The system we use

What the system does

• Portfolio: all 2,265 apartments in Sinpaş Finans Şehir are recorded, with type, floor, status and floor plan.
• Customers and requests: every enquiry is recorded with what the person is looking for (rent or sale, number of rooms, budget, phase) and matched against our listings.
• WhatsApp conversations: messages with a customer are kept in that customer's record instead of on a consultant's personal phone, so the office keeps its history when someone is away or leaves.
• Appointments and viewings: viewings go into a shared calendar and move the request forward once completed.
• Rental contracts: active contracts, end dates and the legally capped rent increase are held in the system, with advance warning before a contract expires.
• Listing performance: views and messages from our sahibinden.com listings are read in, so a listing with many views but few messages is flagged to the office.
• Income and expenses: commission, deposits, down payments and office costs are tracked in one list.

Who uses it

• The office owner: sees every record and manages the team and their permissions.
• Managers: handle all customer and portfolio work.
• Consultants: can see and act on every customer, so that a colleague can carry on when one of them is out of the office; who did what is recorded.
• Assistant: records customers and appointments, cannot see landlord and tenant details.

Where the data is kept

• All records are on our own server in Turkey. They are not held in a cloud service abroad.
• Customer data is not shared with third parties and is never sold.
• Before we message a customer we take the consent required by Turkish data protection law (KVKK); people who do not consent receive no marketing messages.
• A customer can ask us to delete their records at any time; we complete such requests free of charge within thirty days.

For other estate agencies

Today we use the system in our own office. We also plan to offer the same setup to other estate agencies that want to keep their portfolio and customer relationships in order. In such a setup each agency connects its own WhatsApp Business account and owns its own data; data is never moved between agencies. If you are interested, write to info@finanssehirexpert.com or call +90 216 519 36 46.