Contacts

Search, create and keep contact records up to date, merge duplicates, write by email and answer GDPR requests.

Menu, Customer relations group, Contacts section. The administrator, the manager and the agent see all the agency's contacts: there is no “my contacts” filter.

Finding a contact

• Search: last name, first name, company name, email, phone or town, ignoring accents and capitals. A partial number is enough: “0470 12” finds 0470123456.
• Roles: Owner, Prospective buyer, Prospective tenant, Service provider, Referrer. A contact is listed if it has at least one of the chosen roles.
• Sort: By name (default) or Most recent (last modified first).

The list shows 50 contacts per page. Clicking a line opens the record. The filters stay in the page address: a shared link shows the same list.

Creating a contact

1. Click New contact.
2. Choose the Type: Individual or Company, and the contact's Language.
3. Fill in at least the Last name. For a company, the Company name is also required.
4. Tick their Roles, then complete what you know: Email address, Phone, address, Source. For an individual: Date of birth, Marital status (and Matrimonial regime if “Married”), Place of birth, Identity card number.
5. Click Create the contact.

The message “Contact created.” is shown and the record opens.

A contact's record

Identity and contact details

Edit the fields, then click Save (the button becomes active as soon as a field changes). Message: “Contact saved.”

Saving only refuses new problems: a record that is already incomplete can be corrected field by field, without having to fill everything in at once.

Notes

Write in New note (5,000 characters at most), then click Add the note. Each note keeps its date, time and author.

Consents

1. Open Record a consent.
2. Choose the Purpose: Being contacted about other properties, Receiving the newsletter or Sharing with partners (notary, bank…).
3. State Given or Refused or withdrawn.
4. Fill in How it was collected (required).
5. Click Record a consent.

The record shows the latest status of each purpose. Nothing is overwritten: the full history is kept.

Relationships between contacts

1. Open Add a relationship.
2. In With, type at least 2 characters and choose the contact.
3. Choose the Kind of relationship: Spouse, Co-owner, Representative or Other relationship.
4. Click Add a relationship.

Remove the relationship deletes it.

Document vault

The person's documents: identity, proof of address… The files are never public.

1. Choose the Document type: Identity document, Proof of address or Other document.
2. Click Add a document.
3. On the card created, click Upload a file, and if needed enter Valid until.

History

The last 200 events on the record (creation, edits, notes, relationships, consents, merge, export, objection, mandate opened), with their date and author.

Opening a mandate

Open a mandate, at the top of the record, creates a sale mandate as a draft with this contact as the seller, then opens it. See Creating a mandate.

Writing to the contact by email

The Email exchanges block, under the record, shows the emails sent from the application and those received in the agents' connected mailboxes, linked by the contact's address. The whole team sees them.

1. Click Write.
2. Choose a Template if you wish: it fills in the first name, last name, your name and the agency's name.
3. Fill in Subject and Message.
4. Click Send.

• The message is sent from your own mailbox. Message: “Message being sent from your address.”
• Without a connected mailbox, the Connect your mailbox to write from here link leads to Connections (see Calendar and connections).
• A contact without an email address shows “This contact has no email address.”
• A failed sending carries the “Failed” badge.

Merging two duplicates

1. In the list, tick exactly two contacts.
2. Click Merge the two selected contacts.
3. Check which contact is the “Kept contact” and which is “Merged and deleted”. Swap exchanges the two.
4. For each piece of information filled in differently on the two sides, choose the value to keep.
5. Tick I understand that merging is permanent.
6. Click Merge.

What happens next:

• a field empty on one side takes the value of the other; the roles are added together; an objection to prospecting applies to both;
• civil identity (birth, marital status, regime, identity card) is not offered as a choice: the kept contact keeps its own and only completes what it lacks;
• the notes, consents, relationships, history and links to mandates move to the kept contact;
• the other record is deleted. The merge cannot be undone.

Personal data (GDPR)

The record's Personal data (GDPR) block answers the person's requests.