How to add contacts and record what buyers want

Add buyers, sellers, tenants and landlords to Estate CRM, record what each client is looking for and see matching listings appear automatically.

In Estate CRM everyone your real estate agency deals with — buyers, sellers, tenants, landlords and developers — is a contact. Here is how to add a contact, record what they want (a requirement) and pause a search.

How do I add a new contact?

1. Open Contacts in the sidebar and click New contact.
2. Fill in First name and Last name, or Company for a business.
3. Under Role, tick everything that applies. One person can be a Buyer and a Seller at the same time.
4. Add one or more Emails and Phones. If an e-mail or phone already belongs to another contact, a Possible duplicate warning appears so you can open that record instead of creating a second one.
5. Optionally set Speaks, Status, Lead source, Agent and Labels, and tick Agreed to us keeping their details (GDPR) or Happy to receive newsletters.
6. Click Add contact.

Speaks is worth filling in: listing e-mails you send the client use it to pick English or Greek.

Who can see a contact?

Owners, managers and assistants see every contact. Agents see only the contacts assigned to them in the Agent field.

How do I record what a buyer or tenant is looking for?

1. Open the contact. Under Looking for, click Add requirement.
2. Under Wants to, choose Buy or Rent, then enter the budget — for example Budget from (€) and Budget up to (€).
3. Add Areas. Choosing a district such as Limassol or Paphos includes every town in it. Leave it empty for anywhere.
4. Tick the Property types they would consider (none ticked means any type) and set Bedrooms ≥, Bathrooms ≥, covered area or Plot m² ≥ if they matter.
5. Under Must have, tick Pool, Parking or Title deed only if the client will not look at listings without them. Features under Nice to have are not required, but listings with more of them rank higher.
6. Choose the Automatic e-mail alerts setting and click Save & match.

A message tells you how many listings fit, and they appear under the requirement. A client can have several requirements — say, a family home in Nicosia and a holiday flat in Paphos. Use Label (optional) to tell them apart.

How do I pause a search?

When a client stops looking, edit the requirement and untick Active — keep matching. It is marked Paused: it stops matching and sends no alerts, but the listings you already sent stay on record.

Next, see how matching works and how automatic match alerts work. If you find the same person twice, merge the duplicates.