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You are here: Home / Modules / Calendar / Appointments (Calendar) / Appointment follow-up task / Use property feedback
Calendar
Use property feedback
In order to use the automatic property feedback (earlier appointment follow-up task), some settings must have been set.
In addition, for automatic property feedback, a property, at least one contact and one user must be linked in the appointment.
The automatic property feedback sends an email to the contacts linked in the appointment. The prospect opens the feedback form via the email and sends it. The users from the appointment will receive an email with the rating.
The dispatch of emails, the evaluation and the result etc. are entered in the activities and agent’s logs and can be used accordingly for statistical evaluations (topic under statistics toolkit and property / contact statistics).
The automatic feedback is sent for active appointments and therein to all participants who have ‘not canceled’ and for whom the appointment follow-up is set to “Active”. The email is sent at the end of the appointment plus the offset in hours. Depending on the appointment type, the profile defined for it in the basic settings is sent for this purpose. With the multilingual module, the texts of the profiles can be maintained in multiple languages in order to be able to reach prospects speaking foreign languages.
In the following tabs the individual areas are explained in detail.
Please remember, every time you change the appointment type, the configuration specified in the basic settings is always entered for the automatic property feedback.
Automatic property feedback
Profiles have been created for certain appointment types in the basic settings and automatic follow-up task has been activated for them. No automatic property feedback is possible for recurring appointments .
As soon as a contact has been assigned in the appointment pop-up, the column for the follow-up status appears in the list of contacts with the status “Active”. This is set automatically for all contacts.
So all contacts will receive the email after the appointment, unless one of the invited prospects has cancelled. In the basic settings , you can also restrict this to the contacts that have confirmed the appointment.
Customize automatic property feedback
As long as the email has not yet been sent, you can deactivate the automatic property feedback in the corresponding appointment pop-up or change the offset for sending.
Additionally, you can changethe follow-up status in the appointment pop-up. If the follow-up email is to be sent directly at the end of the appointment, please enter 0 as the offset.
Example
You have a house viewing appointment and the automatic appointment follow-up is active for this appointment, but one of the prospect gives you direct feedback on the property. To deactivate the follow-up for this prospect, open the appointment in question in your onOffice enterprise edition and set the follow-up for this participant in the participant list from active to inactive. Now this prospective customer does not receive a renewed inquiry by email.
However, this is only possible in this form if you have set an offset for sending in the basic settings of property feedback for the corresponding profile. If this is empty or filled with 0, the follow-up is sent directly after the appointment and can only be stopped during the appointment.
Manual follow-up
The automatic property feedback is only possible for the appointment types for which there is a configuration in the basic settings. For all others, the checkbox is inactive.
For manual property feedback, you can send an email with the macro _Immofeedback(Profil:x) to individual participants.
The follow-up email contains a link (valid for 14 days) to the appointment evaluation page.
The texts and options therein can be adjusted via the basic settings .
After submitting, the prospect is redirected to your website. The entered information is stored in the activities of the contact/property and sent as an email to all users who were entered in the appointment.
Activity entries are created for follow-up processing, which you can use for statistics (topics: statistics module and property / contact statistics) or for confirmation to the owner.
- The sending of the email with the evaluation link is entered in the activities of the contact and in the property agent’s log as “email/outbox” with the action feature “appointment follow-up task”.
- A positive sent appointment evaluation is used in activities of the contact and in the property agent’s log as type of action: Appointment follow-up, kind of action: Feedback visit, activity feature: House viewing-positive registered. At the same time, the advisory level is set to “C – in intensive discussion”.
- A negative sent deadline valuation is used in activities of the contact and in the property agent’s log as an type of action: Appointment follow-up, kind of action: Feedback visit, activity feature: Inspection-negative registered. At the same time the advisory level is set to “G – Rejection”. If a reason for rejection is given, this will also be entered.
- If the purchase price option is active, a specified price is entered in the remark of the activity of the contact and in the agent’s log of the property and additionally the action feature “purchase price offer” is set.
- If a remark has been entered, it will be entered in the remark of the activity of the contact and in the property agent’s log.
- The sending of the evaluation to the appointment users is entered in the activities of the contact and in the agent’s log of the property as a simple email / outbox.
