Contact Information
How to manage contact information in Inmovilla
Having a complete and properly managed contact record is essential for a real estate agency to operate efficiently, improve communication with its clients, and respect each person's individual preferences. In Inmovilla, the Information section centralizes the essential data of each contact, organizing it into clearly differentiated and fully editable blocks to facilitate updating and consultation.
This detailed guide offers a thorough explanation of what type of information can be recorded, how to properly use each field, and what criteria to apply to maintain a coherent, useful database that respects the privacy of contacts.
What the contact record includes in Inmovilla
When accessing a contact record from the Contacts area, a side view is presented with the main data and various tabs that organize the rest of the information. Among these tabs are records, information, follow-ups, communications, campaigns, documents, and related items, allowing comprehensive and orderly management.
The Information tab is exclusively intended for recording and updating the contact's data. Within this section, fields are usually grouped into the following categories:
Personal information
Contact details
Additional information
Address and IBAN
GDPR
Custom fields
This segmentation prevents key data, such as the preferred contact channel or consent for communications, from being scattered in general notes, thus ensuring quick and orderly access to relevant information.
How to edit contact data
To modify or update the information contained in a contact record, follow these detailed steps:
Access the Contacts section from the main sidebar of Inmovilla.
Select and open the contact record you wish to review or update.
Go to the Information tab to view the organized data.
Activate the edit option located at the top right corner to enable field modification.
Carefully review and complete each data block before saving changes to ensure the integrity and accuracy of the information.
Personal information: precise identification and classification of the contact
The personal information block is key to clearly identifying the person and defining their role within the agency's operations. It is essential to complete these fields with consistent criteria to facilitate orderly management and avoid duplicates or confusion.
First name, last name, and date of birth
The full first name and last name must be recorded to avoid duplicates or errors in managing contacts with similar data. The date of birth is valuable data that can be used for automations, such as sending personalized birthday greetings, provided the contact has automatic emails enabled.
Contact language
Language is essential especially when using templates or automated communications. Registering the correct language ensures messages are sent in the contact's preferred language, improving the experience and communication effectiveness.
Profile or contact type
Assigning a clear profile allows classifying the contact according to their role, whether buyer, seller, collaborator, or supplier. This categorization optimizes database organization and facilitates commercial management and segmentation.
Visibility for all agents
The visible to all option determines the access level other agents in the office will have to the record. It is especially important in environments where certain users have limited permissions to consult only their own contacts.
Before activating this option, it is advisable to evaluate whether the contact should be available to the entire team. This setting is usually appropriate for collaborators, suppliers, or clients managed as a team.
Contact details and communication preferences
Registering only a phone number or email is not enough for personalized and efficient service. It is essential to include contact preferences, specifying when and by which means the contact prefers to be reached.
This section can store multiple email addresses and phone numbers, including mobile and landline. Additionally, specific preferences can be defined such as:
Preferred time slot: morning, afternoon, or any time of day.
Preferred medium: phone, email, or WhatsApp.
Registered emails: email addresses available for communication.
Registered phones: mobile, landline, or conventional phone numbers.
These preferences allow agents to optimize their contact attempts, avoiding untimely communications and adapting follow-up to each client's specific needs.
Time and channel preferences allow personalised and efficient communication with each contact.
Additional information for effective commercial follow-up
This block collects operational data that facilitate understanding the origin of the contact and its management within the agency, providing clarity and responsibility in commercial follow-up.
Capturer, manager, and origin
Assigning the capturer and the manager allows identifying who added and who manages the relationship with the contact. Likewise, recording the origin indicates the channel through which the contact arrived at the agency.
These data are essential to maintain clear responsibility control and to analyze the effectiveness of different acquisition channels.
Internal notes
The observations field offers space to record relevant information in free format. It is recommended to use this field for details that do not fit in other sections but are useful for daily work, such as special circumstances or practical instructions for future management.
