Contacts

Contacts holds everyone your agency works with: buyers, sellers, tenants, landlords, property managers and notaries. This page shows how to find, add and follow up on a contact.

Find a contact

1. Go to Contacts.
2. Type in the Search by name or email… field. The list updates as you type.
3. To see one kind of contact only, pick a type in the All types list, for example Buyer or Seller.
4. Click a name to open the contact.

Not seeing all your contacts? Click Load more at the bottom of the list. If your search term or type finds nothing, click Clear filters.

Already know the name? With the command bar (⌘K or Ctrl+K) you jump straight to the contact from any page. See First steps.

Add a contact

1. Go to Contacts.
2. Click Create.
3. Choose the Type, for example Buyer.
4. Fill in the details, for example First name “Jan”, Last name “Peeters”, Email and Mobile.
5. Click Create.

The result: the contact is created and Jan Peeters’ detail page opens.

Good to know:

• For a Property manager, Buyer’s notary or Seller’s notary, you fill in Company / office and, if you like, Contact person (optional) instead of a first and last name.
• For a Buyer or Tenant, a Search criteria block appears: transaction, maximum price, bedrooms, floor area, postal codes, property type and Free-text criteria. The AI uses these to suggest properties that fit (see AI match suggestions). The more complete, the better the matches.
• The form also has Address, Identity (national ID number, ID card, date of birth…) and Notes & GDPR sections. Tick GDPR consent given once the contact has given consent.

Update a contact

1. Open the contact.
2. On the Details tab, change the fields you need.
3. Click Save.

Call, email or log a call quickly

At the top of a contact you find the buttons for your next action:

• Call and Email: open your phone or your email program. They only appear when the contact has a number or email address.
• Log call: opens a window with the contact already filled in. Write the Call summary, optionally pick a property and a Follow-up (optional), and click Save. With a follow-up, Proppeteer creates a task “Call back Jan Peeters” at that time.
• Ask AI: opens the AI assistant with this contact as the subject.

On a phone you only see the icons.

AI: knows the contact you’re viewing

Click Ask AI and pick, for example, When did we last speak to this contact? or Suggest a follow-up for this contact. The assistant knows who you mean, looks up the answer in the timeline and the linked properties, and shows links to the sources. You’re prepared before you call. Check important details in the file.

Log an activity

The Activity tab shows the contact’s timeline: notes, calls, tasks, visits and meetings, grouped by day.

1. Open the contact and click Activity.
2. At the top, pick Note, Call or Task.
3. Write what happened, for example “Jan called: wants a second viewing”.
4. Optionally link a property with Search property….
5. For a task, also fill in the Due date.
6. Click Add.

In the timeline you can edit an activity (pencil icon), delete it (trash icon) or complete a task (check icon, Mark complete). When you complete a viewing, Proppeteer first asks How did the visit go?. After a completed viewing, reopen the feedback with the Visit feedback icon. Read more about tasks and visit feedback in Tasks and calendar.

AI: finds your contact history

What you log here, the AI assistant can find again. Ask for example “When was my last interaction with Jan Peeters?” and get the answer right away, without scrolling through the timeline. If your agency has turned on AI signals, the AI also reads your notes and calls and suggests a follow-up when you write, for example, “will call back Friday”, with that quote attached. You don’t forget a promise. You accept or dismiss the suggestion. See Recommended next steps.

Link a property to a contact

Linking a contact to a property records the role that person plays: seller, potential buyer, viewer…

1. Open the contact. On the right of the Details tab is the Properties block.
2. Click Link.
3. Search for the property, for example “Kerkstraat 12”.
4. Choose the Role, for example Potential buyer.
5. Optionally choose an Interest level: High, Medium or Low.
6. Click Link.

The result: the property appears on the contact, and the contact appears on the property. You can change the role later in the list next to the property, or remove the link with Unlink.

Review AI match suggestions

For buyers and tenants, Proppeteer looks for properties in your portfolio that fit their search criteria and notes.

AI: suggests properties that fit

The AI compares your buyer’s wishes with all your properties that are for sale or for rent and not under offer or option, and shows the best matches with a score and an explanation. You know which properties to propose before you call, without going through your portfolio yourself. They are suggestions: you choose what to link and propose.

1. Open a contact of type Buyer or Tenant.
2. Click the AI matching tab.
3. Review the Suggested properties. Each one gets a match score out of 10, often with a short AI explanation, plus what fits (Matches) and any Gaps.
4. Click Link to link the property to the contact, or Dismiss if it isn’t a fit.

Good to know:

• These are suggestions only. Nothing is sent or created until you click Link.
• No results? Add to the search criteria, or try Allow +10% over budget or Ignore postal codes.
• In the What matters most field you can describe what the buyer really cares about, for example “quiet street, south-facing garden”.
• Results stay until you click Refresh.

To learn how to read a match and get better matches, see AI matching.

Add an owner together with their property

An owner calls who wants to sell? Record the property and the owner in one go with Add prospect on the property board. If the owner already exists as a contact, you pick that contact. Otherwise Proppeteer creates a new contact. See Add a prospect.

AI: pulls name, phone and address from your note

In Add prospect, click Paste or dictate and paste, for example, “Jan Peeters, 0475 12 34 56, Kerkstraat 12 Gent, wants to sell in spring”. Click Fill in: the AI fills in the address and the owner’s details and shows Possible existing contacts, so you don’t create a duplicate. You don’t retype anything. You check every field and choose Use this contact or a new contact.

Schedule a visit from a contact

At the top of the contact, click Schedule visit. The contact is already filled in; you pick the property and the time. See Tasks and calendar.

Delete a contact

1. Open the contact.
2. Click Delete at the top (on a phone: the trash icon).
3. Confirm with Delete.

Caution

You can’t undo a delete. Notes and calls linked only to this contact (and not to a property) are deleted with it.

See also

• Properties
• AI matching
• Leads
• Tasks and calendar