To add a new sales property record, please follow the steps listed below:
Go to Sales properties > Add property
A blank property record is displayed
Review the tabs across the top of the record. Each tab contains information relating to different aspects of the property
Complete the relevant fields in each tab
Select Submit to create the property record
Note: Once the property has been created, users can revisit the record at any point to make changes.
The details entered for a property can also be used to populate third-party sites (such as Rightmove and OnTheMarket). Therefore, it is recommended to populate these tabs with as much information as possible if marketing the property through SME Professional. It is also very important to ensure that this information is accurate.
The fields within the property record are mostly self-explanatory, however, we have outlined some brief guidelines on some of the key fields below for reference.
Property address tab
Management Type: As this is a sales property, the management type should be set as Estate agency.
Property Status: This field is useful for tracking the property's stage in the sales process.
Secondary status: This field is used for reference and provides further details as to where the property is within a particular stage of the sales process (ie If the Property status is set as Enquiry, the Secondary status can be set to Suspect, Won, Lost etc..)
Internal reference: This field can be used when migrating data from another property management system and an existing property reference number needs to be retained.
Address
Flat Number: If applicable, enter the property flat number. We recommend entering it as 'Flat 1' or 'Flat 3F2'.
Street number/house name: Enter the unique number or name associated with the property.
Street: Set the road on which this property is situated.
Location/Area: Please select the appropriate location and area for the property (Note, a location is defined as the town, city or village the property resides in, and the area is a specific area or suburb within the chosen Location)
Postcode: Enter the postcode for the property.
Keys
Key fob reference: If individual fob references are used, enter this reference code here.
Key hook number: If relevant, please set the key hook number for the property. The key hooks have been colour-coded as follows:
Green = available hooks (Assigned to no property)
Red = hooks that are currently assigned to a live property
Amber = hooks assigned to past properties, but are free to be assigned to a live property
Registration fee: Enter the fee charged to the owner to register their property with the agency.
Sales fee: Enter the fee to be charged to the owner upon the sale of their property.
Details tab
System Reference: This will automatically be populated in the format of P123, where “P” stands for Property, and the numbers are allocated consecutively by the order the properties are added into the system. Please do not enter anything into this section.
Property information: Complete as many of these fields as possible. This will help with marketing the property at a later stage as some of this information will feed to advertising portals (ie Accommodation type, Pricing/qualifier, Sale price, No. of bedrooms, etc). For more information on getting properties ready for marketing, please click here.
Featured on company website: This will flag the property as a 'Featured property' on the company website, if the website has this functionality.
Tenure: Select the type of Tenure, eg Leasehold or Freehold.
Tenanted details: If the property is currently tenanted or is an investment property, users can populate these fields with the current tenancy information for reference.
Virtual tour URL 1/2: For marketing only. Users can add up to 2 virtual tour videos per property.
Features tab
Rooms section
Work through each room's dropdown and update accordingly. Note: The Total bedrooms and Total bathrooms fields will be used to populate the property portals and window cards/brochures.
The Rooms 1-6 fields and the room checkboxes available in the Additional rooms accordion are for internal reference only, but will feed through to the generate window card/brochure pages.
Features section
For property marketing, we recommend populating the Features 1-10 fields with the features to be shown on the property listing.
The feature checkboxes are for internal reference only, but will feed through to the create window card/brochure pages.
Note: A maximum of 10 features can be sent per property, but not all portals may display all 10. If not all 10 feature fields have been populated, the system will look to some of the checkbox fields to fill in any remaining features.
Additional information tab
This tab includes fields for Accessibility, Rights and restrictions, Flood and erosion risk, Coalfield/mining area, Planning permissions, Building safety issues and Mobile signal information. This information will be pulled through to marketing portals.
Description tab
Property Descriptions (For marketing only)
These fields are blank by default to allow for custom descriptions to be entered. Users can add description templates to reduce the time spent manually adding similar descriptive text across multiple properties. For more information on this functionality, please click here.
Short description: Please enter a suitable short description for the property. We recommend keeping this text to no more than 250 characters. This description will appear on the portal's search results page. Note: Not all portals may be configured to display this description.
Long description: Please enter a suitable long description for the property. This description will appear when a user clicks to view a property listing.
Window advert: Please enter a suitable window advert description for the property. We recommend keeping this text to no more than 400 characters. This description will appear on the window adverts generated for this property.
Energy Performance Indicator: Please select the appropriate EPC rating for the property. Note: All property adverts in Scotland must display the Energy Performance Rating.
Please do not enter a company telephone number, email address or website address in the fields above, as many advertising portals disallow contact details in descriptions.
Users can add description templates to reduce the time spent manually entering similar descriptive text across multiple properties. For more information on this functionality, please click here.
Website related
Website contact: If your company website is configured to display an employee's details (for example, their name and contact details) on a property listing, please select the relevant user.
Link to property on website: For most of our website customers, we offer the option to add a new "Property preview" to their website. This allows you to send a preview link to vendors and landlords of what the property advertisement will look like on the website, and can remove the need to send a brochure to owners for approval. Contact our General Support team at [email protected] if you wish to enable this.
Virtual tours
In this section, users can add up to two virtual tour links for marketing purposes. For further information on virtual tours, please click here.
Showcased property
If your company website or website display/slider is set up to list showcased properties, please tick the relevant checkbox.
Note: For franchisee clients, in order for new properties to show as premium featured, your central office marketing team must authorise an approval request
Photos tab
Photos can only be added against a property once the record has been created. For guidance on how to upload images after submitting this property, please click here.
Utilities tab
Within this tab, users can store information relating to the property's utilities, such as meter location, serial numbers and last known suppliers.
Mortgage, insurance & contacts tab
Within this tab, users can enter details of the owner's mortgage and insurance for future reference if required.
Note: Only one mortgage provider and one insurance company can be added at this point, but once the property record has been created, users will have the option to add further mortgage/insurance details.
Business sale tab
The fields in this tab can be populated when users add the property as a business sale. Details to enter include the business name, type of business, lease details etc.