The CRM is included in the plan. You find it in the menu under CRM with four items: Inbox, Contacts, Deals and Tasks. Calendar and Messages are separate menu items and are connected to the CRM.
Inbox
The inbox shows everything that comes in:
| Section | What arrives there |
|---|---|
| Leads | Requests via your landing page, your brand page and leads added manually |
| Smart requests | Requests from Smart requests |
| Offers and requests | Offers from owners, search requests and requests about your listings |
| Partner requests | Requests from colleagues |
A counter on the Inbox menu item shows new entries. How to accept offers and search requests is described in Accepting contacts in Germany.
Contacts
Contacts is your client base: one card per person, with their deals and listings. You search by name, phone or e-mail.
The card shows:
- Name, Phone, E-mail, Language, Messenger
- Role: Owner, Buyer, Tenant, Landlord or Colleague
- Budget (EUR) and Financing verified
- Source: GREM contact, landing page, brand page, manual or import
- linked Listings and Deals
Consent (GDPR)
For every contact GREM shows the consent: Consent given on (date), Purpose and Source of consent. For contacts that come via GREM it says Consent via GREM. If nothing is entered for a contact added manually, it says Not recorded.
- Export data gives you all the contact's data: deals, stages, calls, appointments and consents. This is how you answer a data access request
- Delete contact deletes the client's personal data from all deals at their request. The stage history stays without personal data. This cannot be undone
Import and export
- Import (CSV, Excel) brings in your existing contacts. Exports from onOffice, Propstack and FlowFact are recognised automatically. How the import works: Bulk import of listings and leads
- Export CSV downloads the list of your contacts as a CSV file
Contacts are also created on their own: when you accept a GREM contact or add a client.
Deals
Deals is a Kanban board. Above the board you choose one of two pipelines. You move cards from stage to stage by drag and drop.
Acquisition (owners)
New contact → First contact → Valuation → Makler agreement → Marketing → Sold / let, plus Lost.
Sale / letting (buyers, tenants)
New contact → First contact → Appointment → Viewing → Offer → Reservation → Notary appointment → Closed, plus Lost.
The stages of the pipelines are fixed and cannot be renamed.
The deal card
| Field | Content |
|---|---|
| Client | Name and role of the client |
| Listing | the linked listing |
| Amount (EUR) | Purchase price or rent |
| Expected commission | in per cent or in euros |
| Responsible Makler | who handles the deal |
| Next step | what to do next, with a deadline |
| Contact by, Assigned until | Deadlines for contacts that come via GREM |
Contacts from GREM
When you accept a contact, GREM itself creates a contact and a deal at the New contact stage. An owner's offer goes into the Acquisition pipeline, buyers and tenants go into the Sale / letting pipeline. The deal runs the deadlines Contact by (3 working days) and Assigned until (14 days).
Call with Call via GREM: GREM calls you first and then the client. After the call the deal moves to the First contact stage. This confirms the contact via GREM.
Stages are logged
Every stage change is saved with date, time and person and cannot be changed afterwards. Under My Makler choice, in the Makler's work block, the owner sees the stages and dates of the deal for their property; they do not see your notes.
History
The History of a deal shows everything in one list:
- Calls via GREM telephony with their duration
- Messages
- Viewings, appointments and tasks from the calendar
- Documents
- Notes
- Stage changes and hand-overs to another Makler
E-mails are not sent via GREM and therefore do not appear here.
Call result
After a call the Call result window opens. Choose Reached, Not reached, Call back or Other and write a Note: what was agreed and what the next step is. The result then appears in the history. Later closes the window without an entry.
Tasks
Under Tasks you see tasks and follow-ups from the calendar as well as the next steps of your deals.
- A task has a title, a deadline (Due), a Reminder and is linked to a Client or a deal
- New task opens the calendar: there you create the task and link it to the client. Or you enter the next step with a deadline on the deal
- Tasks also appear in the calendar
- An overdue task is marked and appears on the home page
Listing and home page
- On the page of a listing for sale, the Prospects and deals tab shows all clients and deals for this listing
- The Clients in progress tile on the home page shows the number of open deals and leads to CRM > Deals
CRM in an agency
The agency has four roles: owner, office manager, Makler and assistant.
- The agency owner and the office manager see all contacts and deals of the agency. The By Makler filter shows the deals of one Makler
- Makler see their own contacts and deals
- The assistant sees the contacts and deals of the Makler they are assigned to
- Handing over a deal. The agency owner can hand a deal over to another Makler. The hand-over appears in the history
- Reports. Under Reports, the CRM: pipeline block shows the Pipeline value, the Conversion by stage and the Deals by Makler