The Vault app is the perfect way to record your open home attendees or private viewings. This ensures you capture your inspection data for vendor reporting and further use.
Contents:
- Check In Attendees Process (Manual Check-in)
- Creating a Scheduled Viewing - Add a private viewing for a property inspection
- Check in Scheduled Viewing Process
- Adding Open Homes - Add an upcoming Open Home date/time against a listing
- Kiosk Mode & QR Code Check-in Process - Attendees can check themselves in using this function
- Processing enquries in the Holding Area - Add enquries and buyer check-ins directly from the app
- Setting up Automatic Message - Set an automated SMS or email for check-ins
Check In Attendees Process (Manual Check-in)
1. Navigate to a property
2. Tap Check In & Add Feedback > Check-In Attendees
3. Once here we are then able to capture the attendee's details, add owner feedback, and further buyer information
4. Click Save to check in the attendee
If you would like to utilise the automatic SMS/Email function, please ensure this is set before checking in attendees by following the steps provided under Setting up Automatic Message
Creating a Scheduled Viewing
You can schedule a viewing via the calendar widget, by following the below steps.
1. Navigate to the Dashboard
2. Tap on the plus (+) symbol above the calendar widget > tap Scheduled Viewing tab
3. You are then able to toggle if the viewing has been confirmed, set the start and end date/time, attach a new or existing contact to the viewing, search for the property being viewed, and also have the option to share the scheduled viewing with other users
4. Once completed, you can tap Save to add the scheduled viewing
You can also create a scheduled viewing from within the property > tap Check In & Add Feedback > Tap the three dots in the top right-hand corner > Scheduled viewings.
Check In Scheduled Viewing Process
1. Navigate to a property
2. Tap into the Calendar
3. Tap into the scheduled viewing attendee > Check In / Add Feedback
4. Once here we are then able to modify the attendee's details, add owner feedback, and further buyer information
5. Click Save to check in the attendee
Adding Open Homes
We can add further open inspection dates/times via the Open Homes widget. This can be done by following the below steps:
1. Navigate to the Dashboard
2. Tap on the plus (+) symbol above the Open Home widget
2. You are then able to search and select the property address, set the start time/duration, update the primary agent, and add secondary agents for the open home to appear in their calendars and also have the option to toggle to add the open home to your phone calendar
3. Once completed, tap Save to add the open home
You can also edit or delete an existing Open Home, by tapping on the edit (Pencil) symbol next to the Open Home showing in the widget.
Kiosk Mode & QR Code Check-in Process
We provide the option to set up Kiosk Mode or produce a QR Code for a contactless check-in process. This can be done via the below steps:
Kiosk Mode Check-in
1. Tap into the property that you are conducting the open home for
2. Select Kiosk Mode
3. This will then place the device in Kiosk Mode, to which the open home attendees may check themselves in by following the steps provided
You can also place your device in kiosk mode from within the property > tap Check In & Add Feedback > Tap the three dots in the top right-hand corner > Kiosk mode.
TIP: We recommend locking your device so attendees cannot navigate within it. This can be done by activating Guided Access, as shown in the below steps.
1. Open your settings app (for your device, not within the Vault app)
2. Search for "Guided Access" and tap to open
3. Toggle the Guide Access tickbox on
4. Now that guided access is active you do not need to repeat steps 1-4 for future kiosk mode usage
5. Open the Vault app and navigate to the kiosk mode as per the above process
6. Triple press your home button and follow the prompts to activate guided access and triple press your home button once more to turn off Guided Access
QR Code Check-in
1. Tap into the property that you are conducting the open home for
2. Tap Check In & Add Feedback
3. Tap the three dots in the top right-hand corner > Show QR code
4. This will then bring up the QR Code for the property, to which the open home attendees may check themselves in by scanning the QR Code and providing their details
Alternatively, you can print a QR Code from the web version of Vault, by navigating into the listing > Selecting the Other or Open Homes tab > Print QR Check-In. This does not need to be printed for each open home, as the same QR Code can be used for the entire listing campaign.
QR Code check-ins do not scan for duplicate contacts. These check-ins will be added to your enquiry/holding area and must be processed before they appear in your database/the owner feedback report. If you have enabled the automatic SMS or Email message to be sent this will not apply to QR Code registrations until the check-in has been processed.
Processing enquries in the Holding Area
Once a contact has been checked in via the QR code, you can process their check-in from the Holding Area widget. This can be done by following the below steps:
1. Navigate into the Holding Area widget on your Dashboard or if you are currently in the property, tap Website Enquiries / Holding Area
2. Tap into the client record > tap Check In / Add Feedback
3. Once here, you can check for potential duplicates and add further details if required
4. When completed, tap Save to process the enquiry - This will then populate the enquiry/contact against the listing
You can click on Process Enquiry to automatically process the enquiry without checking for potential duplicates/adding further details or you can choose to Ignore Enquiry to remove the enquiry altogether.
Setting up Automatic Message
You can set up an automatic SMS or Email to be sent to the inspection attendee at the time they are checked in. This can be set up by following the below steps:
1. Navigate into the property
2. Tap Check In & Add Feedback > Tap into the speech bubble > Set automatic message
3. You will then have the option to select the automatic dropdown to enable an Automatic SMS or Email. Once selected you are then able to create a new response in the message section or select an existing SMS or Email template to apply
Once set up, the applied (SMS or Email) template will become the default for ALL open inspections conducted on the device moving forward - Template merge fields are therefore recommended. The configuration can be modified or deactivated at any time.
4. Once you are happy with your automatic response, you can toggle to send through MRI Vault CRM or leave it untoggled to send via your mobile device.
5. Once set, tap Save to complete the set-up
If sending an SMS response via MRI Vault CRM is toggled, each SMS/TXT sent will incur a charge.