The operating system for buyers agents

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1. 1Brief, agreement, checks, finance and fee: what is still open before this buyer is locked in.
2. 2Identity, AML and entity checks, with the state of each.
3. 3Every note, call, email and inspection, in date order.
4. 4The properties that match their brief, one click away.

• Pipeline boardDrag a client from one stage to the next, on stages you name and order yourself.
• Relationship timelineEvery call, email, document, note and property against a contact, in date order.
• Gone-quiet alertsA signed client with no call, email or diary entry for 14 days comes back to your attention.

Also: Contact records, Tags, Lead capture, Spreadsheet import, Lane rules, Action queue, Playbooks, Sales overview, Morning letter.

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1. 1Reply from the thread; it files on the buyer's record.
2. 2Unread and needs-reply, so nothing waits on you unseen.

• Your own sending domainAdd your business domain, verify it, and your email leaves from your address rather than ours.
• Conversation filingEvery email sent or received files itself against the contact and shows on their timeline.
• Reply routingA client who replies from their own mail app lands back in the thread here.

Also: Mail client, Email dock, Delivery status, Smart blocks, Spam Act footer, Mailbox connection, Bin.

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1. 1A block that fills itself with the suburb figures Cotality holds, for each reader.
2. 2The reader's own brief - budget, suburbs, timeline - written in for them.
3. 3The email as it will arrive, your masthead and signature already on it.
4. 4A test to your own inbox before it goes to anyone.

• AudiencesBuild a list from a rule on your own contacts, and save it as a segment that re-runs each time you use it.
• Composer studioWrite a campaign in blocks, add the recipients, send yourself a test, then send.
• Unsubscribe ledgerAn unsubscribe is recorded once and left out of every future audience.

Also: Templates, Headers and signatures, Campaign history, Pre-send checks, Automatic emails.

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1. 1The next steps the call produced, read out of the conversation.
2. 2Add task: the promise becomes work on the buyer's file, one click.
3. 3The whole transcript, by speaker, with the time on every line.

• Video roomStart a call from the top bar, send the guest a link, and keep the client's file open beside it.
• TranscriptWhat was said, line by line, saved as the call runs.
• RecapThe summary and the next steps afterwards, each one a task in your queue in a click.

Also: Property on the call, Call log, Transcription consent.

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1. 1A video call, with the buyer it is for, from the diary into the room.
2. 2Agenda, day, week, month or year.
3. 3An inspection, with the address and the buyer on it.

• Calendar gridInspections, appointments and activities on the same calendar, not three.
• Google Calendar syncYour own commitments block the times a buyer can take, and what a buyer books shows up in Google.
• RemindersThe client gets the reminder before the inspection without you writing it.

Also: Day, week and month, Linked records, Rescheduling, Meetings list.

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1. 1The meeting types you offer, each with its length and where it happens.
2. 2Only the days you have opened are live.
3. 3The times still free, in the buyer's own time zone.

• Booking pageSend one link and stop trading five emails to find a time.
• AvailabilityAvailability is worked out against your calendar, so nobody books over something.
• Contact from a bookingA stranger books and you have a contact, an appointment and a diary entry, without typing.

Also: Working hours, Appointment types, Booking page branding.

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1. 1A buyer who filled in your form: budget, property type, finance.
2. 2Pre-approved, or still in progress, read off the form.
3. 3One click opens the brief as an opportunity on the pipeline.
4. 4Active, completed or expired, or all of them.

• Form builderBlocks you arrange yourself, in your own words and your own order.
• Submitted briefsThe brief arrives as a person in your pipeline, with what they want already filled in.
• Match criteriaWhat they tell you here is what their properties get matched against.

Also: Form branding, Public form link, Essentials rule, Several forms.

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1. 1Every photograph Cotality holds, campaign by campaign.
2. 2Off market or listed, with the last campaign and its days on market.
3. 3Which of your active buyers this property fits.
4. 4Into your folio, on the buyer it is for.

• Brief matchingTheir budget, beds, suburbs and deal breakers scored against live for-sale listings, ranked, with the reason each one placed where it did.
• Property pageThe clients linked to the address, its due-diligence check, its inspections and the reports you have run from it.
• WatchlistFollow an address and hear when its price or its status moves.

