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The Property is the central core of AscendixRE. All other records are connected to the property by virtue of their relationship to it: Leases represent the Company that is a tenant and the abstract info of the lease agreement. Inquiries & Preferences are the desired terms of that space. Perhaps brokers or prospective buyers/tenants are inquiring about space that’s listed – or investors/companies have buying/leasing criteria. Deals are your “pipeline” – Tenant & Buyer Reps work on site selection, Landlord Rep have spaces they need to fill with tenants, etc.. Accounts & Contacts – don’t necessarily need to be tied to a Property, but can be: Example: Property Owner, Finance, Asset Manager, Marketing, Property Manager, etc.
2. Scan Search & Filter: Access the Property record, and find all related Inquiries, Availabilities, Deals & Leases to that Property.
Example: You can “view all” Leases in Merit Tower, or use filters to refine the views such as those expiring this year or filter Deals by a specific Stage. These filters are temporary (clear when you log out) and are personal.
Think of an inquiry as an unqualified lead. You can capture Contact and Company info, and once qualified, they can be converted to full-fledged Contacts and accounts.
For Listing Brokers:
An inquiry would be a buyer rep or tenant rep broker reaching out to you on behalf of the listing, inquiring about the space. It could also be an end-user inquiring directly. The inquiry form allows you to link the interest to the Listing, so you have a grouping of all inquiring parties since you’ve won the Listing. It’s a good lead pipeline and a way to report to your seller or landlord on ‘foot traffic’.
For Buyer Reps/Tenant Reps:
The inquiry form also has an area where you can jot down investment or leasing preference. Price min and max, space requirements, Property type requirements, required move in or purchase date.
You convert an inquiry when you think it is appropriate.
*Note that any customized fields you add to the inquiry, will not be captured when you convert the records.
Property is the building itself. Its physical characteristics, location, total space, # of floors, etc.
The Listing is the agreement you win to sell or lease that building.
As a Listing Broker you would create both records, but track all of your outbound marketing/selling efforts and inbound inquiries against the listing. Again this helps you for reporting purposes and ensures everything is tied to one common record.
There is an exception here. If you are a Land Broker, and you are on an AscendixRE Land trial, we have co-mingled the Property and Listing tabs, so that you are managing all of your listings, within the Property record itself.
The deal is your pipeline to track a transaction that will likely occur. It tracks a revenue-generating event. If you’re diligent in adding deals, it gives you a good perspective of what’s due to close, when and for how much. WHEN you create a deal is highly subjective.
As a Tenant Rep, you could create a deal when you have a LOI. You can then track the multiple properties your client (The company you are representing to lease a space), is touring. Eventually when one Property is selected and the lease terms are all entered on the deal, closing the deal will auto-create a Lease comp for that Account (tenant) in that Property.
As a Landlord Rep, you would create a deal once you have a Suite that is getting serious intent for being leased. Once you capture the Tenant info, and lease terms, closing the deal will auto-create a Lease comp for that Account (tenant) in that Property.
It’s expected to have multiple deals connected to your lease listing if it’s a multi-tenant building.
As a Buyer Rep, you could create a deal when you have a LOI. You can then track the multiple properties your client (The account or contact you are representing to purchase a building), is touring. Eventually when one Property is selected and the sale terms are all entered on the deal, closing the deal will auto-create a Sale comp for that Property.
As a Seller Rep, you would create a deal once you have a short list of buyers. You can track the prospective buyers, their level of interest, and qualification. Ultimately, when one buyer stands out and the sale and closing terms are captured, closing the deal will auto-create a Sale comp for that Property.
Watch this video to see how to create a New Deal. Although this example applies to tenant representation, the overall process is very similar for each record type:
What do I name my deal? Depending on how you requested your data import, the Deal Name might follow your existing naming/numbered convention. Moving forward, you can name the deal with the Tenant + Space, or whatever your team decides is a best practice.
Select the property by starting to type ahead its name.
Select the space by starting to type ahead its name or number (ex: 400).
Select Deal Type and Stage from options.
Type-ahead Tenant’s name. If tenant name is not found, you can ‘on the spot’ by clicking “+ New Account”
This will be an opportunity to quickly create the Company record for the Tenant (example: Express).
Once saved, you are back at the Deal record to continue filling in info as you see fit.
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