Buildout has always supported your Landlord and Seller representation Listings and now, we’re excited to track your Tenant and Buyer representation Assignments!
Under the Marketing tab is where you’ll find the Assignments tab. From there, the Assignments page provides a list view of all your Tenant and Buyer representation projects in one convenient place. This is where you can see important information at a glance, including the Status, Assignment Title, Assignment Type, Property Type, Desired Location, and the brokers on the Assignment.
Add a New Assignment
Click the green ‘New Assignment’ button to open the New Assignment form and enter information about your client’s requirements for a new space to lease and/or property to buy. Required fields are designated by a blue box and a red asterisk. When an Assignment is ready to be marked as Closed, the Closing Details section will display. This is where you can enter the property information for a location your client ultimately selected or choose an existing property from your Database.
Find Specific Assignments
You can filter your Assignments by the brokers who are working on it, the Status, Assignment Type, Property Type or even search for a specific Assignment.
Assignment Projects
Oversee your Project from Proposal to Close
Once an Assignment has been created, you will also have access to a new Project view. By prospecting in your Database and seeing the Project through to a voucher in Back Office, the Project view is what connects your Listing to the entire suite of Buildout products. This view also includes a Workspace tab which allows you to better collaborate and share information, giving your Project team a competitive advantage to win opportunities. Once an opportunity is won, your Project team can continue working together to efficiently execute on that Project. Add important client details, share the contact information of other related contacts, delegate work via Tasks, communicate updates and notes for your team via the Activity Feed, keep your Pipeline up-to-date via Predictions and upload relevant deal files to the Project via the Attachments tab.
Collaborators
Need to work with a colleague on a Project, but don’t share a Database? No problem! Simply add that person as a Collaborator via the green plus sign under the Project name at the top of the page. From there, you can select anyone from your Company and they’ll receive an email notifying them that they’ve been added to a Project.
While all users within a Company can see the main inventory of Assignments, only Collaborators can see the details included in a Project’s Workspace. Also, Collaborators will only be able to click into the details of Contacts and Companies if they have access to the Database from which the Contact or Company was shared. If they don’t have access to that particular Database, the Contact or Company text will be grey, which indicates that it will not direct you to the complete Contact or Company record in the Database.
How are brokers included on an Assignment different from Collaborators on a Project?
Brokers on an Assignment are only different from Collaborators in that the brokers display on the main Assignments index page while Collaborators do not.
Tasks
Need to delegate work to Collaborators or remind yourself to do something on the Project? Add a Task from the Tasks section of your Workspace, which can be categorized as a Call, Email, Showing/Tour or Other. Select a due date, set your reminder preference, enter the task details, assign it to a Collaborator or yourself and associate the Task with the relevant Contact, Property, and/or Project. All Tasks created on the Project will also populate your main Tasks tab within your Database. Once a Task is marked as completed, it will move to the Activity Feed.
Activity Feed
In this section, you are able to track all of the activities and actions you’ve done on the Project. This is a great feature that allows you to keep your calls, emails, meetings, whether you are showing/touring a property, etc. organized in one spot! This section also allows you to create Notes for your team - if you need to update your Project team about something that doesn’t require a task, you can do that here! If you want a Note to stay top of mind, you can select "Pin Note" and it will stay at the top of the Activity Feed.
Predictions
Keep your Pipeline up-to-date by indicating the likelihood that your Tenant or Buyer representation Assignment will close, and over what period of time, and the commission you expect to earn on that transaction.
Attachments
In addition to the collaborative Workspace, the Project view also features a tab for Attachments. This is where Collaborators can upload and organize all relevant documents pertaining to the deal.
Assignment Tab
Requirements
Your client’s requirements can be found by selecting the Assignment tab on the left side of the page and then selecting Requirements. This will give you a brief summary of what the Tenant or Buyer is looking to lease or purchase. If you wish to update the assignment, you can click "Edit Assignment" in the upper right-hand corner.
Survey
The new Survey feature allows you to compile potential locations for a Tenant or Buyer based on their requirements.
Adding Locations
To populate the Survey, you can add locations from your existing Database Properties or create a new location within the Survey. When you create a new location within the Survey, a new Database Property will also get created. However, only the Location Information and Property Information sections of the form will save to your Database; not the Space Overview details that could be unique to the Survey.
Adding & Creating Contacts
When adding a new location to the Survey, you can also add relevant Contacts, such as a Property Manager or Engineer that will act as your on-site contact. You can create a new Contact within this form as well and that new Contact will be saved in the Database of your choosing.
Rejecting Locations
If you have locations that don’t work for your client, you can reject the locations and they’ll be moved to the “Rejected Locations” tab. Should your client decide they would like to reconsider a Rejected Location, you can re-add it to the Survey.
