A contact can be assigned to as many of Agentbox's contact categories e.g. Vendor, Buyer, Tenant, Landlord as required. These contact classes can be automatically assigned based on rules or manually assigned when creating/editing contacts.
Master Users can customise some of these rules in the System Configuration Options e.g. when creating a new contact via an OFI you can edit what contact class is assigned to them.
In this tutorial, we will look at the automatic categories assigned to contacts based on their relationships with a property.
*Note: The system will assign the new categories outlined below to a contact when a property status they are assigned to is changed. It will not, however, remove their previously assigned categories. This will need to be updated manually as they still could fall into the original classes too.
Life Cycle of a Vendor/Owner
Life Cycle of a Landlord
Prospect Property
Contact Assigned as Owner or Absentee Owner.
Convert Prospect Propertyto Appraisal
On the property card, the Owner or Absentee Owner is automatically assigned as the Prospective Vendor (Sale Listing).
On the contact record, they will remain as an Owner or Absentee Owner but also be assigned the new contact class Prospective Vendor automatically.
Convert Appraisal to Listing
On the property card, the Prospective Vendor (Sale Listing) is automatically assigned as the Vendor.
On the contact record, they will remain as a Prospective Vendor or Prospective Landlord but also be assigned the new contact class Vendor or Landlord automatically.
Mark Sale Listing as Settled
On the listing card, the Vendor remains as the Vendor for that sale.
On the contact record, they will remain as a Vendor and also be assigned the new contact class Past Owner automatically.
On the Prospect record, they will automatically be updated as the Past Owner
Prospect Property
Contact Assigned as Owner or Absentee Owner.
Convert Prospect Property to Appraisal
On the property card, the Owner or Absentee Owner is automatically Prospective Landlord (Lease Listing).
On the contact record, they will remain as an Owner or Absentee Owner but also be assigned the new contact class Prospective Landlord automatically.
Convert Appraisal to Listing
On the property card, the Prospective Landlord (Lease Listing) is automatically assigned as the Landlord.
On the contact record, they will remain as a Prospective Landlord but also be assigned the new contact class Landlord automatically.
Mark Lease Listing as Leased
On the listing card, the Landlord remains assigned as the Landlord.
On the contact record, they will remain as a Landlord.
On the Prospect Record - The Landlord will remain as the Absentee Owner.
Life Cycle of a Buyer
Life Cycle of a Tenant
On Market Listing
Any contact created via a logged inspection attendee, enquiry or offer will be assigned with the contact class Prospective Buyer (Or, what has been alternatively customised in System Configuration by a Master User for your office).
Mark Listing Under Contract/Unconditional
On the listing card, the Prospective Buyer assigned in the Offers and Contracts tab will be assigned to the listing as the Buyer
On the contact record, they will remain as their previous category e.g. Prospective Buyer but also be assigned the new contact class Buyer automatically.
Mark Listing Settled
On the listing card, the Buyer remains as the Buyer for that sale.
On the contact record, they will remain as a Buyer and also be assigned the new contact class Owner automatically.
On the Prospect record, they will automatically be updated as the new Owner
On Market Listing
Any contact created via a logged inspection attendee or enquiry will be assigned with the contact class Prospective Tenant (or whatever has been customised in System Config by a master user for that office).
Mark Listing Leased
On the listing card, the Property Manager will need to assign a Tenant in the Agents and Contacts tab.
On the contact record, they will remain as a Prospective Tenant but also be assigned the new contact class Tenant automatically.
On the Prospect record they will automatically be updated as the current Tenant
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