The contact record

The contact record is where you manage the details of the contact, from their address and contact details, to any requirements as an applicant, and more.

The structure of the page should look familiar if you're already used to using Property Hive, but should also be easy to navigate if you're new to WordPress.

Contact name(s)

The first field is the contact name(s).

The name(s) entered here is how the contact will be shown throughout Property Hive.

Tabs

The design of the contact record (and records throughout Property Hive) follow a similar format whereby it's separated into intuitive tabs allowing you to jump straight to the section you require.

'Contact Details' tab

The 'Correspondence Address' meta box contains:

Company name - If the individual is acting on behalf of a company, that company name can be entered here.

Address fields - From building number to postcode, enter the contacts individual address fields here.

The 'Contact Details' meta box contains:

Telephone number - Enter the contact's telephone number(s). If you're using the SMS add on, we'll send to any mobile numbers entered here.

Email address - Enter the contact's email address(es). Any emails sent from Property Hive to this person will be sent here.

Do not contact via - Which methods NOT to contact via. If 'Email' is ticked you won't be able to send email alerts to this contact. If a contact unsubscribes via an 'Unsubscribe' link in an email alert we will tick this box automatically so as to not send them emails again, and will write to the 'History & Notes' tab.

Contact notes - Any additional internal contact notes specific to this contact.

Dear - If you're sending email alerts or booking confirmations, of you use an add on to create documents or emails from templates, you can set here how you wish to address the contact in any correspondence if different from the main contact name you've entered.

Here you can choose the contacts chosen solicitor if they have one. This isn't mandatory but does mean that if the contact ever becomes part of a sale later on as either an applicant or an owner, we'll set the solicitor chosen here as the solicitor on the offer by default.

'Relationships' tab

A contact in Property Hive is a single person(s) or company, but that can have any parts to their lifecycle during their time in the system.

For example, a contact can be an applicant looking to buy a property, but at the same time also be an owner of a property they are selling.

Likewise, a contact might be an investment buyer looking for multiple types of property and therefore might need multiple applicants profiles, each with different requirements.

The 'Relationships' meta box is where we manage these different parts of the contacts life.

If they're an applicant it will look similar to this:

Here you'll be able to store their requirements and more including:

Looking for - Which department are they searching for properties in. The departments shown in the 'Looking for' field can be configured under 'Property Hive > Settings > General'.

Maximum price - The maximum price stated by the applicant.

Match price range - When matching an applicant to suitable properties it's this price range we'll use. We do this to a) avoid sending them properties massively under their budget which will likely not be suitable, and b) send them properties just a little higher than their stated budget as, if the perfect property came along, they might consider stretching their budget.

Minimum bedrooms - The number of minimum bedrooms required.

Property types - House, Bungalow etc. The values shown here can be configured under 'Property Hive > Settings > Custom Fields'. Multiple property types can be selected here.

Locations - Locations can be managed under 'Property Hive > Settings > Custom Fields'. Multiple locations can be selected here.

Additional requirements - A free type field where any additional, custom and bespoke requirements can be added. They might want a big garden because they have a dog, be near a particular school, and so forth. Enter this information here and we'll also show it when performing property matches.

Send matching properties - Whether this applicant should be included when performing property matches. Ticked by default.

Hot applicant - Are they a hot applicant? If the applicant is a cash buyer, has no chain or that you know is ready to move right away, you might class them as 'Hot'. This in turn is flagged anywhere the applicant is listed, and often also puts them at the top of lists when applicable.

If they're an owner or landlord it will look like this:

We'll display details of the property that they're selling with a 'View property record' button to quickly jump to the property in question.

If they're a third party contact it will look like this:

Simply choose the category that's applicable to this contact.

In some scenarios we use what's selected here to filter contacts accordingly. For example, when searching for solicitors on an offer, we'll only show contacts with 'Solicitor' as the chosen 'Contact category'.

Likewise if you use our Board Management add on, when searching for a board contractor we'll only show contacts having a 'Board Contactor' category.

'Viewings' tab

As long as the 'Viewings' module hasn't been disabled, you'll see any past and future viewings here, including details such as date/time, the property being viewed, the attending staff and the status.

Click the date/time to open a lightbox showing more details, or the property address to go into the property record.

You can also filter this viewings table by status, or export it to CSV.

'Offers' tab

As long as the 'Offers' module hasn't been disabled, you'll see any past and pending offers here, including details such as the offer date, the property in question and the owners details, the offer amount and the status.

Click the date to go through to the full offer record, or the property adrdess to go into the property record.

You can also filter this offers table by status, or export it to CSV.

'Sales' tab

As long as the 'Sales' module hasn't been disabled, you'll see any past and pending sales here, including details such as the sale date, the property in question and the owners details, the sale amount and the status.

Click the date to go through to the full sale record, or the property address to go into the property record.

You can also filter this sales table by status, or export it to CSV.

'Enquiries' tab

As long as the 'Enquiries ' module hasn't been disabled and that you haven't opted out of storing enquiries under 'Property Hive > Settings > General > GDPR', any enquiries made by this contact will be shown here.

This will include enquiries entered manually, made through the website, or imported from portals if you're feeding properties to portals from Property Hive.

Click the date to go through to the full enquiry record.

You can also filter this enquiries table by status.

'History & Notes' tab

All key activity on a contact will recorded in the 'Contact History & Notes' meta box.

This includes any email alerts/mailouts that the contact was included in if they're an applicant, or notes relating to the property if their an owner/landlord.

Notes can also be manually added using the 'Add Note' form or pinned using the 'Pin To Top' link.

Actions

Depending on the relationships, the status of the property, what modules are enabled, and which add ons you have enabled, these actions might differ.