Tasks and calendar

Tasks keep your follow-ups on track; the calendar is where you schedule visits and meetings for yourself and your colleagues. Proppeteer also suggests steps itself, which you add as a task in one click.

View your tasks

Go to Tasks. The My tasks page lists every task assigned to you. At the top are the steps Proppeteer has Suggested (see below).

• Open holds the tasks you still have to do. An overdue task gets a colored background. Tasks that are overdue or due within 48 hours are marked Urgent.
• Done holds the tasks you’ve completed.
• Each task shows when it’s Due and which contact or property it’s linked to. Click the name to open that contact or property.

Use the list to sort by Priority or Deadline. With Priority, you can reorder tasks by dragging the handle.

AI: lines up your tasks and schedule

Ask the AI assistant something like “What are my open tasks?” or “Which visits do I have tomorrow?”. Mention a colleague’s name and it checks their schedule too. You get your overview on the go, without paging through the calendar. The assistant doesn’t schedule appointments. It only creates a task when you explicitly say yes to a suggested step in the conversation.

Accept suggested steps

Proppeteer knows the stage, the mandate and the dates of every dossier and suggests the next step, for example Request documents or a deed planned for tomorrow. You find these suggestions under Suggested on Tasks, and today’s ones also on your dashboard under Today. They are grouped into Overdue, Today, This week and Later.

1. Read the suggestion. You see why it’s there, for which property and by when.
2. Click Accept. Adjust the Task and the Due date if needed.
3. Click Add task.

The result: the task appears among your open tasks. Some suggestions are not a task but a step in the CRM. Then the button is called, for example, Request documents or Candidate list and opens the right window.

Doesn’t a suggestion fit right now? Click Snooze and choose Tomorrow, Next week or a date. Not needed? Click Dismiss and optionally give a reason.

Note

Nothing is ever created or sent by itself. A suggestion only becomes a task when you accept it. An owner or admin chooses which steps Proppeteer suggests in Settings › Recommendations. Read more in Recommended next steps.

AI: finds follow-ups in your notes and drafts your emails

Suggestions with the AI label come from the AI. If your agency has turned on AI signals, the AI reads your notes and calls and suggests a follow-up, with the quote it is based on. For a suggestion like Thank the owner and ask for a review or referral, click Compose e-mail: the AI writes an AI draft of the email, which you open with Open in e-mail or copy with Copy. You don’t miss a promise and you never start from a blank email. You review, edit and send it yourself.

Create a task

1. Go to Tasks.
2. Click New task.
3. Optionally link a property under Related property and a contact under Related contact.
4. Describe the task under Description, for example “Call Jan Peeters back about the offer”.
5. Choose the Due date.
6. Click Save.

You can also create a task on a contact’s or property’s timeline: pick Task, fill in the description and Due date, and click Add. That task is linked to the contact or property straight away. See Contacts.

Complete a task

1. Go to Tasks.
2. Tick the box in front of the task (Mark complete).

The task moves to Done. Completed it by mistake? Untick its box under Done (Reopen).

You can also complete a task from a contact’s or property’s timeline, by opening it in the calendar and clicking Complete, or with Mark done on your dashboard under Today. There you can also push a task back with Snooze until tomorrow.

To delete a task, use the trash icon. Confirm in the window Delete this task? This cannot be undone.

View the calendar

1. Go to Calendar.
2. Choose Week or Day. Use the arrows to move around, or click Today to jump back.
3. Choose whose schedule you see: My calendar, Whole team, or click a colleague’s name.

The calendar shows visits, meetings, blocked time and tasks with a due date.

Schedule a visit or meeting

1. Go to Calendar.
2. Click Create, or click or drag on the grid at the time you want.
3. Choose the Type:
   • Visit: a viewing of a property. A property and a contact are required.
   • Meeting: any other appointment. Property and contact are optional.
   • Blocked: time you keep free, with no property or contact.
   • Task: a task with a due date. Link at least a contact or a property.
4. Under Assigned to, choose who the event is for.
5. Search for the property and the contact, for example “Kerkstraat 12” and “Jan Peeters”. Contact doesn’t exist yet? Click New contact to create it quickly.
6. Check Start and End (for a task: Due).
7. Optionally add a Description.
8. Click Save.

If your colleague already has something at that time, you’ll see Schedule conflict. Click Save anyway if you still want to book it.

You can also schedule a visit from a contact or property with the Schedule visit button. That contact or property is then already filled in.

Move, change or delete an event

• Move: drag the event to another time in the calendar. It moves in 15-minute steps. Tasks can’t be dragged.
• Change: click the event, make your changes and click Save.
• Delete: click the event, then Delete.

If your agency has switched on emails for visits, an existing visit also shows buttons such as Send confirmation, Send cancellation, Send reschedule notice and Notify owners. You can review and edit the email before you send it.

Record visit feedback

After a viewing, record how it went, so your colleagues and the owner know where things stand.

1. On your dashboard under Today, click How did it go? next to the visit. Or complete the viewing in the contact’s or property’s timeline.
2. Pick the Interest of the visitor. This field is required.
3. Optionally pick the Opinion on the price, the Objections and the Next step, and write your Notes.
4. Click Save feedback.
5. Under Feedback saved, choose the follow-ups you want: a thank-you email to the visitor, a task to plan a second visit or a task to call the visitor back. The tasks are due tomorrow.
6. Click Create selected, or Later.

If you choose the thank-you email, a sample email opens that you review and send yourself.

See also

• Contacts
• Properties
• Using the AI assistant