2. Client Database

2. Client Database

A strong client database is the backbone to any successful career. With the Client Database seemlessly track all of your clients without the normal headaches. Let's jump in!

Module outline: 7 sections (Includes 3 Videos)

Estimated time to complete:  10 - 20 minutes

2-1. Client Database Overview

The Client Database is the one place to track all of your clients. Whether they are friends, family, past clients, current clients, online leads, business connections, or old contacts you have in your phone, this is the best place for them.

In the Client Database you have two simple ways to add clients (See 2-2 and 2-3 for details) as well as a quick filter and sort function. The best part, since we built this for real estate agents, we have focused the main functions for what you need to know most. Wonder who you need to talk with now or who has the most properties, use the sort function with one click. 


2-2. Add A Client

Add A Single Client

To add a single client in RealOffice360™ from the Client Manager, you can do so as follows:

1. Click on the "Add Client" Button in the top right corner (on mobile bottom)

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2. Enter the client details in the Add Client Panel *NOTE* A First Name and Last Name are required entries

3. Push "Add Client"

The client will be created on your RealOffice360™ account and will be waiting for you in the Client List!

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2-3. Sort, Filter & Search Clients

RealOffice360™ is the hub of your client information and therefore it is imperative that we let you sort, search and filter your client information quickly and easily. All of this can be done in your Database at the top of your client list, see the image below and the black box for where to begin.

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Sort Clients

To Sort clients in RealOffice360™ you can do so by clicking on the column headers of the Database: Name, Phone, Group, Properties, Activities Due, and Deals. By clicking on these headers your client list will automatically be sorted ascending or descending for quick view. 

Note you can sort names by both First and Last Name, ascending or descending.

Filter Clients

To Filter clients by various traits you can do so by clicking on the little Filter Icon (see image below) which opens up a Filter panel. In the panel you can toggle on and off various parameters for clients that you would like to display. Number of Properties, Client Type, Client Group, and by Letter of last name.

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Search Clients

We have made it incredibly simple to search in RealOffice360™. To search your entire database by your client name (first or last), simply start typing into the search box at the top of the page and your list will be reduced to only showing those resulting clients! To see your entire database again, don't forget to click on the "x" in the search box to clear the search.

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2-4. Import Clients

Import Your Client List

To import your clients from a existing CRM or database, you simply need to follow the steps below. If at any time you would like help importing your clients, send us an email to support@realoffice360.com and we would be happy to assist.

See full instructions here.

2-5. Client Profile Overview

July 11, 2018 - *NOTE - The colour schemes have changed since this section was last updated*

Watch the 5-minute video below to get a quick orientation on the Client Profile tab!

Client Profile - The Heart of your Business

We don't have to tell you that your clients are the core of your business, which is why the more information you have in your database the better! This is how we make it simple.

1. Client Organization

Let us start with the basic's, your clients all live in your Clist List which we discussed above. So let's dig into the Client Profile.

2. Client Profile

The Client Profile is the hub of all things in your business, centred around your client. The Client Profile is broken down into tabs and sections for ease of use. Specifically each client is broken down into the following tabs:

Details | Properties | Deals | Tasks | Notes

We will discuss each in detail next.

3a. Client Profile > Details

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The Client Details Tab is for all things basic. Name, Contact Information. Company, Birthday, Spouse, and Mailing Address. This is also the place you go to add a pretty picture of your client.

3b. Client Profile > Properties

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The Client Properties Tab is your one-stop shop to add property information about this client. Are they an investor with 5 properties that you want to stay on top of at all times? Or are they your neighbour with just the one property and you want to keep track of all the in’s and out’s for them, this is your place to do so.

Why would you put all this information in here? Good question.

1)    It allows you to become the property expert for your clients on their properties. Using this tool know one will be more knowledgeable about your client properties which gives you an ongoing edge.

2)    It gives you a reason to meet up with your clients and talk real estate. “Hey Jane, I want to update my property records to ensure that I can continue offering you a high level of service, do you have time for a coffee later this week?”

3)    You can build your data today so if you do list the home, you have all that information here in one place.

Enough reasons? We thought so!

3c. Client Profile > Deals

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You know what makes money, deals! So, let’s make sure we track them for you. Any deal you add in the Business Tracker, log in your Deal Manager, or add right here.

Put another way, if you want to track your deals anywhere in RealOffice360™, those deals will also be tracked on the relevant Client Profile! Sound awesome? We thought so too!

3d. Client Profile > Tasks

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Ever want to know what you need to do next? Can’t remember which client that to-do was for? Never miss another to-do and have them always sorted by which client needs your attention. Just like deals, any task added in RealOffice360™ and linked to a client will have this task live on their profile. Any completed tasks? They live here too!

3e. Client Profile > Notes

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This section is pretty simple but let’s talk about it for a minute. In the Client Note section you have the ability to write down any little detail you have ever talked about with your client. What are their needs, what is their future plan, where you met. You name it. Again, just like Deals, and Tasks, all your Notes also live in the Note Manager!

2-6. Merge Clients

When you import sometimes duplicate contacts happen. We have built a simple merge tool to help you combine those pesky duplicates. To do this, on your Database page, click on the contact you want to keep and have information merged combined into one. Once you are on this client, you will see three dots beside their name, click there and you will see the option to merge. NOTE: IF YOU DONT SEE THIS OPTION, YOU WILL NEED TO ADD AN EMAIL ADDRESS TO THIS CLIENT. WE ONLY MERGE ONTO CLIENTS WITH EMAIL ADDRESSES.


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Upon clicking on "Merge with another client", you will get the following prompt below. From here, you type in the name of the contact which you would like to combine into this contact.

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Once you type in the contact name you wish to merge, click on there name and they will be displayed as a chip.

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If you are ready to merge, click the "Merge Contacts" button. You will get one final warning prompt.

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Upon pushing "Merge" you will see us working behind the scenes! Then presto, we are done!

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Not quite what you are looking for? Send us an email at support@realoffice360.com!


2-7. Bulk Client Delete

When you import from a bunch of sources you can get junk contacts from time to time. If you ever need to quickly clean up your database you can do so with our bulk delete function. To bulk delete, you simply select the contacts you wish to delete by clicking on the circle which appears when you over on that client name.

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Once the circle appears and you click, a delete option will appear at the top.

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Upon pressing "Delete" we give you one last chance to back out! Push "Yes" and you will delete the selected options. Push "cancel" if you get cold feet!

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Not quite what you are looking for? Send us an email at support@realoffice360.com!

Free PlanMike McAra