Aska Property Group – Property for life

Agent sign in

Warning: this system has no permanent storage yet, so anything you enter will be lost at the next update. In Railway, add a Volume to the Aska Estates service with mount path /data first.

Create the office manager account. You'll add your agents after this.

Aska Property Group – Property for life

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Aska Property Group
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Duplicate clients

When a client's phone number or email matches a lead in another agent's list, both agents are notified here. The "First" tag shows who added the client first.

Coming up

Birthdays and home anniversaries in the next 30 days

Past clients

Card library

Upload a card

Large pictures are resized automatically so they send quickly. Everyone in the office can use the cards in this library.

New shortlist

Shortlists

Shortlists

Create a shortlist on the left, add the people who want to be on it, then assign each person to an agent. The agent gets them as a new lead, marked with the shortlist they came from.

All duplicate matches

Agents

Only the administrator can add people, change their roles and what they can see, change the email settings and wording, and download or restore backups.

Address for agents

The link put in welcome emails. It must be an address the agents can open from their own computer or phone (not "localhost").

Email settings

Each agent's emails go out from their own @aska.co.za mailbox and are saved in their Outlook Sent Items. These three values come from the app registration in the Microsoft Entra admin centre (see the setup guide).

You'll get a reminder here 30 days before the secret expires.

Agents email clients through one office mailbox. Each email shows the agent's name and signature, and replies go straight to the agent's own email address.

Website & portal leads

Enquiries come into the system by themselves. If the agent is known, the lead goes straight into their leads (or onto their existing lead for that client). Otherwise it waits on the Website & portal enquiries shortlist, which only you see, for you to assign.

Website forms

Give this link to whoever manages aska.co.za. Each form sends its enquiries to it (a "webhook"). Keep it private; click New link if it's ever shared by mistake.

Property24 & Private Property

Portal lead emails are read from this mailbox every 2 minutes. Each agent sets an Outlook rule that forwards their portal lead emails here, so each lead goes to the agent who forwarded it. Needs Microsoft 365 with the Mail.Read permission (see the setup guide).

If leads@aska.co.za is an alias of your mailbox, put your own address above and leads@aska.co.za here. Only emails sent to the alias are read; the rest of your mailbox is ignored.

Latest enquiries

WhatsApp follow-up

New Property24 enquiries get a WhatsApp with the listing link and three buttons: Arrange a viewing, Set up a meeting, Please give me a call. The client's choice is written on the agent's lead and the agent gets a notification.

PropCtrl feed

Listings added or changed in PropCtrl come into Aska Estates by themselves (price, description, sizes, status, Property24 link). One already here is updated; a new one is added under Listings.

Automatic emails

Every email the system sends by itself (welcome emails, sales emails and reminders, testimonials, seller reports): when it goes, who gets it and the exact wording, which you can change. Also the latest ones sent.

Storage & memory

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Backups

A copy of the whole database is saved automatically every day on the server. You can also download a copy now and keep it somewhere safe.

Restore from a backup file

Use this when moving the system to a new computer or online server, or to go back to an earlier copy. It replaces all current data with the backup. The current data is first saved as a backup on the server, so nothing is lost. Everyone signs in again afterwards with the passwords from the backup.

Add an agent

What they can see and do (managers can do everything)

"View agent's sales" shows only the sales where they are the agent. "View building contracts" shows every building contract and no other sales (e.g. for Jason). "Edit sales" lets them update what they can see. "Add stock" includes editing, photos and removing. "View reports" shows the monthly seller reports for the properties where they are the listing agent; "Send reports" also lets them add the seller's email and a note, and email those reports.

Everyone chooses their own password the first time they sign in. Use Send login details in the list to email someone a new temporary password at any time.