Task management for estate agents and letting teams

Once an offer is accepted, a sale spends weeks waiting on other people: the buyer’s solicitor for ID, the lender for the valuation, the local authority for searches, the vendor for the fixtures and fittings form. Most agencies track that in the CRM notes and the progressor’s memory. When the progressor is on holiday, the memory goes with them.

In Klusko each sale is a card on a Sales progression board, named by address, moving through stages you choose. Every call goes in the comments with the date. ‘12 Oct, buyer’s solicitor still waiting on ID, rang twice.’ The negotiator who sold it can watch the card and get the updates in their Inbox without asking you for them every morning. For a longer look at this kind of work, see our page on task management.

For managed lets, make each property a project in a Lettings workspace: ‘41 Hawthorn Road’, ‘Flat 2, The Maltings’. Maintenance jobs go on as tasks, with the contractor’s quote and the after photos attached. Invite the landlord as a Guest and they see that property’s jobs but not your other properties, which cuts down the ‘has anyone looked at the boiler?’ emails.

Compliance dates fit here too. The gas safety check is annual and an EICR is every five years, so put each one on as a task with its due date and attach the certificate when it comes in. Recurring tasks only go up to monthly, so these are one-off tasks you copy forward, not repeats.

Keys work nicely as tasks. ‘Keys: 41 Hawthorn Road, set B’ assigned to whoever has them. Klusko allows one assignee per task, which for keys is exactly right.

Negotiators spend half the day in cars and on doorsteps. Viewing feedback is the job that slips: the viewing happened at 5.30, the vendor wants to know by 6, and the feedback is still in someone’s head. A ‘Feedback to vendor’ task created straight after the viewing, due the same evening, fixes most of it.

The honest catch is the phone. Our iPhone app is in testing and not on the App Store yet, and there’s no Android app. So for now Klusko probably suits the office team and the progressor best, with negotiators using it when they’re back at a desk. The team chat side works well for the ‘who’s got the Mill Lane keys?’ question, and the online dots show who’s around to answer it.

Klusko isn’t property software. It doesn’t list properties or send feeds to the portals. It won’t book viewings into a diary, hold client money or run ID and AML checks, and there are no integrations with your CRM. Keep all of that where it is.

What we cover is the work between the systems. For a nine-person agency the Team plan is £45 a month billed yearly; Free covers up to 10 people but only 5 projects, which a lettings book outgrows in a week. Every plan is free during early access. See pricing.