Introduction

The Open House form can be set up on a mobile phone, tablet, or another device that is connected to the internet, in order 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
• Manage an Existing Open House
• How To Edit the Questionnaire
• Using the Open House Form
• Open Houses and Lead Routing

Accessibility

• Core and Premier:
  • May create up to 30 questionnaires
• Enterprise and Multi-Team
  • May create up to 100 questionnaires

Accessing Open House Forms

Navigate to the Marketing page and then click on 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, you can enter the street address, and then select the corresponding MLS suggestion. Our Open House form allows Lofty users to create multiple Open House questionnaires.

Adding a new questionnaire is very similar to editing the questionnaire. The primary difference is the Scope, where Enterprise clients can decide which groups have access to the questionnaire being created.

From the Questionnaire list, you can filter by the member who created the questionnaire and by the more recently modified one.

• Note, that Lofty users must have the Company Templates permission enabled to add or edit Open House questionnaires.
  

When creating a new Open House Form, you now will select the questionnaire to be used, and decide which Agents/Groups (if Enterprise) have access to see this Open House Form.

Select the questionnaire to be used, and decide which Agents/Groups (if Enterprise) have access to see this Open House Form. 

Then choose who else (agent/group) you would like to have access to use the same open house form by using the "Share With" option. 

After selecting an address from the MLS suggestions, the pictures of the listing will be shown directly from the MLS in the pop-up window (shown below). You can select the ideal photo or upload another picture from your computer by clicking the "Upload" link. This image will display along with the fields on the form. Only one image can be selected.

After editing the open house info, select whether to Send a Welcome Email and text to the leads who register and select whether the leads will be a Team Lead or Private lead (see Lead Privacy: Team Leads vs. Private Leads) by checking the box next to Register as Team Lead. Then, simply click on the Save button to create a new open house form.

Manage an Existing Open House

Click on the Edit House button on the Open House Forms home page.

From here, you can edit the existing open house listing information, or delete the open house that has expired.

How To Edit the Questionnaire

*IMPORTANT: Different account types support different numbers of questionnaires.

Who can edit the questionnaires? 

1. Company Templates-Entire Company: Support creating/editing/deleting questionnaires for any group
2. Company Templates-User's Group: Support create/edit/delete questionnaires for his Group and subgroups;
3. Team Template: Support creating/editing/deleting questionnaires for the team.

Click the Questionnaires button to the questionnaire list. 

From the Questionnaire list, you can filter by the member who created the questionnaire and by the most recently modified. Note, that Lofty users must have the Company Templates permission enabled to add or edit Open House questionnaires. Click the Edit button to edit the open house questionnaire.

• On the questionnaire page, you can add a Plain Text Question or a Multiple Choice Question by clicking Add a Step.
• For the multiple-choice questions, you can customize the options and set them as single-choice or multiple-choice.
• Except for Plain Text (Name), all questions can be set as optional.

You can change the order of the steps by dragging the "three-line/ hamburger menu" icon on the right of each question to where you would like the question to be.

Enterprise clients can decide which groups have access to the questionnaire being created.

Using the Open House Form

To use the form, you must be signed into a Lofty account or do so via 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.

On the open house list page, click on the image to take you to the Sign-In Page.

The left side of the sign-in page will display information about the open house and its creator along with the image that was selected. The right side will contain the survey questionnaire for the leads to complete as they enter the open house. Leads will 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 the creator of the Open House form is an agent on the team (meaning not the Team Owner/Admin) then the leads that register on that form will always be assigned to that agent. They would then have to be manually assigned to someone else if that was desired.

If the creator of the Open House form is the Team Owner/Admin, the leads can be distributed to the team if so desired. To do so, first make sure that the leads are brought in as "Team Leads":

Next, navigate to Settings > Lead Distribution > Lead Routing > Lead Options

Make sure the checkbox for "Open House" is selected. If you do not want the leads to be distributed to team members but instead have them assigned directly to you as the Team Owner/Admin, make sure this box is not checked and then click "Save." 

Then, create a new rule for Open House leads. Set the source to "Open House":

If you want to route based on the property's location, note that the city and zip code of the open house property will be associated with any leads that register on that form and will be added to their "Search Criteria" which is also used for lead routing. So, you can use the "City" and "Zipcode" fields to assign to certain agents on the team:

For in-depth instructions on how to use lead routing, please reference the following article: Agent Lead Routing Rules.

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.