System User Guide

GETTING STARTED

Logging in to Loop

Access the login page

This is the URL that you need to access to log in to Loop. We recommend that you bookmark it so you can access it quickly.

https://app.loop.software

We encrypt the data that moves between your computer and the Loop data centre.

Using your credentials to log in

You need to enter your email address and password correctly to access Loop. If you are unsure what these are then request further assistance by emailing support@loop.software

The ‘Forgot Password’ feature will allow you to automatically reset your password, provided you supply a valid, authorised email address.

Your Primary Device

Before using Loop for the first time, there are some things you need to check to ensure your experience of Loop is the best it can be.

Your primary device

The laptop or desktop that you will use to access Loop is referred to as your Primary Device. Select what you have below to see the minimum requirements to run Loop:

PC Laptop

Your laptop should not be older than 36 months
You must be running the Windows 10 operating system
You must access Loop using Google Chrome
Your screen resolution should be a minimum of 1366 x 768
We recommend a screen resolution of 1920 x 1080

PC Desktop

Your desktop should not be older than 36 months
You must be running the Windows 10 operating system
You must access Loop using Google Chrome
Your screen resolution should be a minimum of 1366 x 768
We recommend a screen resolution of 1920 x 1080

Apple iMac

Your iMac should not be older than 36 months
You must be running the latest Apple operating system
You must access Loop using Google Chrome, not Safari
Your screen resolution should be a minimum of 1366 x 768
We recommend a screen resolution of 1920 x 1080

Apple MacBook

Your iMac should not be older than 36 months
You must be running the latest Apple operating system
You must access Loop using Google Chrome, not Safari
Your screen resolution should be a minimum of 1366 x 768
We recommend a screen resolution of 1920 x 1080

Loop X Pocket Edition

Loop X Pocket Edition is the companion app for iPhone and Android phones.

Pre-requisites

Loop X Pocket Edition only works on smartphones younger than three years. Given that mobile phone technology, including the operating system that runs them changes so frequently, Loop will not work correctly on older devices.

Install Loop X Pocket Edition

Search for ‘Loop X Pocket Edition’ in the app store on your compatible smartphone, or use one the links below to be redirected;

Apple iPhone: https://apps.apple.com/vn/app/loop-x-pocket-edition/id6482482121

Android: https://play.google.com/store/apps/details?id=com.loopx.pocket.edition

Logging in for the first time

Use the same access credentials for the Pocket Edition that you do for the Desktop Edition. This is your registered email address and password.

If you need to reset your password, refer to the sign-in page of the Desktop Edition.

You should only need to sign-in to Pocket Edition once.  After that, you'll stay logged in for seven consecutive days.

Keep Loop X Pocket Edition up to date

Ensure that your smartphone has ‘automatic app updates’ enabled to ensure that when we add new features and improvements to the Pocket Edition, your phone installs them automatically. This way, you’ll always be on the latest and greatest version.

YOUR DIARY

Accessing the Diary

On the left-hand side of your navigation panel, select Diary to open the diary screen.
The diary provides multiple customization options, allowing you to set it up according to your preferences.

Diary Features

Left-Hand Panel

View Offices and Staff Members.
Toggle visibility options for diary elements.

Top Navigation

Use quick lists for easy access.
Navigate through days using left and right arrows.
Click the Today button to return to the current date.
Use the calendar icon to jump ahead by weeks.

Viewing Options (Right-Hand Side)

Team View: View all team members’ schedules.
Daily View: See one day’s schedule.
Weekly View: View the week’s schedule.
Monthly View: Get an overview of the month’s appointments.
Schedule View: Displays all upcoming appointments in list format.

Managing Appointments

Team View is recommended for tracking multiple schedules.
Select other staff members to view their appointments.
Print the diary by choosing specific days, staff members, and appointments. A PDF will be generated for printing.

Booking and Modifying Entries

Click on a time slot to book an appointment, task, or meeting.
Drag and drop appointments to adjust durations.
Hover over viewings to see a popup with key details.
Move viewings by clicking and dragging to a different time or staff member’s diary.
Upon time changes, send automated email notifications to buyers and sellers.

Support

For any additional queries, contact the Loop Software Support Team at support@loop.software.

Watch the short video for more details.

Recurring Diary Appointments

Feature Overview:

Recurring activities enable users to set up events that repeat on a regular schedule, such as daily, weekly, monthly, or annually. This feature is accessible when creating a new diary entry for a call, task, or meeting.

