to Sign off/skip appears as well as Resend task.
You might choose skip to keep on top of your client task list in situations where you're gaining approval another way. By skipping, it'll:
- mark the task as Skipped
- remove it from the list of properties awaiting client action on the Client activity notification page
- remove it from the contacts (clients) Tasks list in Keyflo
Equally, you might choose Resend if you want to transfer the task from one owner to another, i.e. if owner 1 is sent the listing approval but doesn't action it, you can then resend it to owner 2.
This is the 5th 'owner task' that is sent (via Keyflo) to be completed. As a prerequisite, Alto will send the owner an email with a secure link to register for Keyflo if they aren't already, as well as an email to notify them they have a task to complete.
Once the owner is registered/logged in, they'll be prompted about an Approve listing task they have - upon selecting Start, they can view the Listing preview which is a portal-like version of the listing containing all the content that will be published to portals.
Once they've reviewed the listing content, they can select
Yes or No as to whether they
approve
the listing information, confirming that it's a true and accurate
representation of the property.
(If the owner does select No, they can submit feedback
as
to why they don't approve the listing content)
Once the owner has submitted their approval choice, back in Alto,
if you are the assigned negotiator, you'll be notified the task
has
been actioned (or feedback received) within the Timeline,
and via a Client activity notification.
Selecting the Client activity notification will take you to the Client activity page. Here you'll be able to see which properties you've sent requests for, the status of each request, and you can click Review to check the approval status.
To finish, it opens up our new property workflow on the Pre-marketing tab where you can see the version of the listing that was signed off (even if you make other amends later), as well as the time and date stamp for when this 'owner task' was Sent and Completed.
It's worth noting that if the owner didn't approve the listing content, from here you can make the required amendments and click Resend task to send it back to them.
With all the Pre-marketing of the property complete and the listing approved to be published to portals, you'll now want to move on to making the property available.
FAQs
- When you send the brochure via Keyflo, how do you send it to multiple email addresses?
This 'owner task' doesn’t currently support multiple people reviewing simultaneously. However, you can send it to Owner 1, get their approval, then reopen and resend the task to Owner 2.
- When getting listing approval from the owner, if they aren’t happy with it, what happens next?
Your contacts (clients) can opt to not approve the listing and leave comments in a text box. You'll then receive an alert via Alto's notifications where you can then address the feedback and resend the listing back for approval.
There's also the alternate option of manually sending a copy of the draft particulars to the owner (vendor or landlord) for their signed approval, and then recording it.
Sending draft details for approval
- Click Properties on the main navigation bar
-
Select the relevant property from
Recent & Favourite Properties
- Alternatively, find the property using the Search Properties bar in the top right
- Click Actions
-
In the dropdown menu, either:
- Click Details to Vendor (Draft) if you are doing this for a sales property, or,
- Click Details to Landlord (Draft) if you are doing this for a rental property
- The Draft Details To Owner window opens. Alto will default to sending a copy of the brochure(s) via E-Mail but you can choose to Print/Post it instead of, or as well as, emailing
- Search for and select additional recipients in the Add a Recipient search bar, if required
- Amend the accompanying E-Mail message, if required (and/or the Print/Post Covering Letter)
- Click OK
A copy of the draft particulars that were produced/sent is saved on the property's Timeline and the owners Timeline.
Note
If your agency has more than one branch office and each office has a different default brochure, it's advisable that you send the particulars for approval from the office responsible for that property. This ensures that the correct brochure is issued. Alternatively, you can set the specific template to be used in Brochure Setup, accessed via Docs on the property record
Recording approval of draft details
To record that the owner (vendor or landlord) has given you their signed approval of the draft particulars they were sent:
- Click Properties on the main navigation bar
-
Select the relevant property from
Recent & Favourite Properties
- Alternatively, find the property using the Search Properties bar in the top right
- Click Actions
-
In the dropdown menu, either:
- Click Details Approved by Vendor if you are doing this for a sales property, or,
- Click Details Approved by Landlord if you are doing this for a rental property
- The Details Approved window opens. Type in any relevant Notes
- Click OK
A new entry appears on the property's Timeline and the owners Timeline, as a record of the owners approval of the draft particulars.