Product Guide - Manage Clients


REALToDo Real Estate Blog Product Guides

This guide is outdated as of 1/29/2018 and is slated for updating!

In this guide, we'll walk you through how to use the client management module within REALToDo. Our client management tools allow you to store thousands of clients and their associated contact information, preferences, price range, and much more.

For this product guide, we've created an example client list. All of the client details described in this guide are completely fictional (and sometimes outright outlandish) and will only be used for demonstration purposes. In the pictures below, look for the yellow arrow to show you important details.

Navigate to the Application

If you head to the REALToDo home page, you'll see a "Login or Sign up" button in green. Click that button to navigate to the REALToDo application. If you're already logged in, you'll automatically be taken to your dashboard. If you are not logged in or you haven't signed up yet, you'll be greeted by a lovely picture and a prompt asking you to log in to the system.

If you don't already have a REALToDo account, don't worry. You can click the "Login or Sign up" button to sign up for a 14-day free trial (no credit card required).

Login from the realtodo.com website

Navigate to the REALToDo application

Navigate to the Client Management Module

Once you've logged in to the the REALToDo application, click on the windowpane containing a sillouette of a man -- this is the link that will take you to the client management module.

If this is your first time using the REALToDo client management module, you'll be greeted by a large green tutorial box. We recommend reading through this before you start interacting with the module, but feel free to close the tutorial if you want to poke around on your own. The tutorial will always be available by clicking the "Confused about something? Click here" link at the top of the client management module.

Navigate to the client management module of the REALToDo application

Close the client management tutorial by clicking the "Close this panel" button

Review the tutorial at any time by clicking "Confused about something?" link

Creating a New Lead/Client

Click on the "New Lead" button to create a new lead. This will take you to the new lead dialog. Fill in the fields with whatever information you would like.

We recommend that you include all three available tags and a project/category. This will help you with future searching and filtering. If you don't want to tag your client at the time of creation, you can always Edit the client details later.

Note that the "Comments" field within "Additional notes and comments" supports Markdown, as demonstrated in the pictures below. Mardown allows you to add some extra formatting to your comments section; if you're not familiar with Markdown, you can learn about it by looking in our Guides section.

Once you're done filling in the client details, press the "Save Changes" button at the bottom of your window.

Click the "New Lead" button to create a new client, contact, or lead

The lead dialog will appear once you've clicked "New Lead"

Fill in the fields and click "Save Changes"

Your new client entry now appears in the client management module

Editing a Client

The client we created above was "Harry Blackstone". We gave him 3 tags: Magic, Deceased, and 1800s. We can easily edit these tags by clicking on the "Edit" button. Let's change the 1800s tag to Chicago.

Change the "1800s" tag on Harry Blackstone by clicking the "Edit" button

In the edit dialog, change "1800s" to "Chicago"

Now we see that the tag has been edited in the client management module

Searching Through Your Clients

Using the search filter at the top of the client management module

You know that your client asked for something specific -- let's say they requested a home with a kitchen island. Typing "island" into the search filter removes all clients that did not ask for an island. From earlier, we know that Harry Blackstone wanted an island.

Use the search filter to filter through clients with specific requests

Using tags to filter your clients

By clicking on a tag within the Client Details panel, you can apply a tag filter - this filters out all clients that do not have the selected tag. If we click on the "Deceased" tag for Harry Blackstone, we are only shown clients that have the "Deceased" tag. To remove the tag, simply click the "X" on the tag filter.

Click the "Deceased" tag for Harry Blackstone

Applies a "Deceased" tag filter so that only clients tagged "Deceased" appear

Using a color filter

You can apply a color to a client by clicking one of the colors in the bar below his or her name. Let's make Harry Blackstone "teal". The only other "teal" client is David Copperfield. By clicking on "Advanced Search", we can apply a color filter so that only clients with checked colors are displayed. If we uncheck everything except for teal, then Harry Blackstone and David Copperfield will be the only remaining clients in our list.

Change the color assigned to Harry Blackstone by selecting "teal" in the color bar

Harry Blackstone is now assigned a color of teal, as is David Copperfield

Clicking on advanced search allows you to filter your clients by their assigned colors

Removing all colors save for teal leaves only Harry Blackstone and David Copperfield

Combining a color filter with a tag or search filter

With a color filter applied, you can now click on a tag to further narrow your search results. For example, Harry Blackstone is tagged with "Deceased" while David Copperfield is tagged with "Living". Clicking on the "Deceased" tag will filter out David Copperfield, leaving only Harry Blackstone in your client list.

Using a square footage, price, or bedroom/bathroom range

You're probably already eyeballing the other section of that "Advanced Search" dialog -- we saved one of the most useful features for last! Here, you can limit your search based on square footage, price, number of bedrooms, and number of bathrooms.

Let's say we're looking for clients who are shopping for homes in the range of 600k-700k. In the "Advanced Search" dialog, we filter our clients by looking for prices greater than 600k and less than 700k. Input those values, then click submit to filter your client list.

In the "Advanced Search" dialog, input your upper and lower expense limits

Pressing the "Submit" button, filters your client list to only those who fall within your defined price range

You can further narrow your search by adding in a square footage limit -- here, we are searching only for clients who want homes with greater than 3,000 sq. ft..

Include a square footage limit to further narrow your "Advanced Search"

Or you can filter your "Advanced Search" results based on color or tag! If you're going to do this, take note that your square footage, price, or bedroom/bathroom range must be submitted first, since this result overrides all other filters.

You can also filter your "Advanced Search" results based on color or tag

To get back to your full and complete client list, simply deselect all color filters and click "Refresh List".

Removing a Client

To remove a client, simply click the "Remove" button to the right of the "Edit" button. This will permanently delete your client.

Wrapping up

And that's it! You now know how to use the client management module in REALToDo CRM. Check out our other guides to learn how to work with the other modules in REALToDo. When new features are added to the client management module, we'll update this guide -- so make sure to check back here if you see something you're unfamiliar with.

If you need a hand with anything or you have suggestions on how to make REALToDo better, please get in touch by emailing support@ubiquitools.com.


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About James Royce Threadgill

Founder of UbiquiTools LLC. Coder/creator of REALToDo real estate CRM. Chemical engineer that previously worked in gene therapy and green plastics before founding UbiquiTools.