Creating a Recurring Activity:

Access the Diary: Navigate to the diary section within Loop Software.
Create a New Event: Initiate the process of creating a new call, task, or meeting.
Set the Date and Time: Specify the start date and time for the initial event.
Enter the Title: Provide a descriptive title for the activity (e.g., “Morning Meeting,” “Health & Safety Checks,” “Vendor Update Call”).
Select Recurrence:Use the “Recurrence” dropdown menu to choose the desired repetition pattern:
- Daily: Repeats every day.
- Weekly (on a specific day): Repeats on the selected day of the week.
- Annually: Repeats on the same date each year.
- Every weekday: Repeats every monday to friday.
- Custom: Allows for more flexible recurrence settings (e.g., every three months).
Set Reminders: Configure in-app and/or email reminders to notify attendees before the event.
Add Attendees: Include the relevant individuals or contacts for the activity.
Save the Activity: Save the event to automatically populate the diary with the recurring schedule.

Recurrence Options:

Daily:
- Example: A daily morning meeting.
Weekly:
- Example: Weekly health and safety checks on Wednesdays.
Annually:
- Example: Annual birthday reminders.
Every weekday:
- Example: Morning meeting every weekday.
Custom:
- Allows users to define specific recurrence intervals, such as every three months.
- Provides options to set an end date or limit the number of occurrences.
- Example: Vendor update calls every three months.

Using Recurring Activities in Property Appraisals:

Recurring activities can be created within property appraisal files to schedule follow-up actions.
This is particularly useful for setting reminders to contact vendors for updates at regular intervals.
Example: Scheduling a recurring call to a vendor every 3 months for an update on their property appraisal.

Ending Recurring Activities:

Recurring events can be configured to continue indefinitely or end after a specific date or number of occurrences.
Users can manually update or delete recurring events as needed.

Support:

For any questions or assistance regarding the Recurring Activities feature, please contact Loop Software support at support@loop.software

Scheduling Calls

Calls are used to make a record of a telephone contact that you have had with your clients. You can record inbound calls or log details of outbound calls.

Calls can be created by you and assigned to another member of your team
You can ‘share’ a Call with multiple people in your team and the first to complete the Call, completes it on behalf of everyone else.
Calls are ideal for setting call backs, so use this feature when you make a commitment to a client that you will ring them back either that day or later in the week.
Calls can be linked to a person, a property or a specific transaction type such as a viewing or an offer.
Set a reminder on a Call and Loop will notify you with a pop-up message in the software and via an email when the Call is due.
You’ll see all of your Calls on the Diary and you can access them at a glance using the Agenda Slider.

Watch a short video on recording and scheduling calls below:

Creating & Completing Tasks

asks are used to make a record of a generic work item that needs to be completed by a specific person by a specified day and or time.

Tasks can be created by you and assigned to another member of your team
You can ‘share’ a Task with multiple people in your team and the first to complete the Task, completes it on behalf of everyone else
Tasks are ideal for setting goals, for example renewing your office lease or your reviewing your portal contract so that you get timely reminders on matters that are important to your business
Tasks can be linked to a person, a property or a specific transaction type such as a viewing or an offer
Set a reminder on a Task and Loop will notify you with a pop-up message in the software and via an email when the Task is due
You’ll see all of your Tasks on the Diary and you can access them at a glance using the Agenda Slider.

Watch a short video on creating and completing tasks below:

Tour of the Buyer file

Adding a Note to a Buyer File in Loop Software

Steps to Add a Note:

Navigate to the Buyer File: Open the file of the person you wish to add a note to (e.g., Mrs. Sarah Smith).
Click on “Add Note”: At the top of the page, you will see an Add Note button. Click on it to open the note entry field.
Enter Your Note: Type in the details or information you want to record. You can freely enter any notes relevant to the contact.
Save the Note: Once you’ve entered your note, click Save. The note will now be saved in the system.

Viewing and Managing Notes

Accessing Notes:

After saving your note, it will be tracked in the Notes and Activities section.
Click on the Notes and Activities tab to view all notes associated with the buyer file. The newly added note will appear in this section.

Managing Notes:

To manage a saved note, click on the three dots next to the note. You will have the following options:

Edit: Modify the content of the note.
Pin: Pin the note to keep it easily accessible.
Delete: Remove the note from the buyer file.

