- Activity schedules allow you to create a list of common tasks such as follow-up calls, emails, letters, SMS, e-newsletters etc that need to be completed after a trigger. These can be assigned to both properties and/or contacts.
- For example when a property is changed from 'Appraisal' to 'Listing' you can apply an activity schedule with all the tasks that need to be completed. The schedule can have tasks assigned to multiple people for example in a 'New Listing' schedule you may have certain tasks assigned to an administrator such as organise photographer, notify tenants and other tasks assigned to the listing agent of the property such as organise inspection times with owner.
- Or perhaps you have met a new prospective vendor that you have set up as a contact and would like to have a series of follow-up reminders activated. For example, a 4 x weekly follow up calls. This can be set up as an Activity Schedule template which then gets applied to any prospect that meets this criteria.
- You can even create generic schedules with tasks you would like to complete in a specified time frame that do not necessarily apply to a specific contact or property. For example a Spring Prospecting Campaign. This schedule will have a list of tasks you would like to be reminded of in your task list during this campaign e.g. 1, 2 and 3 months after start date send Spring Newsletter, call Hot Prospects at week 1, 6 and 12 etc.
- When a schedule is applied you can specify a start or due date. All tasks in the template will generate based on this date e.g. 1 week after, 1 month before etc
- You can link SMS, Email, Letter and E-Newsletter templates to specific tasks to be generated straight from your to do list saving you time and increasing your productivity.
1. Click Tasks on the Main Menu
2. Click the Quick Add icon on the Task panel and select View/Edit Activity Schedules
3. Click the Add Activity Schedule button to create a new template or select an existing template to edit
4. The Create Activity Schedule window will appear;
- Give the template a Name
- Select the template access from the drop-down menu
- Click Save to proceed to the next step
5. Click Add Task to start building your template
6. Enter in the task details and click Save or Save & Add file
*Note: There are two types of Responsible Roles you can choose from when setting up your template. The roles of a staff member from their staff card e.g. Admin
Or the roles relating to how that staff member is assigned to a property card e.g. Selling Agent. The property agent roles should only be used for templates that will have a property attached to the activity schedule.
This allows the responsible staff member of the task to be drawn from the contact or property you are applying the schedule to rather then only allowing one responsible staff member per template.
7. Repeat steps 4 and 5 till all tasks for the schedule have been added then click Save to finish. To reorder tasks within the schedule adjust the Task Start and Task Due fields.
The off market date is the date the listing status is changed from Available to under contract / sold / leased / withdrawn, etc
8. The new template will now be available in the Select Schedule drop-down menu when you Apply an activity schedule to a contact or property