Learn how the enquiry/holding area helps you manage incoming leads from property portals, office websites, and QR check-ins. Review, filter, and add enquiries to your database while avoiding duplicates.

This article covers:

• About the Enquiry/Holding Area
• Manage incoming enquiries
• Manage duplicate contacts
• Configure Enquiry/Holding Area settings

About the Enquiry/Holding Area

This facility accepts all incoming enquiries from some of the following example websites:

• realestate.com.au
• domain.com.au
• trademe.co.nz
• reiwa.com.au (WA)
• trademe.co.nz and realestate.co.nz (NZ)
• Your office website
• QR code open inspection check-ins

Manage incoming enquiries

1. Go to: Contacts > Enquiry/Holding Area
2. (Optional) You can expand and select your filter criteria
   

Filter criteria options:

• Show - Ticked by default to display all pending and unprocessed enquiries. Untick this option to view all enquiries based on a selected date range and or specific marketing contact
  
• Show Deleted - If you have ignored or processed an enquiry, you can view these enquiries by selecting this option. It also includes the ability to restore such enquiries from the right-hand side
  
• Branch - If using branches, you can select a specific branch to refine your enquiries
• Include - Sales Department and Leasing Department - You can filter by enquiries for either sales, lease or both types of properties
• Filter By Source - Enables you to filter enquiries based on their origin

3. Once you have chosen your criteria, click Refresh

This will populate all enquiries you have received and display the two options:

• Tick an enquiry > Bulk Ignore (selected enquiries) - This will let you ignore the enquiry and prevent adding the enquiry or contact to your database
• View - You can view the enquiry and contact details before adding the enquiry or contact to your database
  

You can make any changes to the contact, such as their name, contact details, categories, marketing contact, access settings, and add a requirement (based on the property they inquired about).

4. Click View

The system lets you review the enquiry and contact details before adding them.

5. Tick or untick Add Requirement
6. Click Add Enquiry

This will display a success message and let you either continue adding your remaining enquiries or go straight to the contact card for the newly added enquiry.

Automatically apply buy/rent requirements

• When adding an enquiry:
  • If the Add Requirement is ticked, the system links the requirement to the property the person enquired about
• System-generated contact notes:
  • When an enquiry is added, Vault automatically creates a note on the contact card with details such as the enquiry date, source, and message
    
• Owner Feedback integration:
  • Enquiries added through this area will appear in the Owner Feedback report under the relevant enquiry section

Manage duplicate contacts

The system will automatically check for any existing contacts during the process above.

If duplicates are found, you can:

• Ignore Duplicates... Add new Person - You can add the contact and enquiry
• Select a contact - This allows you to associate the enquiry with an existing contact
  

1. Review the contact details and make changes if required
2. Click Add Enquiry

This will show a success message and let you continue adding your remaining enquiries or go straight to the contact card of the new enquiry.

Configure Enquiry/Holding Area settings

Deactivate the Enquiry/Holding Area

You can deactivate the Enquiry/Holding area for sales and rental enquiries.

1. Go to: Settings > Automation > Office Automation

2. Select the Sales or Lease tab > Tick the Enable box to disable the Enquiry/Holding area
   
3. Click Save Settings

Add the Enquiry/Holding Area widget to your dashboard

Add the widget to your dashboard for quick and easy access.

1. Go to: Dashboard
2. Click Configure
3. Under CRM: General > Tick Enquiries/Holding Area widget
4. Click Save/Update