Property/Prospect Communications
How to check the communications of a property in Inmovilla
The communications module in Inmovilla is designed to centralize and facilitate access to all emails and actions linked to a specific property record. This functionality is essential for maintaining a detailed and structured history of interaction with the owner, allowing you to review sent notices and verify all communications related to the management and marketing of the property.
In this guide, you will find a detailed explanation on how to locate the communications of a property, what type of information is recorded in the history, and what requirements are necessary to properly access this section.
What are communications linked to a property?
Communications constitute the set of records associated with a record within Inmovilla. In the case of a property, these communications mainly include emails, notifications, and other actions directed to the owner or related to the management of the property.
Centralizing these records directly in the record avoids the dispersion of information across multiple external tools, thus facilitating a clear and efficient tracking of everything that has been communicated about the property throughout its management cycle.
Examples of communications that may appear
Depending on the configuration and activity recorded in the record, the communications history may contain:
Availability inquiry emails, used to confirm if the property is still for sale or in the process of being marketed.
Automatic messages generated when registering a property, which include detailed information about its features and status.
Communications related to personal data protection and consent according to GDPR.
Records linked to statistics, alerts, and other communicative actions carried out with the owner.
How to access communications from the property record
Access to communications can be done both from the general property list and from the individual record of each property. The communications tab may not appear directly among the main options and, in that case, it is found within the More menu.
Go to the Properties section via the Inmovilla sidebar.
Locate the property whose history you want to check.
Open the corresponding record for that property.
Within the navigation options of the record, look for and expand the More menu.
Select the Communications option.
Upon entering, the complete history of communications associated with the selected property will be displayed. If no previous communication has been recorded, the area will appear empty.
A record without communication activity will show the communications area without previous records.
How to interpret the communications history
When a property has recorded activity, the communications section presents a detailed list of each interaction linked to the record. Each line represents a specific message or action, allowing you to quickly identify what has been sent or done and locate any specific communication before establishing new contact with the owner.
This control is especially relevant in processes such as availability review, as consulting the previous history helps avoid duplicate sends and ensures more efficient and professional management.
Key aspects to check before sending a new message
Verify if there are previous inquiries related to the property's availability.
Review automatic messages generated when creating or registering the record.
Confirm the existence of communications regarding data protection according to GDPR.
Consult available records to avoid repeating unnecessary actions or notices to the owner.
The history clearly and orderly groups all communications linked to the property.
Differences between communication from the record and the general mail tool
Inmovilla offers a general mail tool for global message management, as well as specific communications sections associated with individual records of contacts, requests, and properties.
The main difference lies in the focus: the general mail tool is intended for managing and sending messages, while the communications section within each record allows consulting the historical activity linked exclusively to that record. Therefore, to review communications sent to an owner about a specific property, the property record is the most direct and precise access.
Automatic templates and communications related to GDPR
Some communications can be automatically generated using predefined templates, such as messages sent when registering a property or notices linked to personal data protection. For these options to be available, they must be enabled in the account settings.
Activation of these templates is done from Settings → Options. It is worth noting that this access may be restricted to users with specific permissions, so not all profiles will be able to modify this configuration.
Recommendations for managing automatic templates
Verify that your user has the necessary permissions to access settings.
Confirm that automatic templates are enabled in the configuration.
Carefully review the configuration of communications related to GDPR before using them.
Check the record's history to ensure that the generated communication has been correctly associated with the corresponding property.
Important: consult communications in view mode
The communications section is designed to be consulted in view mode of the record and not during property editing.
If you need to review an email, an availability inquiry, or any previous record, you must first save changes or exit edit mode and open the record in view mode. This way, you can access the More menu and consult the communications history optimally.
Common errors when searching for communications in Inmovilla
Not finding the communications option
It is common for the communications option not to be visible in the main tabs and to be hidden within the More menu. Always check this menu if you do not locate the tab directly.
Checking the wrong record
Communications are exclusively associated with each individual record. Therefore, before interpreting a history, confirm that you have opened the correct property, especially if there are properties with similar features or references.
Expecting records in a new record without activity
A newly created record that has not yet generated emails or actions will show an empty communications section. This does not indicate an error, but simply that there is no activity recorded so far.
Trying to access communications during editing
The communications history is not available in edit mode. To consult it, switch to view mode, as this section is intended for review and not for modifying the record.
Checklist to review communication with an owner
Make sure to open the correct record from the property list.
Confirm that you are in view mode and not editing.
Access the More menu and select the Communications option.
Check if there are previous messages related to availability, property registration, or GDPR.
Verify the history before establishing new contact to avoid duplicates.
If you use automations, confirm that templates are activated and that you have the necessary permissions.
Conclusion
The communications history in Inmovilla is an essential tool to consult and manage all interactions linked to each property. Accessing from Properties, opening the record in view mode, and using the More > Communications menu allows maintaining organized tracking, preventing duplicate contacts, and monitoring configured automatic communications, thus ensuring professional and efficient management of the relationship with owners.
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