Success Guide: Client Management

This guide aims to help Rental Beast Pro users efficiently manage their searches and client communication.

What is the purpose?

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This guide aims to help Rental Beast Pro users efficiently manage their searches and client communication. 

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Ultimately, these client management features allow users to save time and ensure their clients are up-to-date with the market.

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By the end of this guide, Rental Beast Pro users will know:

  • How to set up client questionnaires to help qualify prospects and search.
  • How to send listings during the initial search. 
  • How to create client inventory alerts.

Step 1: Use a client questionnaire to help set filters

These steps guide users on how to configure their settings to have the Client Questionnaire automatically or manually sent to newly accepted leads. 

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The benefit is that this saves users time and reduces the steps to qualify a prospect and create market searches. 

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How to add the questionnaire to your welcome email:

  1. Go to “Settings” in your Rental Beast Portal. 
  2. Click the “Lead Management” located under the tab.
  3. Under this tab, locate and click “Lead Intake Configuration” at the top.
  4. Click on “Advanced Settings” to reveal the welcome email. 
  5. To customize the email, click “Set Custom Content” on the right side of the page. 
  6. You will then have the ability to edit the content of the email. 
  7. To insert dynamic tags into the email, click the “Dynamic Tag” box and select the tags to place within your email. The information inside these tags will be auto-filled with the information pulled from your Rental Beast portal. 
  8. Once you have completed your email settings, click “Save Changes” at the bottom of the page. 
  9. Pro Tip: If you would like to receive a count of similar listings when you accept a lead, click on the checkbox next to “Send me a count of similar listings when I accept a lead”.  This will display a menu where you can define what you consider a “similar listing”. 

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Below are the two methods to configure a client questionnaire:

Method #1: Configure an automated client questionnaire:

  1. Go to “Settings” in your Rental Beast portal. 
  2. Under the “Applications” section, click on the “Lead Management” tab. 
  3. Locate “Automatically send ‘client questionnaire email’ when lead is accepted” and click the slider icon toggle from “No” to “Yes” to enable the email. 
  4. Click “Save Changes”. 

Method #2: Configure a manually sent client questionnaire:

  1. Go to the “Clients” tab. 
  2. Click on “Renter Client List”. 
  3. Locate the client name you want to send the questionnaire to and select their profile. 
  4. At the very top of the profile page, click the “Send Qualification Questionnaire” button. 
  5. Click “Send A Request” to send the questionnaire. 
  6. Your client will receive an email with an invitation to complete their client questionnaire. 
  7. Information submitted by the client will be automatically populated on their client details page and you will be notified of the submission. 
  8. You can view a past request sent to a client by clicking “View Sent Request”.

Step 2: How to send and save listings from an initial search:

The steps below show real estate professionals how to email a listing to clients after completing the initial search.

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The benefit is that users will know how to send listings that match their client’s expectations quickly.

Below are the steps to run a search, send listings, and save a search:

How to run a search:

  1. Click on the “Search” tab.
  2. Click the “Clear” button to reset search filters. 
  3. Type in your desired locations and select from the auto-populated drop down box.
  4. Fill in any additional criteria by clicking the slider icon to access the advanced filters section. If you need more information – Click Here!
  5. Once you’ve added all desired filters, click the “Search” button to generate your results.

How to email multiple listings:

  1. Complete the steps to “run a search” listed above.
  2. Check the boxes next to the listings you would like to send to your client. 
  3. After you have selected your listings, click the envelope icon. 
  4. This will open a pop up box that will allow you to add your client’s name and select an email format for your client to receive. 
  5. Once you have completed the appropriate information, including adding a subject line and curated message, click the “Send” button to email the listings.

How to email a single listing:

  1. Complete the steps to “run a search” listed above. 
  2. Click anywhere inside of the listing row to open up the details page of the listing.
  3. Locate and click the envelope icon on the right side of the page. 
  4. This will open a pop up box that will allow you add your client’s name and select an email format for your client to receive. 
  5. Once you have completed the appropriate information, including adding a subject line and curated message, click the “Send” button to email a listing.

How to save the search:

  1. Complete the steps to “run a search” listed above. 
  2. After your results display, click the disc icon.
  3. You will be prompted to type a shortcut name into the box that appears.
  4. Click the “+New Search” button to save your search.
  5. Your Saved search will appear in a field to the left.

Step 3: How to set an inventory alert:

The steps below guide users through creating listing alerts for their clients.

Creating listing alerts for your clients will ensure that any new listings or updated listings that fit their search criteria are sent to them as soon as possible without requiring extra work.

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Below are the two methods to create listing alerts for your clients:

Method #1: Create an alert from the search tab:

  1. Click on the “Search” tab.
  2. Click the “Clear Criteria” button to reset search filters.
  3. Type in your desired locations and select from the auto-populated drop down box.
  4. Input any additional criteria.
  5. Click the “Search” button.
  6. When your search results are generated, click the disk icon.
  7. A box will appear, type your alert name and click “+New Save Search” to save your search.
  8. Your search name will now appear on the screen, click the bell icon.
  9. Click “OK” to confirm your alert.
  10. Once the success screen appears, click “Alerts” to take you directly to the alerts page.
  11. Under the “My Alerts” section, locate your alert and click “Clients”. Associate a client with an alert by clicking on “Add a Client” and typing the desired client's name. Once their name appears from the auto-populated drop down list, select it.
  12. Check the box next to “Send Email” and select the frequency of alerts. 
  13. Once done, click “Submit”. 

Method #2: Create an alert from the alerts tab:

  1. Click the “Alerts” tab.
  2. Click the NEW bell icon. 
  3. A box will appear, input your client's search criteria.
  4. At the top of the page next to “Save Alert”, input your alert name, and click “Save Alert”.
  5. Under the “My Alerts” section, locate your alert and click “Clients”. Associate a client with an alert by clicking on “Add a Client” and entering the desired client's name. Once their name appears from the auto-populated drop down list, select it.
  6. Check the box next to “Send Email” and select the frequency of alerts. 
  7. Once done, click “Submit”. 

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