Managements Gained and Lost Tracking and Reporting

REST Professional version 10.5 introduced enhancements to Property Details, Rest Management and KPI Reports that allows you to capture more information and track where new managements came from and why they are lost.

This document will cover the following:

• Property Gained and Lost Tab
• Reports
• Automated KPI Reports
• Merge Fields

Property Gained and Lost Tab

Property Details has been updated with a new tab for Gained and Lost information. The Misc. tab which included Reminders and Other has been removed and the Reminders and Other tabs display as separate tabs adjacent to the Gained/Lost tab. Information displayed on the Reminders and Other tab have not changed.

Property Status

The property activity status has been moved to the Gained / Lost tab. To change a property’s status from Active to an Inactive Status is now completed by selecting the status from the Property Status drop-down list. There are no changes to the functionality of archiving or making a property active, only the location of the option.

To change a property’s status from Active to Archive:

1. Click Files > Property to search for and display the appropriate property
2. Click the Active button  to display the Gained/Lost tab
3. Select Archived from the Property Status drop-down list

4. Click OK – F12 to save changes

Gained Information

The Gained section displays an existing field and new fields to track new Managements.

• Authority Start Date has been moved from the General tab.  This field is used to record the date your authority to manage the property starts, it no longer reports a property as Gained.
• Management Gained Date can be used to record when the property was gained, this could be when you commenced earning fees, when you starting marketing the property or when the managing agency agreement started. Rest Management & KPI Reports have been updated to report a management as gained using Management Gained Date.
• Gained Reason allows you to record how the Management was gained. Gained Reason list becomes available to select when the Management Gained Date is entered. The values for the list can be defined by you in Property Gained/Lost Comments.
• Gained Comment allows you to enter specific text regarding the management gained.
• Referred By allows you to specify the referrer of the new management. The values for the list can be defined by you in Property Gained/Lost Comments.
• Referral Comment allows you to enter specific text regarding the referral of the property.

Lost Information

This Lost section displays some existing fields and new fields to track lost Managements.

• Authority Expiry Date has been moved from the General tab. This field is used to record the date your authority to manage the property ends. The functionality of this date has not changed.
• Management Lost Date has been moved from the General tab. The Management Lost Date can be used to record when the property was lost. The functionality of this date has not changed.
• Lost Reason has been moved from the General tab, it allows you to record how the Management was lost. The values for the list can be defined by you in Property Gained/Lost Comments.
• Lost Comment allows you to enter specific text regarding the management lost.
• Lost to Competitor allows you to record when a management has been lost to a competitor. The values for the list can be defined by you in Property Gained/Lost Comments.

Setting up Property Gained / Lost Comments 

All of the drop-down lists on the Property Gained/Lost tab are populated with values that are definable by you. The Property Inactive Comments that populates the Lost Reason field has been combined with the descriptors for Gained Reason, Referred By and Lost to Competitor on the new screen, Property Gained / Lost Comments.

To add a Gained Reason:

1. Click Files > Descriptors and Comments > Property Gained / Lost Comments
2. Go to the Gained Reason tab
3. Click Add Mode – F4
4. Enter the new value in the Gained Reason field

5. Click OK-F12

These steps can be repeated to add Referrers, Lost Reasons and Lost to Competitors by selecting the required tab.

Reports

Rest Management reports have been altered to cater for the new property gained and lost information.

Management Report

The Management Report available from Reports > Management > Management Report has been altered to display properties gained using the Management Gained Date, rather than the Authority Start Date.

Gained and Lost Management Report

The New/Lost Management Report available from Reports > Management > New/ Lost Management Report has been renamed to Gained and Lost Management Report. The following changes to the layout and how gained properties are calculated have also been made.

• Managements Gained are now calculated using the Management Gained Date. Entering a Management Gained Date in the past will update the historical Gained and Lost Management Report.
• The following new fields are displayed for gained or lost properties, Gained Reason, Gained or Lost Comment, Referred By, Referral Comment.
• The Management Fee percentage is now displayed for Gained and Lost Properties
• As well as reporting Gained and Lost Properties by Manager you can now also report by Referrer. To report Gained properties by Referrer, Select Referrer from the Report For drop-down list on the report selector.

Note: The New/Lost Management Report is available from Reports > Other > New/Lost Management Report – Old Version, if you still require to report new properties by Authority Start Date and Lost properties by Archived Date.

Management Fees Collected Report

The Management Fees by Manager Report available from Reports > Management > Management Fees by Manager has been renamed to Management Fees Collected Report. The following reporting options have also been made.

• The report selector has been altered with similar advanced setting to the Gained and Lost Management Report, you can now report on Management Fees collected by selected Managers or Referrer.
• Selecting Report for Agency Summary is the same as previously selecting All Managers.

Automated KPI Reports

The Automated KPI Reports have been updated to include the new fields for tracking managements gained and lost.

Manager KPI Report

• Managements Gained on the Manager KPI Report are now calculated using the Property Management Gained Date.
• The following information for properties gained has been added to the Managements Gained Detailed Information section:
  • Gained Date
  • Gained Reason
  • Gained Comment
  • Referred By
  • Referral Comment
• The following information for properties lost has been added to the Managements Lost Detailed Information section:
  • Lost Comment
  • Lost to Competitor
  • Gained Date
  • Authority Expiry Date

Team & Office KPI Report

The Team and Office KPI Report calculates Managements Gained and Net Gain using on the Property Management Gained Date, not the Property Authority Start Date.

Merge Fields

The following merge and export fields are available when merging or exporting property information.

• Management Gained Date
• Gained Reason
• Gained Comment
• Referred By
• Referral Comment
• Lost Comment
• Lost to Competitor