The System Software is to update the Website as we go along – not only say, once a day.
The Software is to be web-based.
Basically, the database will be composed of Clients' records & Property records.
Staff will have different levels of access to the software as follows:
a) Inspector access – inputting, checking property status.
(An Inspector needs to know if a property is already on the books before the property is inspected. It is also important to know the Status of a property for commission purposes).
b) Negotiator access – As per Inspector access + searching.
c) Secretary access – As per Negotiator access + altering records. (only the Secretary can alter records)
d) Managerial access – total access.
Whenever there is a viewing, the Negotiator passes an ‘action' by selecting the Buyer's record and the Property record and filling in the blanks on the ‘action' form. A record is thus created both for the Buyer and for the Property for future reference.
Protection for Negotiators.
In order to protect the interest of the Negotiators, it has been decided that the properties which they inspect may be earmarked by them for advertising purposes for a period of say 21 days from the last viewing action. This means that only they are allowed to advertise this property. (A Negotiator must also have the possibility to relinquish such property at will).
All enquiries resulting from such advertising would automatically be referred to the Negotiator who advertised the property in question – unless the client is already latched to another Negotiator. The buyer in question remains attached to this negotiator also for a period of say 21 days from the date of the last viewing action. (The Negotiator must also have the possibility to relinquish such a Buyer at will).
In both cases above, when the 21 days elapse, the computer will change the status to ‘free for all'. If required, the same Negotiator could pick up the same client/property for a further period.
When we get an enquiry, the Secretary would look up the enquirer's telephone number in the system to familiarise herself with the person she is speaking to. The system will show which negotiator is in charge of this client and subsequently, she would pass him on to him. The record retrieved from the system will also show the ‘actions'. The secretary might also want to bring up the record of the property in question simultaneously.
At the press of a button, the system should find a buyer and his telephone number for a property in question based on the criteria found in the buyer's record. Those buyers who have already seen the property should be highlighted.
Similarly, at a press of a button, the system should find a property for a specific buyer, highlighting those properties which have already been seen by the buyer. The full address and owner details are required.