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Welcome to Xchange Properties Training Hub

Appraisals

Booking a Market Appraisal

How to book a new appraisal

You can book a new appraisal from a 3 different places within Loop:

  • The Appraisal Menu
  • The Sellers Tab
  • The Diary

Booking through the Appraisal Menu

  • Locate the Appraisal tab from the left hand navigation bar
  • Click +Add Appraisal in the top right hand corner
  • Add the property by searching the postcode and selecting the address
  • You can add the address manually if you wish by clicking on the ‘Add Manually’ button
  • Complete the Property Attributes
  • Add the seller details. If the seller is already registered a ‘potential duplicate found’ message will display under the Surname box. Click on this to add a registered seller from the list. You can add more than one seller by clicking on the ‘Add Another Seller’ button at the bottom of the seller information box
  • Complete the Appointment Date & Time. The Team Member box should prefilled with your name but you can change the Attending Agent by clicking on the dropdown menu. Choose the Date and Time
  • Choose if you would like to set a reminder for the next call by filling by clicking the ‘Set’ button. Fill in the details
  • Click proceed
  • Review the details to check they are correct and choose who you wish to communicate with
  • Click Save & Submit
  • Once the appraisal is booked it will appear in your Diary.

Booking through the Seller Tab

  • Locate the Sellers tab from the left hand navigation bar
  • Click +Add Appraisal in the top right hand corner
  • Add the property by searching the postcode and selecting the address. 
  • You can add the address manually if you wish by clicking on the ‘Add Manually’ button
  • Complete the Property Attributes
  • Add the seller details. If the seller is already registered a ‘potential duplicate found’ message will display under the Surname box. Click on this to add a registered seller from the list. You can add more than one seller by clicking on the ‘Add Another Seller’ button at the bottom of the seller information box
  • Complete the Appointment Date & Time. The Team Member box should prefilled with your name but you can change the Attending Agent by clicking on the dropdown menu. Choose the Date and Time
  • Choose if you would like to set a reminder for the next call by filling by clicking the ‘Set’ button. Fill in the details
  • Click proceed
  • Review the details to check they are correct and choose who you wish to communicate with
  • Click Save & Submit
  • Once the appraisal is booked it will appear in your Diary.

Booking through the Diary

  • Locate the Diary from the left hand navigation bar
  • Find the date you want to book the appraisal
  • Click on the time and a box will appear with five options. Choose Sales Appraisal
  • Add the property by searching the postcode and selecting the address. 
  • You can add the address manually if you wish by clicking on the ‘Add Manually’ button
  • Complete the Property Attributes
  • Add the seller details. If the seller is already registered a ‘potential duplicate found’ message will display under the Surname box. Click on this to add a registered seller from the list. You can add more than one seller by clicking on the ‘Add Another Seller’ button at the bottom of the seller information box
  • Complete the Appointment Date & Time. The Team Member box should prefilled with your name but you can change the Attending Agent by clicking on the dropdown menu. Choose the Date and Time
  • Choose if you would like to set a reminder for the next call by filling by clicking the ‘Set’ button. Fill in the details
  • Click proceed
  • Review the details to check they are correct and choose who you wish to communicate with
  • Click Save & Submit
  • Once the appraisal is booked it will appear in your Diary.
 
Changing Appraisal Appointments in Loop

This article explains how to modify scheduled appraisal appointments within the Loop platform, including changing the date, time, and assigned team member.

Method 1: Changing Appointments via the Diary:

  1. Access the Diary:

    • Navigate to your Loop diary.

  2. Select the Appointment:

    • Locate and click on the appraisal appointment you wish to modify. (e.g., the appointment on Saturday at 3:00 PM).

    • This will open the appointment details.

  3. Modify Appointment Details:

    • Team Member: To change the assigned team member, click the dropdown menu and select a different name.

    • Date: To change the date, select the date field and choose a new date.

    • Time: To change the time, click on the time field and select the desired time (e.g., 4:00 PM).

    • Duration: Adjust the appointment duration as needed (e.g., 45 minutes).

  4. Save Changes:

    • Click “Save” to apply the modifications.

  5. Send Email Updates (Optional):

    • Before saving, you can choose to send email updates to notify relevant parties about the appointment change.

Method 2: Changing Appointments from the Appraisal File:

  1. Access the Appraisal File:

    • Navigate to the specific appraisal file for which you want to change the appointment.

  2. Click “Change Appointment”:

    • At the top of the appraisal file page, click the “Change Appointment” button.

  3. Modify Appointment Details:

    • Team Member: Select the new team member from the dropdown menu.

    • Date: Choose the new date for the appointment.

    • Time: Set the new time for the appointment.

