Welcome to VIA Lead Manager Edition; an introduction to the basics of using your VIA software to manage your website leads and contact database
- Elliott
Your VIA software is a marketing software which allows you to manage you contact database and send e-newsletters to your client base.
How to login to your software
Logging into your software is easy. Just go to your website address, followed by /webdadi
1) Adding a new user
Firstly, you'll want to ensure that all the members of staff that need to use the CRM software have access.
When you add a new user, you can choose what user rights to give them. This will mean you can lock out certain functionality and ensure the member of staff can only access what you want them to.
VIA allows you to control who has access to your software and fully manage your account, including deleting and revoking users access
Deleting or Suspending a User's access to VIA
Top Tip - The Super User & Manager user rights should be reserved for the most senior people as they give access to your entire account, including adding and deleting users. The Standard, Basic and Read Only user rights are designed for your general members of staff
2) Website Leads
You website leads will be delivered to you in two ways
Emails alerts will be sent to the designated email addresses you have assigned. These emails will contain the relevant details of the lead for your staff to action
Every lead will also be stored in your VIA software so you can action and report on them from directly within VIA. You may wish to give staff access to VIA so they can qualify these leads as quickly and easily as possible. Storing the leads in VIA means you have complete visibility over what has been actioned, what has been missed, and how quickly each lead has been dealt with
Website leads in VIA; how to action and mark leads as actioned
3) Adding a new contact (applicant, vendor, landlord, contractor etc)
The following articles will show you how to add contacts to your VIA software, edit existing contacts, and generate contact lists. You can then trigger tasks for contacts.
Adding a new contact (such as an applicant, vendor, landlord, contractor, solicitor, developer etc)
Searching for contacts; how to generate and print call lists or contact reports
Previewing contacts, selecting multiple contacts and actioning tasks
Generate and print a list of recently registered applicants from the contacts tab
Generate and print a list of vendors from the contacts tab or the property tab
Generate and print a list of landlords from the contacts tab or the property tab
How to change the owner of a contact
4) Creating & sending email newsletters
Within VIA, you can manually create email newsletters templates and email them to your contact database.
Creating a new newsletter email template
How to send an email newsletter
https://webdadi.atlassian.net/wiki/spaces/PKB/pages/716079105
5) The Training & Support Centre
To view our full catalogue of guides and videos, head to the Training & Support centre in VIA. Simply login and click the blue Training & Support button on the left hand side. You can use the keyword search to look for further guides and videos.
The following features/functionality are not available in your version of the software, but are available should you wish to upgrade to VIA CRM Edition for a more comprehensive list of estate agency features.
6) Adding a new property listing
Adding a new property listing is simple. The articles below will show you how to add a new listing & how to edit an existing one
https://webdadi.atlassian.net/wiki/spaces/PKB/pages/815693825
https://webdadi.atlassian.net/wiki/spaces/PKB/pages/815890438
https://webdadi.atlassian.net/wiki/spaces/PKB/pages/854196225
https://webdadi.atlassian.net/wiki/spaces/PKB/pages/428441629
https://webdadi.atlassian.net/wiki/spaces/PKB/pages/438075645
https://webdadi.atlassian.net/wiki/spaces/PKB/pages/801636373
https://webdadi.atlassian.net/wiki/spaces/PKB/pages/550600738
7) Uploading a property listing to the property portals
The following article will show you how to send a property listing to the property portals, as well as showing common mistakes, queries and troubleshooting articles.
https://webdadi.atlassian.net/wiki/spaces/PKB/pages/852819986
https://webdadi.atlassian.net/wiki/spaces/PKB/pages/518717724
https://webdadi.atlassian.net/wiki/spaces/PKB/pages/443678813
8) Creating letters & documents
VIA allows you to generate letters and documents that will automatically pull in the information about a property record. This allows you to create valuation letters, offers letters, or any other letter/document templates you might require
https://webdadi.atlassian.net/wiki/spaces/PKB/pages/673808396
https://webdadi.atlassian.net/wiki/spaces/PKB/pages/673808403
https://webdadi.atlassian.net/wiki/spaces/PKB/pages/824999938
VIA MailMerge - Creating your own letter/document templates
9) Applicant/property matching & sending property alerts emails
Within VIA you can match properties to applicants or applicant to properties.
There are also two options for sending property alerts
Automated property alerts will automatically send alerts to your applicants whenever a new property is added that suits their criteria. This feature will need to be turned on, it is not activated by default, so if you’d like to utilise this feature, please speak to your Account Manager
Manual property alerts will allow to perform property/applicant matches and send the relevant results to your contacts
The following articles run through the details of both of these options
https://webdadi.atlassian.net/wiki/spaces/PKB/pages/826867717
https://webdadi.atlassian.net/wiki/spaces/PKB/pages/438075584