Follow-ups on Property

How to manage follow-ups of a property in Inmovilla

Follow-ups of a property in Inmovilla are a fundamental tool to record and organize every relevant action during its marketing process. This includes calls, document management, requests, pending tasks, linked contacts, and associated reminders. Keeping this history thoroughly updated provides the agency with a comprehensive and detailed view of each property, facilitating more efficient, organized, and personalised attention for both owners and potential buyers.

This detailed guide explains how to access and consult follow-ups, how to create notes or tasks, link them with demands and contacts, and control the visibility of information for owners.

What are follow-ups and why are they linked to a record?

A follow-up is a record associated with a specific entry within the CRM, which can be related to a property, contact, demand, or prospect. Follow-ups are not stored without a direct relationship to a record, as their value lies in preserving the complete context of the management performed.

In a property record, follow-ups form an accurate chronology of commercial and operational activity, allowing documentation of, for example:

• Calls made to the owner to request documentation.

• Meetings with photographers to update property images.

• Requests for simple notes or digital signature processes.

• Scheduling tasks to review or adjust the listing price on specific dates.

• Associating interested demands with specific actions performed on the property.

This method ensures that all relevant information is centralized in the corresponding record, facilitating its retrieval and analysis when necessary.

Where to consult all agency follow-ups

Inmovilla has a centralized tool under Utilities > Follow-ups that allows viewing follow-ups associated with different records from a single point. This section offers advanced filters to quickly locate the required information.

The visibility of results is conditioned by the permissions assigned to each user. For example, a salesperson with restricted access will only be able to see notes and follow-ups they have created or that are available to them.

How to apply filters in the general list

To optimise loading and searching, it is recommended to define filters before consulting large volumes of data. Among the most useful criteria are:

• Responsible salesperson.

• Type of follow-up.

• Assigned tag.

• Related record.

• Period or creation date.

This global search tool is especially valuable for commercial supervision, task control, and reviewing pending actions within a team.

How to consult follow-ups within a property

To access the specific history of a property, the corresponding record must be opened from the properties section in the side menu. Initially, the record is presented in view mode and has a tab called Follow-ups.

In this tab, all records associated with the property are displayed, providing a clear view of the actions taken, their dates, and tasks that remain pending.

Differentiating general follow-ups from visits

The record distinguishes between general follow-ups and visits. Although both categories are part of the commercial follow-up of a property, visits have a specific treatment due to their importance in real estate operations.

Therefore, for optimal management:

• Consult the Follow-ups tab to record calls, tasks, notes, document management, and other movements.

• Use the Visits section to monitor activity related exclusively to property visits.

Ways to view and locate a follow-up

Within the list of follow-ups of a property, you can switch between a visual view and a table format view, according to the user's needs and preferences. The table view facilitates simultaneous comparison of several records, while the visual presentation speeds up reading and understanding the history.

To locate a specific follow-up, it is recommended to apply filters by follow-up type, for example, selecting only digital signature operations to hide the rest.

When consulting the details of an action, it can be opened via the view icon, allowing review of all information and options associated with that follow-up.

Options available in the detail of a follow-up

A follow-up is not limited to a brief text; depending on the management performed, it can include various elements that facilitate organisation, supervision, and effective communication.

Tags for classification and supervision

Tags are key tools to identify follow-ups by topics, priorities, or specific processes. They are especially useful when reviewing large volumes of records from the general tool, as they allow filtering information precisely.

It is recommended that the agency establish a coherent tagging system to distinguish, for example, documentation, acquisition, digital signature, photographs, incidents, or pending calls. Maintaining a common criterion ensures filters are effective for the entire team.

Attached files

When management requires complementary documentation, follow-ups can include attached files. This guarantees that all relevant information remains centralized alongside the property record, avoiding dispersion across multiple channels.

Visibility settings for the owner

Visibility settings are essential when sharing statistics or information with the owner. A follow-up can be configured with three access levels:

• Public: the owner can consult the full content of the follow-up.

• Subject only public: the owner sees only the title or subject, without access to detailed content.

• Not public: the follow-up is available exclusively for internal agency use.

Before marking a follow-up as public, it is crucial to review that the content is appropriate to share, avoiding including internal observations, sensitive data, or evaluations directed only to the team.

Automatic, manual follow-ups and templates

Inmovilla can generate automatic follow-ups based on various actions or processes, such as lead creation, new demands, document requests, or digital signature management. These automatic records help maintain a complete history without the need for manual annotation for each system-generated event.

However, many interactions require manual follow-up, such as a phone call, a meeting, incident management, or decisions made with the owner.

Using templates for recurring follow-ups

Templates facilitate the quick creation of common follow-ups with few clicks. They are especially useful for recording common situations, such as a call where contact was not achieved.

This functionality speeds up work without sacrificing traceability, constituting a semi-automatic recording mode: the user decides to create the follow-up, but the base content is incorporated from a previously configured template.

Templates are recommended for teams that frequently repeat the same type of note. However, it is always advisable to adjust the subject and content to add specific context when necessary.