    • Duration: Adjust the duration of the appointment.

  4. Save Changes:

    • Click “Save” to apply the changes.

Support:

  • If you have any questions or require assistance, please contact the support team at support@loop.software 

This article explains how to cancel scheduled appraisal appointments within the Loop platform.

Method 1: Canceling Appointments via the Diary:

  1. Access the Diary:
    • Navigate to your Loop diary.
  2. Select the Appointment:
    • Locate and click on the appraisal appointment you wish to cancel.
    • This will open the appointment details.
  3. Cancel Appointment:
    • Click the “Cancel Appointment” option within the appointment details.
  4. Provide Cancellation Details (Optional):
    • Enter a reason for the cancellation and any relevant notes.
  5. Send Confirmation Emails (Optional):
    • Select the option to send system-generated emails confirming the appointment cancellation.
  6. Save Cancellation:
    • Click “Save” to finalize the cancellation.

Method 2: Canceling Appointments from the Appraisal Module:

  1. Access the Appraisal Module:
    • Navigate to the appraisal module and locate the appraisal you wish to cancel.
  2. Select the Appraisal:
    • Click on the appraisal to open the appraisal file.
  3. Access Additional Options:
    • At the top of the appraisal file, locate and click the three vertical dots (ellipsis) representing additional options.
  4. Cancel Appraisal:
    • Select the “Cancel Appraisal” option from the dropdown menu.
  5. Provide Cancellation Details (Optional):
    • Enter a reason for the cancellation and any relevant notes.
  6. Send Confirmation Emails (Optional):
    • Select the option to send confirmation emails to relevant parties.
  7. Save Cancellation:
    • Click “Save” to finalize the cancellation.

Support:

  • If you have any questions or require assistance, please contact the support team at support@loop.software 

This article explains how to create and save quick lists in Loop for efficiently managing and chasing appraisal follow-ups.

Steps:

  1. Navigate to Appraisals:
    • In the left-hand navigation bar of Loop, click on “Appraisals.”
  2. Filter Appraisals:
    • Along the top of the appraisals page, locate and select the following options:
      • “Post Appointment”
      • “Awaiting Outcome”
    • Note: You can untoggle (deselect) any other filter options that may be active.
  3. Save the Quick List:
    • Click the button labeled “Save this quick list.”
  4. Name the Quick List:
    • Enter a descriptive name for the quick list (e.g., “Appraisals to Chase,” “Outcome Pending”).
  5. Save the List:
    • Click “Save.”
  6. Accessing the Quick List:
    • The saved quick list will now appear as an option along the top of the appraisals page.
    • Clicking on the quick list name will automatically apply the saved filter settings, displaying the appraisals that require follow-up.

Benefits:

  • Saves time by eliminating the need to reapply filters each time.
  • Provides a quick and easy way to access a list of appraisals that need to be chased.
  • Improves efficiency and organization in managing appraisal follow-ups.

Support:

This article explains how to create a quick list in Loop to easily access and manage a list of lost market appraisals.

Steps:

  1. Navigate to Appraisals:
    • In the left-hand navigation bar, click on “Appraisals.”
  2. Filter Appraisals:
    • At the top of the appraisals page, apply the following filters:
      • Ensure “Post Appointment” is selected (ticked).
      • Deselect “Awaiting Outcome.”
      • Select “Lost.”
  3. Optional: Filter by Team Member:
    • On the right-hand side, you can optionally filter the list further by selecting specific team members.
  4. Save the Quick List:
    • Click the “Save this” button (or similar button to save the quick list).
  5. Name the Quick List:
    • Enter a descriptive name for the quick list (e.g., “Lost Appraisals,” “Lost Market Appraisals”).
  6. Save the List:
    • Click “Save.”
  7. Accessing the Quick List:
    • The saved quick list will now appear as a selectable option (yellow button) at the top of the appraisals page.
    • Clicking on the quick list name will instantly display the filtered list of lost market appraisals.

Benefits:

  • Provides quick and easy access to a list of lost appraisals.
  • Simplifies the process of reviewing and analyzing lost appraisal data.
  • Saves time by eliminating the need to reapply filters repeatedly.

Support:

This article explains how to record a market appraisal opportunity in Loop, allowing you to track and nurture potential sellers.

What is a Market Appraisal Opportunity?

A market appraisal opportunity represents a potential seller who has expressed interest in selling their property but hasn’t yet booked a formal appraisal. This feature allows you to capture their details and schedule follow-up activities.