For observations to be effective, they must be clear, concise, and regularly updated.
Important alerts in the record
The important alert function allows displaying a pop-up message when entering the record, ideal for highlighting critical information that should not be overlooked before performing any management.
Moderate use of this tool is recommended, as an excess of irrelevant alerts may cause the team to ignore them.
Address and IBAN: criteria for inclusion
The record allows registering the contact's full postal address, including street, number, floor, postal code, city, and country. This information is useful for postal communications or as a location reference.
Additionally, the IBAN can be included when it is necessary to store bank data associated with the contact.
Since these are sensitive data, it is essential to apply a necessity criterion, completing only the information indispensable for the specific management and ensuring its continuous updating.
GDPR consent management in contacts
The GDPR section is designed to record whether the contact has given consent to receive communications through different channels, such as email, WhatsApp, or newsletters. Recording these consents is key to ensuring legal compliance and clearly identifying what types of messages can be sent to each person.
Before sending any commercial or automated communication, it is essential to verify that the record reflects the appropriate consent. Likewise, it is fundamental to update this record upon any changes in the contact's authorizations.
Best practices for the GDPR section
Always verify consent before using channels such as email, WhatsApp, or newsletters.
Clearly differentiate between having a contact detail and having authorization for commercial communications.
Keep the record updated upon any modification in the contact's preferences.
Avoid recording irrelevant or unnecessary information in privacy-related fields.
Custom fields for specific agency needs
Custom fields allow adapting the contact record to internal requirements not covered by the standard CRM fields. They are exclusive tools for internal use, ideal for recording classification or management criteria that facilitate daily operations.
This functionality is especially useful when the agency handles specific information that must be consulted in an orderly manner and does not have a predetermined field for it.
Data stored in these fields are private and not shared with other agencies, allowing internal information to be organised without overloading the observations field.
When to create a custom field
It is recommended to create a custom field only if it meets at least one of the following criteria:
The data repeats in numerous contacts and is relevant.
The team requires consistent and periodic consultation of it.
There is no suitable standard field to record that information.
The field has a clear and defined internal purpose for the agency.
For occasional notes or exceptional details, it is usually more appropriate to use the observations field.
Common mistakes when completing contact records
Not registering contact preferences
Limiting the record to a phone number or email significantly reduces the usefulness of the record. It is essential to include the preferred channel and time to make timely and effective contacts.
Assigning too broad visibility
Marking a contact as visible to all without necessity may expose sensitive information to users who should not access it. It is important to review this option according to the organisation and permissions established in the office.
Using observations for all information
Observations are a valuable resource but do not replace structured fields. Data such as language, profile, origin, phone, or consent must be recorded in their specific sections to ensure order and accessibility.
Forgetting GDPR consents
Email, WhatsApp, and newsletter communications must be strictly managed according to the consents recorded in the record. This aspect requires periodic reviews to ensure regulatory compliance.
Creating custom fields without a common criterion
If each user creates custom fields with different names or formats, the database loses consistency and becomes difficult to manage. Before implementing new fields, clearly define their purpose and establish guidelines for their proper use by the team.
Checklist to review a contact record
First and last names correctly written and complete.
Contact profile clearly defined.
Language indicated, especially if automatic templates are used.
Email and phones updated and complete.
Preferred time and contact channel properly recorded.
Capturer, manager, and origin completed when applicable.
Observations clear, relevant, and updated.
Important alert active only when necessary and justified.
Address and IBAN included only if essential for management.
GDPR consents reviewed and updated.
Custom fields used with defined and consistent internal criteria.
Conclusion
Effective management of contact information in Inmovilla allows centralising personal data, communication preferences, assigned managers, postal address, banking information, GDPR consents, and specific internal criteria. Completing each block accurately and orderly not only facilitates commercial follow-up and improves team coordination but also ensures responsible and secure handling of private information, contributing to regulatory compliance and quality personalised service.
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