Conclusion

Adding and managing notes in Loop Software is a simple yet effective way to track important details about your contacts. If you have any further questions or need assistance with adding notes, feel free to reach out to our support team at support@loop.software.

How to Edit Requirements on a Buyer's File

Steps to Edit Requirements

Access the Applicant’s Buyer’s File
- Navigate to the buyer’s file of the applicant whose requirements need to be updated.
Open the Edit Requirements Tab
- Locate and click on the Edit Requirements tab.
- This will allow you to modify the applicant’s details.
Update the Buying Price
- Modify the maximum price according to the applicant’s new preference.
- In this example, we update it to £450,000.
Adjust the Search Area
- Click on the Match Area’s option to modify the applicant’s preferred search locations.
- Select the relevant areas by ticking the appropriate boxes.
- Click Close once you have selected the desired locations.
Save the Changes
- Click Save Requirement to confirm and apply the updates.
- A tick will appear, indicating that the changes have been successfully saved.
Verify the Updates
- Ensure that the applicant’s new buying price and updated postcode areas reflect correctly.

Transferring the responsibility of a Buyer

Archiving and Unarchiving Buyers in Loop

Steps:

Archiving a Buyer:

Navigate to the Buyers Grid:
- From the left-hand navigation panel, click on “Buyers.”
- This will display the grid containing all buyer profiles.
Select the Buyer:
- Locate and select the buyer you wish to archive. (e.g., Mr. Jamie Stops).
- Clicking on the buyer’s name will open their buyer file.
Initiate Archiving:
- In the top right-hand corner of the buyer file, click the three vertical action dots (ellipsis).
- From the dropdown menu, select “Archive.”
Confirm Archiving:
- A warning message will appear, asking for confirmation.
- Click “Archive” to proceed.
Buyer Archived:
- The buyer’s status will change from “active” to “archived.” The buyer will no longer be visible in the active buyer list by default.

Unarchiving a Buyer:

Access Archived Buyers (if needed):
- Depending on the loop interface, you may need to filter or select to view archived buyers.
Navigate to the Buyer File:
- Locate the archived buyer you wish to restore.
- Click on the buyer’s name to open their buyer file.
Initiate Unarchiving:
- In the top right-hand corner of the buyer file, click the “Unarchive” button.
Buyer Unarchived:
- The buyer’s status will revert to “active,” and they will reappear in the active buyer list.

Support:

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

How to remove a second buyer from a group

You can remove a person from a Seller/Buyer file by following the steps below.

Locate the Seller/Buyer File
Navigate to the People Tab
Click on the person you wish to remove
Click Remove Person in located above the Surname field
Click Remove

Remove a Person from a Renter/Landlord File

You can remove a person from the Renter/Landlord file by following the steps below.

Locate the Renter/Landlord File
Navigate to the People Tab
Click on the person you wish to remove
Click Remove Person in located above the Surname field
Click Remove

How to Match a Buyer to Properties in Loop

Step 1: Accessing the Buyer Profile

Navigate to the Buyers screen.
Locate and select the buyer you want to match with properties.
Open their Profile.

Step 2: Using the Matching Feature

Within the buyer’s profile, go to the Matching Tab.
On the right-hand side, click Match to Properties.
This will take you to the Match Screen.

Step 3: Choosing a Match Type

Loop offers two types of matching options:

Simple Match: Filters properties based on basic criteria like price and number of bedrooms.
Advanced Match: Allows for additional preferences if the buyer has specific requirements.

For this tutorial, we will proceed with a Simple Match.

Step 4: Reviewing Matched Properties

Loop will search for properties that fit the buyer’s criteria and display the results.
Click Show Properties to view the matched listings.
If there are any properties you do not wish to send, uncheck the box next to those listings.

Step 5: Sending Property Matches

Once you have selected the properties to send, click Next.
Choose the preferred communication method (Email or Text Message).
Click Send. The system will process and dispatch the matches in the background.

Step 6: Tracking Buyer Engagement

All sent matches are recorded under the Matching Tab in the buyer’s profile.
You can track how many times the buyer has viewed the properties and clicked on the links.

Step 7: Booking a Viewing

If the buyer expresses interest, navigate to the Matching Page.
Select the property and click Book a Viewing.
The system will automatically pull in both the property and buyer details.
Choose a suitable time in the diary and confirm the appointment.

Support

For any questions or assistance, contact the Loop Support Team at support@loop.software.