Steps:

  1. Navigate to Appraisals:
    • In the left-hand menu, click on “Appraisals.”
  2. Add a New Appraisal:
    • Click the green “Add New Appraisal” button in the top right-hand corner.
  3. Select Appraisal Type:
    • Choose the “Market Appraisal Opportunity” option.
  4. Enter Property Address:
    • Enter the property’s postcode and house number.
    • Loop may automatically populate the full address and display relevant property information (if integrated with a prospecting module).
  5. Enter Property Attributes (Optional):
    • Add any known details about the property, such as the number of bedrooms or property type (e.g., “attached four-bedroom property”).
  6. Enter Seller’s Details:
    • Enter the seller’s name (e.g., Mr. George Armstrong).
    • Enter the seller’s telephone number and email address (if available). If an email address is unavailable, you may enter your own for temporary tracking purposes.
  7. Proceed:
    • Click “Proceed.”
  8. Save the Opportunity:
    • Click “Save and Submit.”
  9. Access the Opportunity:
    • In the main appraisal module, click on the “Opportunities” tab to view the newly created opportunity.
  10. Schedule Follow-up Activity:
    • Select the opportunity (e.g., George Armstrong for 106 Ridge Gardens).
    • Click the “Add Activity” button in the top right-hand corner.
    • Choose the activity type (e.g., “Call”).
    • Enter a description for the activity (e.g., “Call to see if ready to sell”).
    • Set the date and time for the activity.
    • Set an in-app reminder or notification (optional).
    • Click “Save.”

Benefits:

  • Allows you to track potential sellers and nurture leads.
  • Provides a structured way to manage appraisal opportunities.
  • Enables you to schedule follow-up activities to increase the likelihood of booking an appraisal.

Support:

  • If you have any questions or require assistance, please contact the support team at support@loop.software 
 

Article Purpose: This article explains how to generate pre and post market appraisal letters within the Loop platform.

Steps:

  1. Open Appraisal File:

    • Begin by opening the relevant appraisal file within the Loop platform.

  2. Navigate to Documents:

    • Locate and click on the “Documents” tab within the open appraisal file.

  3. Select Letter Type:

    • Within the “Documents” section, you will find a dropdown menu.
    • Click on the dropdown menu to reveal the available document templates.
    • Select either “pre appraisal letter” or “post appraisal/report letter” based on your requirements.

  4. Create the Letter:

    • After selecting the desired letter type, click the “Create” button.
    • This action will generate a draft of the selected letter.

  5. Edit the Letter:

    • The generated letter is now editable.
    • Review the content and make any necessary adjustments, such as adding, deleting, or modifying text.
    • Once all edits are completed, click the “Save” button.

  6. Preview the Letter:

    • To preview the letter, open the preview tab.
    • This will display a preview of the letter as it will appear to the recipient, including your banner and footer information.
    • This allows you to verify the layout and content before sending.

  7. Rename the Letter (Optional):

    • If desired, you can change the name of the letter to a more specific or descriptive title.

  8. Send or Download the Letter:

    • Once you are satisfied with the letter, select it.
    • You can then choose to:
      • Email: Click the “Email” button to send the letter directly to the recipient via email.
      • Download: Click the “Download” button to save the letter as a file (e.g., PDF) for printing or manual posting.

Support:

  • If you have any further questions or require assistance, please contact the Loop support team at support@loop.software.

Article Purpose: This article provides instructions on how to generate and print a market appraisal sheet from within the Loop platform.

Steps:

  1. Open Appraisal File:

    • Begin by opening the desired appraisal file within the Loop software.

  2. Locate the “Print Form/Appraisal Sheet” Button:

    • Navigate to the top of the appraisal file interface.
    • Identify and click the “Print Form/Appraisal Sheet” button.

  3. Download the PDF:

    • Clicking “Print Form/Appraisal Sheet ” will initiate the download of a PDF file.
    • The downloaded PDF will typically appear in the bottom section of your screen or in your browser’s download location.

  4. Open the PDF:

    • Locate the downloaded PDF file and open it.

  5. Print the Appraisal Sheet:

    • Once the PDF is open, right-click anywhere within the document.
    • Select the “Print” option from the context menu.
    • A print preview window will appear, displaying the market appraisal sheet.

  6. Confirm and Print:

    • Review the print preview to ensure the appraisal sheet is formatted correctly.
    • Click the “Print” button to send the document to your printer.

  7. Use the Printed Sheet:

    • The printed market appraisal sheet can now be taken with you to the appraisal appointment.

Support:

  • If you have any questions or require further assistance, please contact the Loop support team at support@loop.software.

Article Purpose: This article explains how to integrate Loop with Mailchimp to automatically add potential sellers to existing email nurture campaigns.

