Contact Ownership

A combination of system configuration settings, permissions and how agents are assigned to individual contacts affects how data is shared. 

Hit Permissions to view Key Staff Access Permissions - Contacts.

Assigning Agents to a Contact

• Each contact can have ONE primary owner. Contacts can have multiple staff assigned who can view and edit the contact, however, you can specify one of those assigned staff as the primary owner for marketing purposes. e.g. when generating a target list for your weekly newsletter, you may filter your contacts by 'primary owner' only and send an e-newsletter to only those of your contacts for which you are the primary owner. This will prevent multiple agents targeting the same contacts with the same information.
• Contacts do not need to have a primary owner (e.g. Some agencies have a rule that no one owns a buyer. Buyer contacts may then be added to the database with multiple Full Access Agents assigned to the contact but no primary owner until the time that an agent pursues that relationship further e.g. conducts an appraisal for them).
• An E-Newsletters can be sent out to the whole office database as sent from Primary Owner. This allows admin/marketing to send one e-newsletter to the whole office database once however, the email will look as though it has been sent to each contact from whomever the primary agent is attached to each contact. In the event that no primary owner is assigned the email will be sent from either the office or a specified agent.
• Only those with access to ‘Edit Contact Ownership’ can change the ‘Primary Owner’ of a contact for which they have Edit access. A Contact's current "Primary Owner" can re-assign ownership without this permission.

• Multiple Agents can be assigned with full access to a contact. Full Access agents have complete view and edit capabilities to the contact based on their staff access permissions on their staff card. 

• If an agent is assigned with View Only access to a contact they can view the contacts basic information and assign their contact to their listings via OFI feedback or as enquiries, however, are not able to add/edit contact information.

System Configuration (Advanced)

• When creating new contacts in the system via add a contact you can specify in the Advanced System Configuration options if the Agent adding the contact will receive Primary Ownership or Full Access to the contact.
• When creating contacts via OFI feedback and property enquiries you can customise in the Advanced System Configuration options if the listing agent of the property will be assigned with Primary Ownership or Full Access to the contact.
• When adding existing contacts to a property as OFI feedback or property enquiries you can customise in the Advanced System Configuration options if the listing agent of the property will be assigned with Full Access or View Only Access to the existing contact.