CRM Best Practice Checklist

Learn the best practices for getting the most out of iamproperty CRM. From keeping your data clean and organised to using automation and integrations effectively, this guide covers essential tips to help you and your team work smarter, stay compliant, and deliver a better client experience.

1. Data Entry & Contact Management

• Add all new leads (buyers, vendors, landlords, tenants) as soon as they register interest.
• Always include full contact details—phone, email, and address.
• Tag contacts appropriately (e.g. hot buyer, cash buyer, investor).
• Merge or remove duplicate contacts regularly.
• Log all interactions (calls, emails, meetings) directly in the CRM.

2. Property Records

• Create new property listings promptly after instruction.
• Upload high-quality photos, EPCs, and floorplans.
• Keep property status updated (e.g. available, under offer, sold).
• Use detailed, accurate descriptions to support matching.
• Archive or update withdrawn/expired listings regularly.

3. Appointments & Tasks

• Schedule viewings, valuations, and follow-ups in the CRM calendar.
• Use reminders for key dates (e.g. auction deadlines, sales progression milestones).
• Complete and close tasks daily to keep dashboards current.
• Assign tasks to the correct team members for accountability.

4. Buyer/Vendor Engagement

• Match buyers with available properties using the CRM match tool.
• Send property details via the CRM to maintain contact logs.
• Share feedback from viewings with vendors on the same day.
• Use the vendor portal (if enabled) to keep them informed in real time.

5. Reporting & Performance

• Check key dashboards daily for new leads, overdue tasks, and KPIs.
• Run weekly pipeline and activity reports for team meetings.
• Use reporting tools to track offer activity and sales progression.

6. Compliance & Documentation

• Complete AML checks on all vendors before marketing begins.
• Verify and store Proof of ID and Proof of Address in contact records.
• Upload signed Terms of Business, agency agreements, and property forms.
• Record source of funds information for buyers where required.
• Use CRM audit logs to track any changes made to records.
• Confirm and record GDPR consent for all marketing communications.
• Ensure all compliance documents are named and stored clearly for audits.
• Schedule and track compliance renewal tasks (e.g. ID expiry after 12 months).

7. Maintenance & Housekeeping

• Review and clean old or inactive contacts monthly.
• Remove stale tasks and archive outdated properties.
• Update workflows and templates to reflect any regulatory changes.
• Regularly back up or export key data (if your agency policy allows).

8. Training & User Habits

• Attend regular CRM training and system update briefings.
• Encourage consistent use of the CRM across the whole team.
• Report system issues or suggest improvements to the Software Support team.

If you have completed your onboarding journey and would like to purchase additional training, please contact your Account Manager on 01865 860 870.