Also: Client folio, Keyboard screening, Recently updated.

The property page and the watched list show Cotality's data with your own RP Data login, connected once in your settings.

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1. 1Find a suburb and the map goes to it, coloured against its neighbours.
2. 2Pick the lens: median, momentum, sales, yield, days on market.
3. 3Scrub back through the months and watch the map change.

• Address searchLook up any address Cotality holds.
• Suburb statisticsMedian, growth, days on market, rent, yield and sales volume.
• Sales historyWhat the market actually did, year by year, not a five year chart.

Also: Cotality connection, Property search, Suburb explorer, Suburb comparison, Market activity.

Every screen here needs your own RP Data login, connected once in your settings.

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1. 1Lot boundaries, government land and land tenure, by state, a tap each.
2. 2Zoning, and the planning layers beneath it, a tap each.
3. 3The address's own lot: its plan number and its area, from the cadastre.

• Lot boundariesSatellite imagery at a zoom where single lots read, with the state's lot lines drawn over it.
• FloodFlood planning areas, overland flow, and past flood extents where the council publishes them.
• Click a houseClick a lot and read its boundary and what each planning map says at that spot.

Also: Zoning and heritage, Bushfire and other hazards, School catchments.

What each map shows depends on what the state and the council publish for that address.

• Capture by roomPhotos, clips and notes filed by room on your phone, and kept on the phone until you have signal.
• Evening reviewGo back over what you captured, caption each photo and clip, and flag the ones that matter.
• Walkthrough on the portalThe rooms you chose, as a walkthrough your buyer opens on their portal.

Also: Inspections list, Inspection brief, Walkthrough PDF.

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1. 1Each register read for the address, with its answer beside it in words.
2. 2A finding in words, not a colour: what is mapped over the property and what it means.
3. 3The deep research: every data layer analysed, dated, kept with the file.

• ScreeningA free first look on every property page: which of the hazard registers are worth opening.
• Due-diligence reportFlood, bushfire, zoning, easements and the rest, collected into one report you can hand over.
• Unanswered checksA check that came back with nothing is shown as unanswered, never as all clear.

Also: Runs while you work, Credits back, Report list.

The due-diligence report costs 2 credits, taken from your balance when you run one.

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1. 1A due-diligence report on the address, built from the registers and Cotality's record.
2. 2Shared to the buyer's portal with one click; they download it from there.
3. 3The PDF, yours to download and send.
4. 4Property reports, suburb profiles and due-diligence reports, each under its own tab.

• Property profile reportThe official report on an address, presented under your name.
• Suburb planning reportWhat the planning maps say across a suburb, each line with its source and date.
• Every report in one listProperty, suburb and due-diligence reports together, searchable by address and filtered by kind.

Also: Suburb profile report, Download and portal sharing, Report filing.

Saved due-diligence and planning reports re-download without an RP Data connection; Cotality reports need one to download or run.

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1. 1The QLD Form 6, the version it is, ready to send.
2. 2Send any template for signature from here.
3. 3The version it is, and the state it is for.

• TemplatesBuilt once with the fields marked, then reused. Your wording, not a generic form.
• Generated documentsThe client's name and email, your licence and your fee come out of the CRM rather than out of your memory.
• Version historyEvery version kept, so you can see exactly what the client was sent.

Also: Document defaults, State forms, Cabinet.

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1. 1One of your forms, or any PDF dropped in.
2. 2A signer picked from your contacts. Each one gets their own link.
3. 3You sign last. Each signer gets their own link, and the signed copy comes back onto the file.

• Send for signaturePick a state form, your own template or an uploaded PDF, add the signers and send it.
• Signing pageThey open a link and sign. No account, no app, nothing to print and scan back.
• Executed copiesThe signed document lands on the client's file the moment it completes.

Also: Signature fields, Several signers, Signer reminders, Signature history, Self-signature, Appointment link.

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1. 1One client's file: complete, the five checks cleared, the document, when it was sent and when it finished.
2. 2Which document the client used.
3. 3Requires review, with the client, declined, expired: every file, whatever state it is in.
4. 4The five checks: document authenticity, liveness, face match, sanctions, PEP and adverse media, proof of address.

