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Insightly CRM for real estate.

Customer Relationship Management

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Insightly CRM is a very effective software to manage a real estate. This is a very effective tool for the increase of the productivity level of the real estate.

As a real estate CRM, this tool eases the supervision of the internal process inside the organization of the real estate and it brings the possibility to manage external relations.

Through Insightly, a real estate can supervise details such as its portfolio of potential buyers up to details on its rentals. A real estate can supervise external links to independent real estate agents (freelancers), collaborators, partners (promoters, constructors, etc.) or suppliers of the office.

The majority of the CRM that we can find on the market are not targeting the real estate sector. However, as they are flexible and have a high level of configuration, they can be adjusted to the necessities of any real estate

Insightly offers 5 plans that can be used as real estate CRM: a variety of options such as the possibility to use the CRM for free (an ideal fact for any small real estate), up to the

Enterprise version which brings loads of functions and excellent professional outputs.

Without analyzing the prices of each plan offered by Insightly, let´s analyze the advanced functions offered by this CRM.

Characteristics of Insightly CRM.

  • Calendars and tasks with Insightly CRM.

Insightly allows us to schedule events, tasks and set targets which can be visualized in real time by other members of the real estate.

Reminders and recurrent tasks can be created, or we can assign jobs to members of the team and automate different processes of internal management.

Event data can be exported on iCalendar or synchronize them with Google Calendar in order to keep the members of the organization updated. These platforms might result familiar for the professionals.

  • Management contacts and messages.

Maintaining the address book updated is a very important task; that is why Insightly adds new contacts in an automatic way.

Emails are saved in a linked way, even if we manage them through external tools such as Gmail, Outlook or the own real estate hosting.

Insigthly uses advanced analytics of the emails in order to find the hidden links between the contacts, easing the management process and achieving better levels of productivity for the real estate.

The system links the emails through the data of the fields From, To and CC, linking the messages automatically without accessing their info. 

  • Notes and comments.

There are cases in which a real estate agent wants to note down something related to a client after a voice call, to add a fast note for a project linked to a specific result or just to underline an incident.

Insigthly allows us to add notes, comments or observations and almost any task or event of the real estate (commercial opportunities, projects, emails, contacts, etc.) in a simple way.

In the same time, this function can be used by other members of the real estate to access the real estate CRM and add comments to the notes or attach relevant documents that might be linked.

Permissions system is simple to configure, but it is effective and it brings the possibility to set access rights for the real estate agents or members of the organization.

  • Personalized fields and filters.

Personalized filters bring the possibility to filter the info on the real estate CRM by different criteria. Different criteria can be combined and associated to a filter, save the filters for an eventual recovery or even share them among other users.

Personalized fields get the info that we want to store in the CRM in an automatic way, but it can be configured to leave aside the info that does not fit in none of the fields.

The real estate can set the type of the info needed to be saved on the data base and those that are not relevant at all, so CRM will manage them automatically.

  • Documents interchange.

Insightly has a great capacity to interchange integrated documents and it brings the possibility to save the important documents and the info associated with a linked task or event.

In order to link any document drag and release the document from the desktop to Insightly. It can be attached and shared with other users in an automatic way.

Linking the real estate CRM with other services such as Dropbox or Google Drive eases the real time document interchange.

In this way, members of the real estate can access them from different devices anytime they need.

  • Managements tags with Insightly CRM.

Tags bring the possibility to organize any element registered on the real estate CRM and link it to a keyword.

Tags can be added to contacts, collaborators, real estate agents, recruited properties, projects, emails, sales, properties, property rentals, etc.

Example how to use the tags on the real estate CRM:

  • Segment the type of properties and link them according to a geographic location.
  • Associate certain recruited properties to a real estate agent.
  • Link the client to a property for sale or rent.
  • Notify the agents filtered by languages about the new contents of the real estate blog.
  • Update the price of a property for sale and send it automatically to any contact.

By adding the proper tag for an instant reference, we manage to get the info and the sending of a document to be updated in real time in an automatic way.

There are infinite combinations and possible associations that can be made.

The users of the real estate CRM can follow up the tasks and the events registered on the system and introduced by them or any other member of the real estate.

The possibility to follow objects on Insightly (tasks or contacts) or to receive notifications by email when changes are made must follow the access rules predefined by the administrator of the real estate CRM.

  • Predefine access rules.

It is really important for a real estate to predefine access rules, both for the access of info as for the data interchange produced on the system.

Not all members should have access to the info managed on the real estate CRM.

However, there are cases in which it is really important to notice the real estate agents on possible price changes of the properties for sale.

Insightly brings the possibility to create hierarchical relations through the implementation of access allowances and it also brings the possibility to generate multiple direct and indirect relations between the users and the events created.

  • Contact forms with Insightly CRM.

This real estate CRM counts with a characteristic that allows the creation of a HTML form for the real estate web or real estate blog. It collects and indexes the info of the visitors (possible buyers).

A real estate in Spain can get potential buyers from different sources including its website or real estate blog.

First of all, the fields to be captured must be selected and then, we need to create a HTML code and place it on the real estate web template or the one of the real estate blog.

