Prospect Customer Relationship Management

• Jun 2015
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For those property managers who want to track and manage an unlimited number of prospects from within PropertyBoss, the Prospect CRM (customer relationship management) tool provides the power they need. Unlike other prospect tracking applications that don’t integrate with the manager’s property software management application, the PropertyBoss Prospect CRM is completely integrated and provides power features such as the ability to manage and track the collection of fees, define statuses for each prospect, track the source of the prospect, define and send an unlimited number of follow-up letters and communications and move the prospect in as a tenant with just a few clicks.

The Prospect Navigator is organized by tabs to enable you to manage your prospects and prospect activities at-a-glance. The Prospects tab offers ad-hoc prospect listings using the Merlin wizard, logged activities, contacts, and current property/unit availability. A separate Scheduled tab organizes all prospect tracking activities, and the Merlin wizard included within the tab provides extensive ad-hoc query and reporting capabilities. A separate Setup option is provided to simplify the setup of Prospect Tracking.

The Prospect Notebook manages (for each prospect) multiple contacts, customized interview questions, units shown, and units held, a transaction register, and an activity log of scheduled and competed activities with comments. The customized interview questions are organized by tab and can be queried in the Prospect Tracking navigator.

Prospect details are managed from Prospect on the Navigator. In this window, the prospect information is added using Name or Company (File As), Type, Source and Agent. These are the required fields; all other prospect information is optional and is not required to create a new prospect. There are also fields to track various dates (visited, needed and pre-leased). The other prospect related details and your interview questions are grouped by tab in the notebook. These are modified in the Setup Preferences section under PropertyProspect.

In addition to the tabs defined in the Interview Questions Setup are Contacts, Media, Units Shown/Held, Register, Activity and Screening:

Contacts – provides unlimited contacts for a particular prospect. Each contact is defined with a contact type and one is marked as the primary contact for the prospect.
Media – provides an area to attach various forms of media (images, .pdfs, etc.).
Units Shown/Held – provides the capability to track what units that are being shown and the ability to hold a particular unit for a prospect.
Register – provides the ability to log transactions against a prospect. Security deposits, wait list fees etc. can be collected and tracked for the prospect and automatically transferred to the lease register with a new lease that you can create using a Prospect Activity.
Activity – lists all activities logged for a particular prospect; this potentially starts from the initial contact and continues through the prospect becoming a resident. This feature is particularly helpful in tracking and documenting that a particular process is followed with each prospect/applicant.
Screening – PropertyBoss integrates with third party screening capabilities through Online Rental Exchange. Please contact your Account Specialist for more information.

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