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Enquiries, viewings and the leasing pipeline

Every enquiry, from your listing pages, a walk-in or a call, lands in one board. Book viewings, record how they went, and follow larger lets as deals from first call to heads of terms and signing.
PLANSFrom Growth
Compare plansHow it works

The problem it solves

  • Enquiries arrive by phone, portal, WhatsApp and walk-in, and half are never called back.
  • The same person asks three times and is handled by three agents.
  • Viewings are booked in personal diaries and nobody knows who showed what.
  • A large office deal sits in one person's inbox until it is lost.

How it works

  1. Enquiries come from your listing pages, the Staff app's walk-in, the portals and SmartMy CRM. Or they are typed in: Lease > Leasing > Finding Tenants > Enquiries > New.
  2. Each gets a number, a source and an agent: the listing's agent or the property's manager. The agent is told at once.
  3. A person with an open enquiry who asks again is added to it, and Times Asked goes up. Matching is by email or the phone's last digits.
  4. Press Contacted, then Book a Viewing: the unit, when, how long, how (In Person, Video Call, Self-viewing (code)) and the agent.
  5. After the viewing press Done with how interested they were and what they said, or No Show. Then Start Application, Won or Lost with a reason.
  6. For offices and shops press Make a Deal and follow it on the Leasing Pipeline by stage.

Everything it does

Enquiries

  • Name, phone, email, contact, source and which one, property or unit, budget a month, bedrooms, wants to move in, message, agent
  • Sources: Our Pages, Property Portal, WhatsApp, Phone, Walk-in, Referral, Email, Social Media, Other
  • Status: New, Contacted, Viewing, Applied, Won, Lost; Reopen brings a lost one back
  • Lost reasons: Price, Unit Taken, Location, Size / Layout, No Answer, Took Another, Other
  • Board by status with a late follow-up, call today or move-in pill; filters Open, Mine, No Agent

Viewings

  • Unit, when, length (half an hour to start with), how, agent
  • Planned, Done, No Show, Cancelled; interest Wants It, Thinking, Not for Them, with feedback
  • Booking a viewing moves the enquiry to Viewing
  • Calendar by agent; filters Planned, Mine, Today
  • In the Staff app: the next seven days, Viewed or No show, and a walk-in logged with "+"

Leasing pipeline

  • One deal per prospect: enquiry, agent, priority, expected rent a year, expected start, term, probability, property, area wanted, units, heads of terms, why lost
  • Stages ready to use: Enquiry (10 %), Viewing (25 %), Proposal (40 %), Heads of Terms (70 %), Legal (90 %), Signed, Lost
  • Stages are yours to change in Lease > Configuration > Properties and Leasing > Deal Stages

Report

  • Leasing Funnel: enquiries by source and status, for Lease Managers

Who uses it

Leasing agentCalls back, books and holds viewings, moves enquiries to an application or a deal.
Lease ManagerWatches the board and the funnel, and keeps the deal stages.
ProspectBooks a viewing on a listing page and hears when a viewing is booked or cancelled.

Where you use it

  • Web: Lease > Leasing > Finding Tenants > Enquiries, Viewings, Leasing Pipeline; Lease > Reporting > Operations and Leasing > Leasing Funnel
  • The SmartMy Lease Staff app: Leasing > Finding Tenants > Viewings, "+" logs a walk-in (built and in testing, not in the app stores yet)
  • Listing pages: Book a viewing, with no login

What you control

Settings

  • Deal stages with their probability, Signed, Lost and folded
  • Viewing days and slots of the listing page

Notifications

  • New Enquiry: to the agent, by email and in the app
  • Viewing Booked and Viewing Cancelled: to the person, by email and in the app, when the enquiry is linked to a contact
  • Each person can switch off a channel, such as email, for themselves; in-app notices always arrive

Works with

SmartMy CRMA lead becomes a Lease enquiry by a button or at a stage you pick, and the two are kept in step.
SmartMy MarketingEnquiries made by the AI agent on WhatsApp or web chat land here.

Questions

What if the same person asks twice?

Their open enquiry is found by email or phone, and the new request is added to it with Times Asked raised by one.

Is the prospect told about the viewing?

Yes, when the enquiry is linked to a contact: they get Viewing Booked or Viewing Cancelled by email and in the app.

Can agents log walk-ins on the phone?

Yes, in the Staff app under Leasing > Finding Tenants > Viewings with "+". The app is built and in testing, not in the stores yet.

Do I need the pipeline for flats?

No. Enquiries and viewings are enough for homes. The pipeline is for longer deals, such as offices and shops.

Which plan has it?

Growth and above.

Related features

LETTINGListings with photos, a public listings page and an enquiry formList a free unit with photos, price and terms, and publish it on your own listings page. Visitors book a viewing slot from the page, and each request lands as an enquiry for the agent.LETTINGApplications by link with ID checks and a holding depositSend an applicant a private link to fill in their details, income, co-applicant, guarantor and documents. Record ID checks, screening and the holding deposit, decide, and make the draft lease in one step.WITH OTHER SMARTMY PRODUCTSEnquiries to CRM opportunities, and units sold through quotesEvery Lease enquiry opens or joins a CRM opportunity. A CRM lead can become a Lease enquiry by a button or at a stage you choose. Units for sale get a sale price and a Sale Quote button; confirming the quote marks the unit sold.WITH OTHER SMARTMY PRODUCTSAn AI agent finds homes and books viewings, with SmartMy MarketingWith SmartMy Marketing, the AI agent that answers WhatsApp, Instagram, Facebook and web chat looks up your published listings. It notes what a person wants as a Lease enquiry and books a viewing when the property's agent is free.REPORTS AND AIMaintenance, vendor and leasing funnel reportsSee where repair money goes by property and kind of work, and which repairs ran late. See what each vendor did and cost, and how enquiries turn into leases.OPERATIONSThe SmartMy Lease Staff appProperty managers, leasing agents, inspectors, maintenance, housekeeping and the front desk run the day from a phone. The app opens on Today and its Menu holds the same places as the web's Lease menus.

See your buildings on it.

Tell us how many properties and units you have, whether you let your own or manage for owners, and how rent is paid today. We will set up your portfolio with you on SmartMy Lease.
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