Introduction

The Open House form can be set up on a mobile phone, tablet, or another device that is connected to the internet, to have open house visitors provide their contact information directly on a form that submits it into your CRM. This is the ideal way to capture leads at an open house rather than doing so via a physical pen and paper list as you can set up automation via Lofty Smart Plans to contact these leads immediately or according to a schedule (see Smart Plan Basics).

Summary

• Accessing Open House Forms
• Create a New Open House Form
• Open House Questionnaires
• Manage an Existing Open House Form
• Using the Open House Form
• Open Houses and Lead Routing
• Open Houses and Smart Plans

Accessing Open House Forms

Navigate to the Content tab and then click on Open House Forms. Note: you may need permission from your admin to create Open House forms. 

Create a New Open House Form

Click the + Add New button to create a new open house. In the "Add Open House" pop-up window, enter the street address, select the questionnaire you want to use, who the Open House Form is shared with, who owns the form, and if the leads who register via the form will receive a welcome email or text and how those leads will be routing to agents on your team.

Each Open House Form is created for a specific listing, but the questionnaires can be used on multiple open house forms. 

Open House Questionnaires

The Open House Questionnaire provides the details that are collected from leads at your open house. To get started, click Questionnaires, then click + Add New. 

The questionnaire has some default fields for the leads' name, email address, and phone number, along with the option to make the field required. If required, they cannot finish the form without completing all required fields. The form is completely customizable and you can add, remove, or re-order all of the form fields. 

Learn how to navigate the Questionnaire:

1. Scope: Select who this questionnaire is available to. This could be private for your own use or available to anyone in your team, office, or company.
2. Add a Question: Add a new plain text or multiple choice question to the questionnaire.
3. Questionnaire Name: This questionnaire will be saved as a template that can be used on multiple Open House Forms, so give it a recognizable name.
4. Required vs. Optional: If the box next to the question is checked, the field must be complete for the lead to complete the questionnaire.
5. Hamburger Menu: Click this icon to re-order the questionnaire questions. Click the icon and drag the question to its new placement.
6. Trash Can: Click this icon to delete the question.
7. Do Not Enter: Click this icon to delete a multiple choice option.
8. Add a Choice: Add a new multiple choice option here. 

Once your questionnaire is complete, click Save and you can view the questionnaire in the list of other questionnaire templates. Under Actions, you have the option to edit or delete an existing Open House Questionnaire template.

Manage an Existing Open House Form

To edit or delete an Open House Form, hover on the selected form and click either the edit or trash can icon.

Using the Open House Form

To use the form, first log in to your Lofty account via a computer, tablet, or the Lofty mobile app. Note that there is no app for iPad or Android tablets but you can open Lofty via a mobile browser, sign in, and access the form. Navigate to your Open House page and select the form for the Open House. 

From here, leads can scan the QR code to complete the form on their phone or they can fill in the form directly on the computer you provide. You can also print out the QR code for leads to scan on their own. 

Once leads click the Submit button to send the form. They will immediately be registered into the Lofty CRM.

On the submission page of the questionnaire, you can add a Visitor Note or choose to let the next visitor continue the sign-in.

The leads that register will have the source of "Open House" and a shared tag of the address for the listing (not city/state/zip). This will help you to easily find these clients later on.

The answers to the questionnaire are added to the lead profile. Those that match up with standard fields supported in Lofty will be added to the applicable field. Those include the following:

• Multiple Choice (With Agent) --> With Agent
   
• Multiple Choice (Price) --> Search Criteria- Price
   
• Multiple Choice (House to sell) --> House to Sell
   
• Multiple Choice (TimeFrame) --> Time Frame
   
• Multiple Choice (Pre-qual) --> Pre-qualified
   
• Multiple Choice (FTHB) --> First-Time Buyer

Any customized questions that are asked in the questionnaire will be added to the lead profile as a note.

Open Houses and Lead Routing

If you want to route the incoming leads from the open house to others on your team, be sure to check the box next to Assign lead by routing?. This box is not checked, by default.

Next, navigate to Settings > Lead Routing and make sure you have a lead routing rule set up to capture and route these leads appropriately. Learn more about lead routing here: Lead Routing Rules

Open Houses and Smart Plans

Since you have just met the lead at the Open House, you may want to put them on a Smart Plan to stay in touch. Learn more about Smart Plans here: Managing Smart Plans

A quick tip is to set up a Smart Plan trigger for when a new lead is created from the Open House source. This will ensure that any new leads from the open house will automatically be subscribed to your selected Smart Plan. 

Questions?

If you have any questions regarding this topic or any others, please reach out to our Support Team via email at <support@lofty.com>, by phone at 1 (855) 981-7557, or by chat with us through your Lofty CRM.