Online Listing

Understanding the Online Listing workflow in the Owner Onboarding Pipeline

Step 1: Determine Main Point of Contact

If the main point of contact for the Online Listing stage needs to be CHANGED from the current assigned user, complete the following steps (if not please continue to step 2):

This step ensures that if the designated main point of contact needs to be different from the original assigned user, an option is provided to facilitate this adjustment seamlessly.

1. Assessing Main Point of Contact Needs: Evaluate whether the assigned user from the Photography stage should also serve as the main point of contact for the newly acquired owner. 

2. Option Assignment: If a different main point of contact is needed than the original assigned user select the + sign below the first existing Wait step. Find "Assign to User" in the list of actions and select the user(s) for the system to automatically reassign the contact. 

3. Wait Period: Following the "Assign to User" step add an additional action by clicking the + sign again. Add a 'Wait' period for 1 minute to allow for any necessary adjustments or confirmations when being processed automatically. 

Step 2: Sending Owner Email Update

1. Email Customization: A templated email addressed to the owner has been added automatically to the system.  You can customize this email as needed.  This email is to let them know the house listing will be posted on the website soon.

Step 3: Sending Internal Notification for Marketing Tasks

1. Internal Email Customization: A templated email addressed to the Assigned User has been added automatically to the system.  You will need to customize this email so please take the time to do so. This email serves as a template for the Marketing tasks that need to be completed. (ex: Add descriptions, Add Amenities, Check photos, Add to OTAs, etc.). The Assigned User would be responsible for contacting the one in charge of Marketing with the items needed.

   • Customization Options:

     • Change "To User Type" to "Custom Email" and type in your Marketer's email address. Now this task email will be sent directly to them.   
     • Add your Marketer as a User in the Vintory platform.  You can make them the Assigned User at this particular Pipeline stage. 

Step 4: Task to Check in with Marketing

1. Task Notification: A task will be created and assigned to the Assigned User to follow up with Marketing.  Customize this for your needs to include a specific team member, description, title, due date, etc.

Step 5: Task to Add Property page URL to Custom Field

1. Task Notification: A task will be created and assigned to the Assigned User to make sure to add the property page URL to "Property Page" custom field.  Customize this for your needs to include a specific team member, description, title, due date, etc.