Online Contact Onboarding
Handle clients who contact you through the platform
This guide explains the complete workflow when a property owner contacts your agency through the Homepartner platform to sell or rent their property.
Client submits contact form
A property owner visits your agency profile page and fills out the contact form.
- They select the property type (house, apartment, office, land)
- They provide location and optional budget/timeline
- They can add a description of their needs
Tip: You'll receive a notification when a new contact request arrives.
Contact room is created automatically
The system automatically creates a ContactRoom linking you and the client.
- Status is set to 'open' (waiting for agency response)
- Chat interface is available for communication
- Document sharing is enabled
- Private notes section for internal agency use
Evaluate the contact request
Review the client's request and decide whether to pursue this lead.
- If not interesting: Mark as 'lost' or close with a reason
- If interesting: Proceed with seller onboarding
- You can communicate with the client via chat before deciding
Tip: Use private notes to document why you chose to pursue or decline this contact.
Start seller onboarding
Click 'Start Seller Onboarding' in the contact room to begin the formal process.
- A CRM contact is created automatically with 'owner' role
- A draft mandate is created and linked to this contact
- Contact status changes from 'open' to 'in_progress'
- Optionally, a draft listing placeholder is created
Configure and negotiate terms
Set up the commission terms and negotiate with the client.
- Click 'Configure Terms' to open the negotiation panel
- Set commission type (percentage or fixed amount)
- Set commission value, exclusivity, and duration
- Client can accept or propose modifications
Tip: All proposals are logged chronologically - you can see the full negotiation history.
Wait for terms agreement
The negotiation continues until both parties accept the same proposal.
- Client reviews your proposal in their contact room
- They can accept or send a counter-proposal
- Once agreed, mandate status updates to 'terms_agreed'
- Legal disclaimer reminds both parties that only the signed contract is binding
Share seller form
Once terms are agreed, share the seller form for the client to complete.
- Click 'Share Seller Form' to send the form to the client
- Client fills in personal information and property details
- Required: Upload the signed mandate document (PDF)
- Optional: Property documents, photos, energy certificate
Tip: The seller form can only be shared after terms are agreed.
Review and validate mandate
Once the client submits the form, review all information and validate the mandate.
- A task is created for you to review the submitted form
- Verify all information is correct and complete
- Check that the signed mandate document is uploaded
- Click 'Validate Mandate' when everything is in order
Listing creation and publication
After validation, the listing is created and you can complete and publish it.
- A listing draft is created automatically from the form data
- Contact status updates to 'successful'
- A task is created to complete and publish the listing
- Add photos, finalize descriptions, and publish
Tip: Listings can only be published if a valid mandate exists.