Prerequisites:

  • An active Mailchimp account.
  • The Loop platform must be integrated with your Mailchimp account.
  • The potential seller must have provided the necessary GDPR consents for email marketing.

Steps:

  1. Open Seller’s Profile:

    • Navigate to and open the profile of the potential seller within the Loop platform.
    • Ensure you are working with a seller who is currently being appraised. (e.g., “Susanna Smith” in the example)

  2. Locate the “Nurture” Button:

    • On the seller’s profile page, locate the “Nurture” button, typically found on the right-hand side of the screen.

  3. Enable Mailchimp Integration:

    • Within the “Nurture” section, you will see a Mailchimp icon and a toggle switch.
    • Ensure the seller has provided the necessary GDPR consent.
    • Toggle the switch to the “on” position.

  4. Automatic Addition to Mailchimp Campaign:

    • Upon toggling the switch, Loop will automatically add the seller’s details to your designated Mailchimp nurture campaign (e.g., “potential seller nurturing”).
    • You will receive a success notification confirming the addition.

  5. Seller Receives Email Marketing:

    • The seller will now automatically begin receiving the e-marketing materials from the selected Mailchimp campaign.

Benefits:

  • Streamlined process: Avoid manually adding contacts to Mailchimp.
  • Automated marketing: Keep potential sellers engaged with regular email updates.
  • Improved efficiency: Save time and effort by automating the integration.

Support:

  • If you have any questions or require assistance, please contact the Loop support team at support@loop.software.

Article Purpose: This article provides a step-by-step guide on how to add and pin notes to files within the Loop platform.

Steps:

  1. Open the File:

    • Begin by opening the desired file within the Loop platform. (e.g., an appraisal file)

  2. Locate the “Add Note” Button:

    • Look for the “Add Note” button, typically located in the top right-hand corner of the file interface.

  3. Create the Note:

    • Click the “Add Note” button.
    • A text box will appear, allowing you to type your note.
    • Enter the desired note content.

  4. Save the Note:

    • After typing your note, click the “Save” button.

  5. Verify the Note:

    • The saved note will appear in the “Notes and Activity” section of the file.
    • Review the “Notes and Activity” section to confirm that your note has been successfully saved.

  6. Pin the Note (Optional):

    • To pin the note to the top of the file, locate the three vertical dots (ellipsis) next to the saved note.
    • Click the ellipsis to open a menu.
    • Select the “Pin this note” option.

  7. Confirmation:

    • The note will now be pinned to the top of the file, ensuring it remains easily accessible.

Support:

  • If you have any questions or require further assistance, please contact the Loop support team at support@loop.software.

Introduction:

This article explains how to manage appraisal follow-ups, mark appraisals as lost, and schedule follow-up calls in Loop.


Appraisal Follow-ups:

  1. Accessing Appraisals to Follow-up:

    • Navigate to the “Appraisals to Follow-up” section within Loop.

    • This section displays a list of appraisals requiring contact.

Marking Appraisals as Lost:

  1. Mark as Lost Button:

    • Locate the “Mark as Lost” button associated with the appraisal.

    • Click the button to reveal two options: “Lost” and “Lost Dead.”

  2. Lost Dead:

    • Select “Lost Dead” when:

      • The instruction has been lost to another agent and will not return.

      • A probate valuation will not proceed.

    • Add relevant notes to the appraisal.

  3. Lost:

    • Select “Lost” when:

      • The appraisal is postponed.

      • The client is not selling.

      • The client has instructed another agent, but there is a chance they may return in the future.

      • The appraisal is a probate valuation that may proceed later.

    • Specify the reason for loss (e.g., postponed, not selling, instructed another agent, probate).

Scheduling Follow-up Calls:

  1. Book a Follow-up Call:

    • When marking an appraisal as “Lost,” click the “Book a Follow-up Call” option.

    • Choose a follow-up time frame: one month, three months, six months, or a custom date.

  2. Mark as Lost:

    • Click “Mark as Lost” to confirm the lost appraisal and schedule the follow-up call.

    • The follow-up call will be added to your calendar as an all-day event on the specified date.

  3. Saving the Call:

    • Click save to finalize adding the follow up call to your calendar.

Searching and Filtering Lost Appraisals:

  1. Reason Search:

    • Loop allows you to search and filter lost appraisals by the reason for loss.

    • This enables you to create targeted lists and follow-up strategies.

  2. Quick Lists:

    • Create quick lists based on specific reasons for loss (e.g., “Not Ready to Come to Market Yet”).

    • Include appraisals with relevant reasons (e.g., postponed) in your quick lists.

Support:

For any questions or assistance, please contact the Loop support team at support@loop.software 

All information is deemed reliable but not guaranteed and should be independently reviewed and verified.

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