Duplicating an existing follow-up

When it is necessary to create a follow-up very similar to a previous one, you can access the record details and use the duplicate option from the action menu. This option is practical for tasks or communications that share structure and format.

After duplicating, it is essential to review and update fields before saving to avoid keeping incorrect or outdated dates, subjects, recipients, or contents.

Differences between note and task

Correctly selecting between note and task is crucial to ensure the proper functioning of the agenda and alerts.

• Note: used to record information or actions already performed and does not require an alert date.

• Task: represents a pending action and necessarily requires an alert date for its creation.

Use a note to document facts that have already occurred, such as a conversation held with the owner. Use a task for future commitments, such as confirming appointments, requesting documentation, or coordinating photo sessions.

How to create a follow-up task for a property

Creating a task allows centralizing operational information, relationships with other records, and planning alerts and reminders in a single record.

The process can be carried out by following these steps:

• Access the property's follow-ups. Open the action menu and select the option to create a new follow-up.

• Choose between note or task. If the action requires an alert or must appear as pending, select task.

• Define tag and type. Classify the follow-up to facilitate searches and supervision.

• Indicate alert date and time. This data is mandatory for tasks.

• Write a clear and descriptive subject. It should allow immediate identification of the action.

• Add detailed content. Include objectives, relevant data, and next steps to follow.

• Link demands or contacts. Connect the involved commercial or operational records.

• Configure repetition, duration, and reminders. Use these options when the task is recurrent, has an estimated duration, or requires additional alerts.

Practical example: meeting with photographer

A common task may be coordinating a meeting to update a property's photographs. The subject should clearly reflect the objective, for example: Meeting to update property photographs.

The content can detail the planned work. If the photographer is registered as a contact, it is recommended to associate them with the task to establish a direct connection between the property and the responsible professional.

How to associate a demand or contact to a follow-up

A follow-up can be linked to multiple records. When associating a demand with management on a property, the record will be accessible both from the property record and the linked demand.

This practice avoids duplication of notes and ensures that the commercial history maintains coherence and consistency across all relevant points.

To associate demands or contacts:

• Locate the field corresponding to demand or contact in the follow-up creation or editing form.

• Use the search tool to identify the correct record.

• Select the related demand, client, or professional.

• Verify the association before saving the follow-up.

It is recommended to link only those records directly involved in the management to avoid overloading the history and making it difficult to read.

Repetitions, duration, and agenda management

Tasks can be scheduled with a defined periodicity. If an action must be repeated regularly, it can be configured to generate daily, weekly, or at another established frequency. These tasks will appear reflected in the agenda.

Additionally, it is possible to indicate the estimated duration of each task, which is especially useful to reserve time blocks, such as in the case of a meeting with the photographer scheduled for one hour.

These features turn the follow-up into a comprehensive planning tool, beyond being a simple note history.

Configuration of reminders and alerts

Reminders allow receiving advance notices before the scheduled date and time for a task. They can be configured with the desired anticipation, for example, two or three hours before a meeting.

Besides the alert in the agenda, it is possible to send email alerts to related contacts, owners, or other relevant recipients.

To configure an effective reminder:

• First set the alert date and time of the task.

• Add the reminder defining the necessary anticipation.

• Select the contacts or email addresses that should receive the alert.

• If you have email templates in the email manager, load them to speed up sending.

• If no template is available, write a brief, clear, and specific message indicating the time and purpose of the meeting or task.

Once configured, the alert will appear in the agenda and the message will be ready for sending according to the established schedule.

Common mistakes when managing property follow-ups

A follow-up tool is only effective if records are clear, precise, and properly scheduled. Avoid the following frequent mistakes:

• Using notes for pending actions. If a future alert is needed, create a task with date and alert time.

• Writing non-descriptive subjects. A generic title like “Call” provides little context; it is better to specify who was called and for what purpose.

• Forgetting to associate relevant demands. If the action affects a specific demand, link it so the history is accessible from both records.

• Marking internal content as public. Always review visibility before sharing information with the owner.

• Manually creating repetitive tasks. For recurring actions, use the automatic repetition function.

• Not using tags. Without consistent classification, locating information in extensive lists becomes slower and more complex.

• Duplicating records without adjusting data. Always review and update dates, recipients, and contents before saving duplicates.

Checklist for a properly recorded property follow-up

Before saving an important follow-up, ensure that:

• The linked property is correct.

• You have correctly selected between note and task.

• The subject clearly identifies the action.

• The content includes all relevant data for other team members.

• The tag and follow-up type facilitate later filtering.

• Related demands and contacts are correctly associated.

• Visibility is appropriate for the contained information.

• If it is a task, the date, duration, and reminders are correctly configured.

Conclusion

Follow-ups in a property record are an essential tool to centralise and optimise the commercial and operational management of the property. The combination of notes to document history, tasks with alerts for pending actions, linking with demands and contacts, use of tags, attachments, and reminders contributes to maintaining an orderly, efficient, and transparent work process.

The ultimate goal is for each property to have a complete, clear, and updated record of all relevant management, from a simple call to a meeting, a document action, or a scheduled communication with the owner, thus facilitating professional and effective management.