Reminders and follow-up rules

Most lost clients in property never say “no”; they go quiet and are forgotten. Two tools in PropOrdo prevent that: reminders you open by hand, and follow-up rules that notice the silence themselves.

1. The Reminders screen

From the left menu open Reminders. Three numbers at the top: open tasks, overdue, today. Below is the quick-add box: type “Call Ahmet Bey on Tuesday” and press Enter, and a task is created. If you need detail, + Add with details: Title, Due date (with time), Priority, Related person / client, Notes.

Make a habit of linking a task to a person. A linked task shows in the client's file, and the answer to “what did we last do with Ahmet Bey?” lives there. An unlinked task stays only in your own list.

Press the circle beside a task to complete it; if you pressed by mistake, Undo is in the “⋯” menu. Overdue tasks show in red and rise to the top of the list.

2. The Today screen

Today, at the top of the left menu, is the one screen to open in the morning. Its sections:

• To do: today's appointments, tasks falling due and system-generated work together; the “now” group shows in orange.
• Waiting leads: unclaimed candidates.
• Mandates expiring soon: mandates ending within 30 days, red at 7 days or fewer.
• Cheques falling due and the Revenue and commission chart (for manager roles).

Sections at the top right lets you hide a panel you do not use; the preference is saved per person and branch. Quick add opens a task, appointment or client record without leaving the screen.

3. Follow-up rules: catching the silence

A manual reminder works for the client you remembered. For the client you forgot there is Company > Follow-up Rules. A rule says: “If a client at this interest level has had no contact for this many days, open a task for the responsible agent.”

To create one press + New rule: Rule name (for example “Hot client follow-up”), Interest level (hot, warm, cold), Silence (days) and the “Rule active” switch. Seven days for hot clients and 21 for warm is a reasonable start; tune it to your office.

When a rule fires, a task such as “Ahmet Bey — no contact for 14 days” appears on the Reminders screen and is written to the client file. The rules screen shows how many tasks each rule has opened and when it last ran; a rule that never opens a task is either too loose or unnecessary.

A task produced by a rule is a suggestion, not a penalty. If the agent has called the client, they complete the task and the silence counter resets.

4. Notification preferences

Company > Notification Preferences decides who is told about which event: a new lead arriving, a mandate approaching expiry, an appointment awaiting closure. In-app notifications are always on; email and a Telegram channel can be enabled optionally. If you have installed PropOrdo as an app on your phone, notifications arrive on the home screen.

5. The shape of a day

Morning, Today screen: read the to-do list, check appointment times. During the day, after every meeting either close the appointment with an outcome or open a task for the next step. Evening, Reminders: overdue at zero, tomorrow's list ready. This three-minute discipline means the follow-up rules rarely need to fire; the rules are the seatbelt for the days discipline slips.

Checklist

• At least one task linked to a person opened and completed.
• Today screen panels arranged to your needs.
• A follow-up rule for hot clients is active.
• Notification preferences reviewed.

That completes the In the field course. Next course, “Month end”: mandate tracking, the funnel and branch report, the rental calendar.