Vault facilitates communication with vendors and landlords as a key function. The property card includes an Owners Feedback tab that gathers all feedback and enquiries, which are then compiled into a report for the property owner. Once generated, this report can be printed or emailed directly to the owner.
Contents:
- Overview of the owner feedback report video tutorial
- Create the owner feedback report video tutorial
- Step by step
- Owner feedback report breakdown
- Send email to the owner
- Save to filing cabinet
- Follow-up report
- Create a contact distribution list
- Check data from past campaigns
- Take me through LIVE
Overview of the Owner Feedback Report
Create the owner feedback report
Step by step
1. Navigate to the property card
2. Click the Owner Feedback tab > Owner Feedback
3. Select the desired date range of data > Create Owner Report
4. You can configure the below details:
- To: - If you have multiple owners attached, here you can select who the report is to be prepared for
- Show: - Option to Display First Name of Client or Display Full name of Client, depending on how you would like the data to populate in the report
- Use: - The format of the Owner Feedback Report can be either a Cloud Letter Template or a Word Doc Template
- Options - Tick/untick to Show Repeat Enquiry/Interaction column (qty) if the client has enquired multiple times or Show Cold/Hot/Warm Intent/Status based on the Interest level selected on the enquiry note
- Include: - Tick/untick the Owner Feedback Report sections you would like to include or remove from the report
- Style: - You can select the Owner Feedback Report template you would like to generate
5. Once completed, click on the template style you would like to generate the report in
4. This will populate the preview of the report and provide you with the option to Save To Filing Cabinet and/or Send Email To Owner
Additional information
Owner feedback report breakdown
Owner Feedback Sections
Section Name |
How does this populate? |
| Summary |
It populates the number of total enquiries received in the Enquiry/Holiday Area for the listing. This also includes the Days Since Listing Authority & Total Advertising Spend based on what has been set on the property card. |
| Scheduled Viewings (Past & Future) |
It populates all Scheduled Viewings for the listing. These can be added via the calendar or from within the Vault app. |
| View Offers |
This function populates all offers added against the property. This includes the Contact name, offer date, office price, offer notes, and offer type (status). |
| Homepass Check-In | Populates all Homepass Check-Ins if you are using Homepass for your open inspections. These can be processed via Contacts > Homepass Holding Area. |
| Office Walk-In Enquiry |
It populates based on the Office Walk-in Enquiry note type selected when a new note is added against a contact. The note is then linked to the property by adding the property address from within it. |
| Open Home / Inspection Feedback |
It populates based on the Open Home/Inspection Feedback note type selected when adding a new note against a contact. The note is then linked to the property by adding the property address from within it. |
| Phone Enquiry |
It populates based on the Phone Enquiry note type selected when a new note is added against a contact. The note is then linked to the property by adding the property address from within it. |
| Private Inspection |
It populates based on the Private Inspection note type selected when a new note is added against a contact. The note is then linked to the property by adding the property address from within it. |
| Stats |
Populates listing advertising statistics directly from certain portals (Websites), including REA, Domain, office website, realestate.co.nz, TradeMe, etc. These enquiries can be processed via Contacts > Enquiry/Holding Area. Note: The data shown will vary based on the portal (Website). |
| Enquiries |
It populates listing enquiries directly from certain portals (Websites), including your office website, REA, Domain, REIWA, realestate.co.nz, TradeMe, etc. This includes the date, name and the enquiry itself. Please Note: The data shown will vary based on the portal (Website) feeds you have set up for your Vault account. |
| Enquiries: QR Code Check-ins |
It populates all QR Code Check-ins at an open inspection. The QR code can be produced from within the Vault App or via the Open Homes tab on the property card. |
| Source of Enquiry |
It populates a pie graph based on the Source selected from all enquiry notes. You can add further source options by going to Settings > Setup Source Of Enquiry. |
| Price Feedback |
It populates a bar graph based on the price Opinion added on all enquiry notes. The graph will show the Average Price Opinion Vs the Listing price based on a date range. |
| Interest Level |
It populates a pie graph based on the Interest selected from all enquiry notes. The graph can be set as Undefined, Cold, Warm or Hot. |
| Email Campaigns |
It populates all buyer matches sent (Property Card > Buyer Match), including the date/time, total recipients, total clicks and the option to Track Campaign. (This will navigate you to eMarketing > Track Marketing Campaign.) Note: This will only populate Buyer Matches for this specific listing. Any grouped property/listing eMarketing containing this listing will not populate, as this marketing is not specific to the listing. |
| Advertising Ledger |
It Populates the Advertising Ledger for the Listing. This includes a breakdown of all expenses, including the date, transaction ID, expense type, amount, invoice number and an overview of the current balance. The Advertising Ledger can be found by going to Financials > Advertising. |
| eTable Stats |
Populates Electronic table views and document download stats for the property. |
Send email to the owner
We provide the option to directly send a generated Owner Feedback Report to the owner(s) of the listing. This can be done by following the below steps:
1. Navigate into the property
2. Click on Owner Feedback tab > Owner Feedback
3. Select the desired date range of data > Create Owner Report
4. Once completed, click on the template style you would like to generate the report in
5. Once generated, you can click on Send Email To Owner
6. This will then populate the Send Email window, to which you may select the recipient, BCC a staff member, select the sender, add the subject and tick/untick for email stationery to be added to the email
7. Once you are happy with the above options, you may then click on Send Email to send the Owner Feedback Report to the defined recipient
Save to filing cabinet
1. Navigate into the property
2. Click on Owner Feedback tab > Owner Feedback > Create Owner Report
3. Select the desired report settings, including if you would like to generate a cloud letter or Word doc template and click on the template Style
4. Once generated, click on Save To Filing Cabinet
5. This will prompt you to add the name of the file and select the folder you would like the report to be added to
6. Once completed, click on Save to add the file to the Filing Cabinet
You can access this document from within the Filing Cabinet tab of the property, where you can View, Edit, Download or Send As Email
Follow-up report
The follow-up report is an easy option for printing a list of all enquiries for the Listing. It includes a breakdown of the enquiry type, contact name, enquiry count, interest level, contact information, and the enquiry itself.
1. Navigate into the property
2. Click on Owner Feedback tab > Owner Feedback > Follow-up Report
Create a contact distribution list
This button allows you to group all enquiries (Contacts) together into a contact distribution list.
1. Navigate into the property
2. Click on Owner Feedback tab > Owner Feedback > Create Contact Distribution List
3. Tick Create a new Contact Distribution List or untick to select and append an existing Contact Distribution List
4. Select the desired filters based on the enquiries (Contacts) you want to group into the Contact Distribution List
4. Tick/Untick the recipients that you want to group into the contact Distribution List
5. Once you are done with the above options, click Create List
6. You can send the grouped enquiries (Contacts) a bulk email or SMS/TXT
Check data from past campaigns
Once a listing has been withdrawn or settled, the system will automatically assign a new LifeID and clear the Owner Feedback Report. However, this does not delete the enquiries or data that had been added against the property from when it was a listing.
1. Navigate into the property
2. Click on Owner Feedback tab > Owner Feedback >
3. Select the past withdrawn or settled LifeID from the drop-down menu.
Once selected, all prior enquiries and data should populate based on the chosen past ID.
You must update the date range to when the property was last listed in order for the correct data to populate.