PropertyPro Newsletter XXXI – March 2011

Hello to Everybody.

Well, gloomy it may have been but a bit of sun at the weekend has made such a difference and it's not long before everything will start to come to life. The evenings are getting lighter - and I just cannot wait to get out in the garden, it feels like it's been a very long winter.

Even my week in Tenerife didn't have its usual impact this year, but then it took a bit of getting over the 7 hour delay home. However it was so good to see the sun and blue skies, and February is a wonderful time to take a break.

Version 21 has been released!

It's official - we have started to roll out V.21.

If you haven't been updated yet, don't worry, we will be contacting you soon to arrange the upgrade. But if you would like a preview of what to expect from the new program, the release notes are on our website at V21 Release Notes (PDF)

Here are just a few snippets for now:

There is of course more, and as well as the release notes, the updated training notes are also on our website at V21 Training Notes (PDF).

Free Additional Licences

Don't forget, this offer finishes at the end of this month. If you would like to take advantage of it then please call Vicky before the 31st March on 01788 862550.

Viewings Management

The viewings list is such a useful tool for following up viewings. It is the one place where you will see all viewings that have been booked and from where you will be able to open and deal with each appointment in turn.

To open the report, go to the Reports menu, choose Management Reports, Viewings List. The following example is the V.20 Viewings List - we will look at the new V.21 report in the next newsletter.

Confirming Viewings

The first screen displays all Unconfirmed Viewings and allows you to open a viewing, contact the vendor (or applicant) and confirm the viewing:

When the viewing has been confirmed, tick the Vendor box and the appointment is now a Confirmed Viewing and will be removed from the unconfirmed viewings list.

Completing Viewings

A viewing is classed as completed when feedback has been taken from the customer, recorded, and passed on to the Vendor.

To display the Confirmed Viewings to be completed, click the Confirmed and then refresh at the top of the viewings list. You are now ready to open a viewing, contact the applicant, and enter the comments:

Now the vendor can be contacted and be given the feedback. If you cannot contact the vendor, click OK (which saves the viewing with the comments), or you can email the feedback, and move on to the next viewing.

If you have contacted the vendor, then click vendor feedback given which inserts a note into the comments section as well as the Vendor's customer notes, and asks if you would like to mark the viewing as completed, which will remove it from the list.

Completed Viewings

The Completed Viewings list is the final report. This can be reported within a date range, and printed for periodic reports.

Internal Messaging

Have you ever wondered what the blue envelope icon is to the right of the Task Bar (at the bottom of your screen alongside the clock) when PropertyPro is running?

It is an internal messaging feature which is simple to access and use.

If you double click this icon you will see your internal sent messages and inbox. You could also go to Messaging, View on the front screen to see the same.

Send a message

Right click this icon and select Create Message, or from the front screen select Messaging, New:

Receive a message

The blue envelope icon changes to indicate a new message, and there is an alert on the front screen of PropertyPro:

Either click the message alert on the front screen or double click the blue envelope icon to read the message:

PropertyPro Training

When was the last time you or your colleagues had any refresher training? And how much of what you know has been handed down by others? These training sessions are offered as part of your support contract and there is no charge!

Do remember that we run a new user day each month alternating between Admin and Negotiator. If you have a new starter, then please send them along for training. From their viewpoint it eases the pressure of operating a new software program whilst getting used to a new office environment and procedures.

The second session each month is generally on a theme - however, the content is dependent on the needs and questions of those who attend. The refresher training has proved very popular. Although the content for the session is suggested, I will also ask whether there is anything in particular anybody would like to cover and also maybe skip because it is not required. This means that the session could cover anything from Newspaper Advertising to Lettings but will always ensure that everyone is up to date with the latest version.

The next Open Training days:

Wednesday 23rd March - Reports Marketing Report, Customer Search Reports, Property Reports, Customer Reports, Management Reports

Wednesday 6th April - New User (Negotiator) Focusing on Property Search, Matching and Mailing properties, Customer Contact, Appointments, Offers and Chain.

Don't forget that if a half day session is more convenient for you, please call. Telephone training may also be available for a small charge provided that a suitable remote connection is available

We look forward to a visit from you very soon!

And finally, if there is anybody else in your office who might also want to receive our newsletter, please let us have their email address and we will add them to the mailing list.

Kind regards


Kate Hoare (Training Manager)
Direct dial: 01788 862517

PropertyPro • 6 Somers Road • Rugby • Warwickshire • CV22 7DE
Tel: 01788 862550 • Fax: 01788 862525 • E-mail:
Directors: H McClean • L M McClean • Company Registration No: 3450574