Once the HTML code is placed on the real estate web and the user send his details, the CRM will create a new contact in an automatic way and it will assign him the tag “Web contact”.

If the real estate desires so, it can set the CRM to send notifications by email and limit the visibility of the new contacts for the selected users.

This is a function that helps the process of management of the potential buyers and it makes it more efficient.

This function can be used when we get info on someone who might be interested in buying properties for sale or properties for rent, but his interest has not been verified yet.

This function brings the possibility to automatically segment those users who visit the real estate websites, bringing also more selling opportunities.

Insightly offers also the possibility to create lists of contacts for the creation of groups of real estate clients and then send them through MailChimp.

Contacts can easily be exported from Insightly to any of the MailChimp lists.

  • Integrated management of the projects.

Insightly allows us the integration of the real estate projects as if they were tasks and it also eases the supervision of all the phases of a selling process of a property (property recruit, document management, visits of the properties for sale, etc.).

Property rental can also be integrated as projects and they can be controlled just like the selling processes.

On the other hand, each project can be linked to different roles (real estate agents, collaborators, buyers, tenants, owners, etc.)

Project management with Insightly as a real estate CRM brings the possibility to:

  • Set targets and establish time frames.
  • Define tasks linked to different roles.
  • Send automatic reminders by email.
  • Show contacts by predefined variables.
  • Make follow ups of the emails inside a conversation.
  • Visualize completed tasks and the pending events.
  • Include archives associated with the projects of the real estate.
  • Check assigned tasks and the reports of the events.

The follow up of the professional performance of the real estate agent is achieved along with the observation of the achieved levels of productivity.

  • Selling opportunities.

Insightly allows us to analyze the potential offered by each property through a specific function defined as selling opportunities in order to sell that property. By adjusting some functions, it defines the properties that offer a higher potential of rental (by long or short term).

Different phases and linked elements must be taken into consideration:

  • Property type (apartments, bungalows, chalets, etc.).
  • Property file.
  • Target (property for sale or rent).
  • Number of the visits made with clients (linked to calendar).
  • Dates linked to each action completed by the real estate agents.
  • Contact system (telephone, email, face to face visits inside the real estate office, real estate newsletter, enquiry form on the website or real estate blog, social media of the real estate, etc.).
  • Results obtained from the tasks (in person or online).
  • Clients ´ feedback (prices of the properties for sale or rent, opinions or general observations, etc.).

By configuring this function in a specific way through the variables offered by this CRM, the real estate can get a diagnosis of the selling or renting probabilities.

  • Detailed reports.

The system called inherited reports includes nine types of reports which help the real estate to analyze each phase of the selling process or property rental.

The real estate CRM system brings the possibility to create precise reports for the property recruit, for the online implemented actions (real estate web, real estate blog, social media platforms, etc.) and for the development of each task assigned to a real estate agent (including dates and obtained results).

Reports generated by the real estate CRM include basic graphics and can be configured according to the organizational and business necessities of the real estate.

Filters can also be implemented and we can also assign categories to each field of the report, or set intelligent reminders which will be automatically sent (function available only for the paid version).

  • Insightly CRM and social media.

The social media integration system of the real estate CRM brings the possibility to detect its profiles on different platform and visualize the activity stream only with the help of one contact email.

This functions helps the real estate to access the activity of any contact on Facebook, FourSquare, Picasa, Twitter, Klout, LinkedIn, StumbleUpon, Pinterest and other similar services.

This function was not designed for illegal purposes. What this module of the real estate CRM wants to achieve is to access social media platforms of its contacts in order to establish some positive synergies.

Social function of CRM does not access the private info of the contacts registered in the data base. It only uses the public info and the activity shared.

For example, a real estate Community Manager can use this function in order to reinforce the business links or to find new opportunities for the real estate.

  • Accessibility and integration.

The mobile app of Insightly allows us to access the real estate CRM from any type of smart device (iPad, Google Nexus, iPhone, smartphones or tablets with Android system, etc.).

In the same time, Insightly CRM is integrated with other apps which might strengthen the increase of the real estate productivity.

Integration levels are differential and depend on the app and other variables. But the system focuses on the most frequently used tools for a real estate.

  • Google Apps: email address, calendar, host, etc.
  • Microsoft Outlook: contacts, calendar, documents, email, etc.
  • Customer service: SupportBee (automatic support system of the clients).
  • Management and interchange of documents: One Drive, Dropbox, Google Drive and Box.
  • Data base and migration: Data2CRM, Dedupely, Import2, Neatly and PieSync.
  • Email Marketing: DirectIQ, Gmail, Boomerang, Inibox and Mailchimp.
  • Real estate productivity: Evernote, Flow XO, Hubstaff (real time tasks), Ninja Forms (WordPress), Time Camp and Zapier.
  • Reports: Microsoft Power BI.
  • Diverse tools: Facebook Ads, Google Hangouts, PandaDoc, Plus23, Proposable, Quotient and Wishpond.

In terms of a real estate CRM, Insightly´s basic functions are very effective. Even if the free version brings some functional limits in comparison to the payable versions, it is still a good option to be taken into consideration.

Accessing freely a real estate CRM which provides all the previous characteristics seems to be a good option for a small and medium real estate in Spain.

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