Immocontact Practical Guides

IMPORTANT: Our platform is the primary source. Your calendar (Google, Outlook, etc.) displays information but cannot modify it. Any changes made directly in your calendar will not be taken into account. To make changes, you must use the platform.

The Calendar Synchronisation feature allows you to integrate your Immocontact calendar with your regular calendar (Google, Outlook, etc.), so you can view all your appointments in one place.

To set up calendar synchronisation on PC

1. Log in to immocontact.com
2. Go to Settings > Calendar Synchronisation
3. Click Activate calendar synchronisation
4. Click Copy link to clipboard
5. Open Google Calendar
6. Click the 3 dots next to Add calendar (on the left, middle of the screen)
7. Select Add calendar from URL
8. Paste the URL into the URL field
9. Save

To set up calendar synchronisation on Mac

1. In the Calendar app on your Mac, choose File > New Calendar Subscription.
2. Enter the calendar's web address, then click Subscribe.
3. Enter a name for the calendar in the Name field, then click the adjacent pop-up menu and choose a color.
4. Click the Location pop-up menu, then choose an account for the subscription:
   • If you choose your iCloud account, the calendar will be available on all your computers and devices set up with iCloud.
   • If you choose On My Mac, the calendar is saved on your computer.
5. To receive event attachments or alerts, deselect the corresponding Remove checkboxes.
6. Click the Auto-refresh pop-up menu, then choose how often to update the calendar.
7. To prevent alerts from appearing for this calendar, select Ignore alerts.
8. Click OK.

To modify these settings later, click the calendar name, then choose Edit > Get Info.

To set up calendar synchronisation on iPhone or iPad

Go to Settings > Apps > Calendar > Calendar Accounts > Add Account > Other > Add Subscribed Calendar. Enter the URL and save.

Unsubscribing from a calendar

If you want to stop subscribing to someone else's calendar, you can unsubscribe. In the Calendar app on your Mac, Control-click the calendar in the calendar list, then select “Unsubscribe.” If the calendar list is not visible on the left, choose View > Show Calendar List.

The Replacements feature allows you to forward your messages to a colleague so they can be handled, even while you're away.

Examples of when to use replacements

Forward your messages during:

• Your vacation
• A day off
• Just a few hours

How to activate it

• Choose a colleague who will receive your messages
• Set when the forwarding should apply
• Activate forwarding as:
  • One-time
  • Repeated weekly
  • Continuous (until deactivated)

Setup

Settings > Replacements > Add a replacement

• Select a colleague
• Set the period (from-and-to dates or “Always”)
• Optional: add specific hours or days
• Click Save

Options

• Time filter: limit forwarding to specific hours/days
• CC me: also receive the messages during your absence

No need to worry: if you choose not to be CC'd while you're away, you can still view the messages in your reports.

One of the best ways to save time and automate repetitive tasks in Immocontact is to set up your showing availability calendar for each of your listings.

This availability calendar allows you to pre-approve or block showing requests. You can also schedule an open house.

Pre-approved showings (auto-confirmed)

A great example of when this feature is useful: vacant properties. If you don't want to constantly confirm showings, you can set all 7 days of the week to automatically confirm (pre-approve) showing requests.

To do this, go to the My listings section in the main menu of your Immocontact app.

1. Select the listing you want to customise.
2. Select Showing availability.
3. Double-click the time slot in the calendar you want to add. A window will open with the following fields: Type, Start, End and Repeat. Under Type, select Pre-approved.
4. Enter the start and end time of the auto-confirmed slot.
5. Under Repeat, choose Never or Weekly. This determines whether the availability repeats (ex.: pre-approved from 8 a.m. to 5 p.m. every Monday) or is a one-time occurrence.

Not possible (or non-confirm) showings

If you know that your seller gives piano lessons every Wednesday from 3 p.m. to 6 p.m. and prefers not to have visitors during that time, you can block off this time slot in your availability calendar so that showing requests are not allowed.

1. Select the listing you want to customise.
2. Select Showing availability.
3. Double-click the time slot in the calendar you want to add. Under Type, select Not possible.
4. Enter the start and end time of the unavailable slot.
5. Under Repeat, choose Never or Weekly. This determines whether the availability repeats (ex.: not possible from 3 p.m. to 6 p.m. every Wednesday) or is a one-time occurrence.

Open house

It's easy to advertise an open house in Immocontact. Simply follow the same steps as for any other type of availability. The main difference is that you will typically set the repeat option to Never.

