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Diary & Workflow

AgencyMax has a fully integrated enterprise style diary and workflow management system.

The Diary consists of the follow components:

• Diary Scheduler
• Task System
• Action Plans
• Co-Pilot
• Mobile Device
• Outlook Synchronisation

Our Diary system understands this isn't just one isolated diary, but rather the collective diary for the entire company. So staff who have been granted access to other peoples diaries based upon their job function can quickly and easily jump into another people's diaries. This is fantastic for PAs who not only run their own diary but also share their bosses diary also.

Diary Scheduler

This is where you can view your appointments, calls in, calls out, open homes, diary notes, anniversaries and tasks.

You can easily reschedule entries by just dragging and dropping them. Think of it as your own Microsoft Outlook. Except unlike Outlook its directly connected to all your databases, contacts, buyers, sellers, properties and listings.

It supports all manner of views, so you can see your information in the format you find most suitable to the way you work.

Important dates within the property side of the system all appear in the appropriate persons diary automatically. Things like listing expiry dates, deposit reminders, conditional dates on contracts and many others.

Task System

Tasks are special types of diary entries. We have a special screen for tasks to allow you to work with many tasks at once, especially if you are an assistant to many Salespeople.

Action Plans

Action Plans are where the real Workflow Management comes into play. Action plans allow you to create checklists for various tasks within your business. These checklists can apply to various parts of your business, such as:

• new appraisals,
• new listings,
• re-signed listings,
• new buyers,
• new contacts,
• offers,
• contracts,
• new staff members joining.

This allows you to plan how you'd like your buiness to operate under each of the above situations. You can have a number of different action plans depending upon the circumstances. So you might treat a new residential listing differently to a new commercial one.

Where the system gets clever is it understands the relationship between all your staff. So those people involved in an action plan are likely to be numerous, not just a Salesperson. Certain tasks will be performed by the Salesperson, other by their administrative support or PA. Other quality assurance functions may be performed by Management or Customer Service staff. You can even have Team Leaders, Sales Managers or Principal notified under certain circumstances.

The system does this by job function not individual person, so if staff leave the action plans dont require modification, they'll continue to work correctly.

Co-Pilot

Co-Pilot is an extension to the Task system. Co-Pilot allows Action Plans and normal tasks to not only remind you of certain things, but it can actually perform those tasks for you. For example:

• Printing of Reports
• Printing of Letters
• Assigning another Action Plan

Mobile Device

The diary system is available on our mobile application called Freedom.

On your mobile you can view and edit your calendar, tasks, and callbacks. Plus a huge amount of other mobile features.

Freedom gives you the tools to do your job anywhere, with advanced features and special tools for working with your buyers and sellers it will give you a competitive edge and its even fun to use.

Outlook Synchronisation

AgencyMax includes the ability to synchronise information between Outlook 2003 or 2007. It synchronises information in both directions and includes the following types of data

• Contacts
• Tasks
• Appointments