• Identity check on a personThe identity check happens inside the client's file, not in a separate portal you log into once a quarter.
• Obligations registerEvery obligation under AUSTRAC's numbering, and where you stand on each one.
• Reports roomThe program, process and policy documents, the risk assessment, the annual report, the effectiveness record, the regulator pack and a client certificate, each stamped, dated and saved.

Also: Compliance overview, AUSTRAC enrolment, AML/CTF program, Company or trust check, Certificates, Monitoring alerts, Risk assessment, Case diary, Cash payments register, Regulator request pack, Client reviews, Reconciliation, Training room.

An identity check costs 20 credits and a company or trust check 40, taken from your balance when you run one.

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1. 1How many homes you have put in front of them, and how many they have walked through.
2. 2A note from you, on the page, in your words.
3. 3Where the purchase stands, stage by stage, without a phone call.

• Portal builderA private page showing your buyer the properties you found them, updated as you add.
• ReactionsLiked or dismissed, on the property, without a phone call. You see it on your board.
• Link accessThe client opens a link. There is no account to make and no app to install.

Also: Portal visibility, The buyer's page, Password, Revocable access.

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1. 1Drag a buyer to the next stage. The date they entered it is kept for you.
2. 2The next action sits on the card, with how long the buyer has been in the stage.
3. 3In progress, counted from the board itself, with new and closing beside it.

• Delivery boardThe stages a purchase actually goes through, not a generic project board.
• Automatic journey startWinning the client opens the delivery journey by itself. Nothing is re-keyed.
• DriftA journey with nothing happening and nothing booked comes back to your attention.

Also: Journey page, Stage documents, Operations overview.

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1. 1It knows whose record you are on, and offers the questions you would ask.
2. 2A follow-up email drafted from the notes and the last call.
3. 3Speak, or type. It answers from the record you are on.

• Copilot dockAsk about a client and the answer comes from your pipeline, briefs, notes and mail - not from the internet.
• ActionsAsk it to draft an email to a contact, send your brief form to someone, or set up a video call link.
• Property factsProperty facts are fetched and shown to you directly, never sent to be summarised.

Also: Drafting, Stated limits, Morning read, Dictation.

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1. 1The channels your agency has; add one for a deal or a suburb.
2. 2The message, the time it was sent, and who sent it.
3. 3Enter sends. New messages arrive as they are sent.

• ChannelsA channel for a deal, a suburb or the whole team, with a topic line, open to your agency or private to the people you add.
• MentionsType @ and pick a teammate. A count beside the conversation tells them how many messages are aimed at them.
• Live threadNew messages appear as they are sent, and the thread catches up on its own when your tab comes back.

Also: Direct messages, Unread marks, Edit and delete, Failed-send retry, Message history, Top-bar shortcut.

Chat is for your agency, so it needs one - the roster is the people on it.

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1. 1How complete the profile is, and what is still to add.
2. 2Each item to fix before a buyer can find you, with a link to it.
3. 3See the page as a buyer will, before it goes live.
4. 4Identity verified, shown on your public page.

• Directory presenceA public page in the directory, which is what a buyer reaches when they do not already know your name.
• LeadsThe enquiry, with the buyer's name, phone and email, ready to add to the CRM.
• ReviewsRequest them from past clients, and appeal one that is unfair.

Also: Onboarding wizard, Profile editor, Service areas, Languages, Identity verification, Analytics, Articles, Portfolio, Awards, Share and embed, Custom address.

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1. 1Bring an agent onto the roster; they keep their own profile and clients.
2. 2Owner, admin, member, compliance officer: the role sits on the person.
3. 3Contacts and folio are shared only when you switch them on; until then each agent sees their own work.
4. 4Who joined, left, was paused or changed role, and who did it.

• Agency pageThe agency page, with every agent on it, alongside their own profiles.
• BrandOn BuyersagentsOS, the agency's colours go on the team's client portals and emails.
• Team enquiriesAn enquiry from the agency page goes to the agency's owner. By default, an enquiry sent to an agent stays with that agent.

Also: Team, Roles, Settings, Compliance across the team.