As with pre-approved time slots, showing requests submitted during an open house time slot are automatically approved.

1. Select the listing hosting the open house.
2. Select Showing availability.
3. Double-click the time slot in the calendar you want to add. Under Type, select Open house.
4. Enter the start and end time of the open house.
5. Under Repeat, choose Never (since open houses are usually one-time events).

Good to know

1 — When you set up your availability calendar, as well as your listing notes and user notes, they are visible not only to brokers in Immocontact, but also when viewed via your MLS.

2 — When using pre-approved time slots, it is recommended to include showing instructions in the settings so the cooperating broker has all the necessary information to access the property (ex: lockbox details).

3 — If no time slot is set as “Pre-approved” or “Not possible,” the slot will appear in yellow when a showing request is made. The cooperating broker will then need to wait for your confirmation before proceeding.

IMPORTANT: Creating a team in Immocontact allows you to delegate messages to other team members when working together on a listing.

Creating a team

If you work with one or more co-listing brokers or an assistant, creating a team in Immocontact helps you manage showings more efficiently.

How to create a team

In Immocontact, go to Settings > My team > Add a person. You can then search for the name of the person you want to add to your team. Select the member, then click Save. Repeat this step if you have multiple members to add.

Once you have added all your team members, each of them will need to go into their app and accept your request in Settings > My team.

Note: All team members must accept one another. This means that not only does each member need to accept your invitation, but they must also accept invitations from the other team members.

Tip: If you work in a team, you can view all your team's showings, as well as showings for other brokers' listings. In your Immocontact calendar, click the filter icon on the right, then select the desired filters.

The Listing Dispatch grid allows you to route property-related messages to the right team members. It also lets you define who receives which messages, and when.

For example, you can choose to receive all showing requests during office hours, and assign all showing requests outside of office hours to your second listing broker.

To modify your default Listing Dispatch in Immocontact, please follow these steps:

1. Navigate to your settings.
2. Click on Listing Dispatch.
3. The Listing Dispatch grid will be displayed.
4. Click on the line you wish to edit. A new window will open.
5. In this window, you will be able to configure each type of message for that person.
6. Once you have made the necessary adjustments, click Save at the bottom of the page.

Office hours are managed by administrators. If you are unsure what they are, you can check with your office administrator.

Here is a Listing Dispatch grid:

By clicking on Tom Townhouse's name, we can include him in all communications related to our listings.

Here is the Listing Dispatch reflecting this change:

In this comprehensive guide, we will go over the key features, functionalities, and settings that allow you to efficiently manage your team using the assistant interface of the Immocontact application.

The new interface

The new interface is designed to allow assistants to manage their teams with ease. It also allows you to download the Immocontact app and use it under your own profile. Please note that this interface is reserved for assistants and is not intended for real estate brokers.

In addition, changes made in the new interface are reflected in the previous version. For example, if you add an email address to a reception profile in the new interface, that change will also appear in the previous version.

Personification feature

A key element of the new assistant interface in Immocontact is the broker selection menu. This menu allows you to select a colleague in order to access their information and, when needed, act on their behalf. This helps streamline teamwork and monitoring of activities between colleagues.

To use this feature, you must first be part of an Immocontact team. Please note that you cannot personify another assistant within your team.

There are two ways to open this menu:

• Click on your name at the top of the left menu
• Click on your profile picture in the upper-right corner

Once the personification menu is open, the selected broker will be highlighted in blue. To personify them, simply click on their name.

Sending messages and generating reports

As an assistant, you can send showing requests on behalf of the real estate broker you are personifying. To do this, switch to your colleague's profile, click Send message, then select Showing request, and enter the recipient's name. Choose the listing, set the requested date and time, write your message, and click Send.

If you send messages on behalf of your colleague, this will also be reflected in the reporting feature. For example, you can generate a detailed report of messages sent over a given day. In reports, the sender will be identified as the assistant, even if the message was sent from the “personified” broker's profile.

Settings and active inbox

In the assistant interface, you now have your own Active inbox. This inbox contains all messages sent to you in Immocontact.

Calendar and showings

The calendar section allows you to see all of your colleagues' showings at a glance. However, to modify showings, you must personify the colleague in question.

Listing dispatch

As an assistant, you do not have a default Listing Dispatch in your settings. However, if you are not receiving notifications for certain listings, you can add yourself by going to My listings, selecting the relevant listing, then going to Listing dispatch, and adding yourself to communications.

To avoid repeating this step for every listing, you can also review your colleague's default Listing dispatch and add yourself there by default.