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Building Property Action Plans *CRM ONLY*

Brivity makes it easy to complete, track, and record all the actions taken during the process of a transaction. Property Action Plans can automate your processes when you appy an Action Plan to a transaction.

Brivity-Help-ic (3)-2 WALK ME THROUGH IT

  

*If you are a BRIVITY Platform customer, you should be using Auto Plans.

Update Advertising and Property Action Plans

 

Log in to your Brivity Account and open the Settings Dropdown Menu and click “Settings.”

On the top context bar click “Action Plans.”

*Note: Only Account Owner and Administrator will have access to “Action Plans” under Settings.

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Locate Advertising Action Plans near the bottom of the page.  Within Advertising Plans you will see Brivity has preloaded a plan into the system for you.  You can rename the plan by hovering over the plan title and selecting “Rename.”  To access the tasks in the Advertising Plan, click the dropdown arrow.

A list of advertisers will appear.  You can choose to add advertisers your MLS syndicates with, edit the existing advertisers, or delete the advertisers that do not apply to your MLS by clicking the blue edit pencil

*Note: Advertisers on this list will become live links for your clients to view their property on national websites.

 

 

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Next locate Property Action Plans.  Within the Property Action Plans you will see that Brivity has pre-loaded several plans into the system for you.  Each action plan can be renamed, copied, edited or archived. 

To access the tasks in each plan, click the drop-down arrow

Within the plan you can add, view, edit, or delete the tasks.

Tasks allow you to select the following:

    • Task Details: Title of Task
    • Instructions: How to do the task
    • Who Task is Assigned to: Anyone, primary agent, or team member name
    • Visibility: Visible to viewers or hidden from viewers
    • Make Contingent: Before or after milestone dates or other tasks in the plan
    • Make Recurring: Weekly or every so many days
    • Days until Due: Number or day of the week

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2. Best Practices for Creating a Task Effectively

  • Choosing "Task Details."
    • Task details are what will appear on the Due Today task list for your team to see.  Keep the task details short, but don’t be so vague that team members can’t understand the purpose of the task.
      • Good task detail:  Call seller of property and check in.
      • Insufficient task detail:  Call.
  • Choosing “Instructions for a Task”:
    • Instructions on a task are only visible to team members; a client will never have access to the instructions on a task.
      • Instructions can include step-by-step instructions, passwords, scripts, hyperlinks for websites or an explanation of the task.
      • Instructions should be your training manual so that you can expand your business and train team members on your business practices.
      • Instructions should create shortcuts to help you save time.  If you include a website in your instructions, it will automatically become a hyperlink once the plan is applied.
  • Choosing “Who Task is Assigned to”:
    • Name of Person assigns the task to the same person every time.
    • Primary Agent will auto-fill in the primary agent’s name once they are assigned to the transaction.
    • Anyone allows any team member to see and complete the task, we suggest avoiding this when possible to eliminate confusion about who is responsible for the task.
  • Choosing “Visibility”:
    • Visible to Viewers means that any person designated under "Grant login access & send email updates" will be able to see this particular task once it is completed.
      • The viewer will be able to see the task on the timeline, receive email updates, and see a completed task on the property page.
    • Hidden From Viewers means that only your team members will see the task as upcoming and completed.
      • From the Agent or Administrator login, tasks are viewed on the due today task list, the timeline for the transaction, and on the upcoming or completed task list on the property page.
  • Choosing “Make Contingent”:
    • Number of Days indicates how far out the task should be completed
    • Before/After indicates the order in which the task should happen
    • Event is the deciding factor in which the task should be assigned
      • If you make a task contingent on a transaction milestone, the task will populate after it has been assigned to a transaction and the milestone date has been filled in with a month, day and year.
      • If you make a task contingent on actions in this plan, then you can choose if a task is created after another task has been completed.  If you want a task to appear on the same day, but in a specific order, then choose to have the task due on “0” days AFTER the task of your choice. That way it will auto populate after the first task has been marked as completed.
  • Choosing “Make Recurring”:
    • Weekly indicates that you want the task repeated on the day of your choice.
    • Every so many days indicates that you want the task repeated after a set number of days

 

 

  • Choosing “Days until Due”:
    • Filling in a number.  Select the day you want the task assigned.
      • If you fill in the number “1” then the task will be due on the first day the plan is assigned to a property.  If you fill in the number “5” then the task will be due on the 5th day the plan is assigned to a property.
    • Recurring with so many days.  Select the number of days after which you want the task assigned and repeated.
      • If you fill in the number “1” then the task will be repeated every day.  If you fill in the number “30” then the task will be assigned on the 30th day and repeated every 30 days thereafter.
    • Recurring Weekly.  Select the day of the week you want the task completed.
      • If you select “Wednesday” then the task will appear on the first Wednesday the plan is applied and repeat every Wednesday thereafter.

 

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