Buyers Agents Adelaide
Where we started, where we are today, and what comes next.
Summary
In three months your entire business has moved into PropVault. Every client, every purchase, every property, every partner and your full notes history going back years. Your team runs the day to day in PropVault today. What is left is the finishing detail on the last data set, and the email tools you need before the old system can go. Both are covered below with dates.
Live in your account
In use by your team today.
Custom build for BAA
None of the below existed before you came on board. It was built to match the way Buyers Agents Adelaide works.
- Your process flow, exactly as you designed it. We built PropVault around your custom workflow from end to end.
- Buyers agents assignable from settings, so every task arrives already assigned to the right person instead of being set one by one.
- Training video links on checklist items, so your team can open the how to from the task itself. Built after Joefel asked in May.
- Search your boards by checklist item. Type a task such as Discovery call completed and see every client or purchase where that is the next thing outstanding. On both the clients board and the purchases board.
- Filter by checklist group or by individual item, so you can look at one phase of your workflow at a time.
- Due date views. Overdue, due today, due in the next 7 days, due in the next 30 days, or no due date set.
- Sort by how much is left. Cards with one item outstanding come first, then two, and so on, so you can see who is closest to done. Ascending or descending, your choice.
- A next action view that ranks the work for you. It weighs how overdue something is, how far behind a checklist group has fallen, how little of a client's overall checklist is complete, how urgent that client is, and what stage they are at. The most neglected and most urgent work comes to the top.
- Filter to your own tasks or to unassigned work, so nothing sits without an owner.
- Clean separation between boards, so a search on the clients board never returns purchase checklist items and the other way around.
- 25 partner and designation types created for your business, from accountant and arborist through to vendor advocate.
- Partners you can add on their own, without linking to a purchase, so Tiffany can keep notes on an off market before the address is public. Built after you raised it in May.
- Hyphenated names accepted in first and last name fields.
- A notes import built from scratch, then rebuilt again so several notes on the same day each stay separate.
- Partner uploads extended to carry comments and notes, not just contact details.
- Pinned notes, so the important ones stay at the top. Released this week.
- Duplicate protection so the same partner cannot be created twice in your account.
- Login and board speed rebuilt around your volume of data. You are one of the largest databases on the platform.
- Settled cards move to Completed on their own, and you set the timing yourself in settings.
- Your urgency and status filters restored on the clients board after the version 2 upgrade.
Data load phases
May to August 2026, phase by phase.
Setup and configuration
- Your export turned into a load template and reviewed with Joefel sheet by sheet
- Properties and their notes moved across first so you could start using PropVault straight away
- Your process flow and checklists built to your specification
- Checklist search, filtering and sorting built on both boards after you asked for it
Phase 1: contacts, purchases, partners, properties
- Partners pulled out of your export and loaded
- Contacts and purchases loaded with the right person already assigned to every task
- Your checklists and processes live on both boards
- Joefel building settlement timelines the same day
Phase 2: warm leads
- Warm leads across with their source recorded
- Settlement timelines filled in for the records that were missing key dates
Phase 3: Contacts and notes history load
- All 960 plus contacts loaded and matched to existing records, no duplicates created
- Same day notes issue found, fixed, and 1,200 notes reloaded
- Every unmatched record chased down and resolved with Joefel
- Assigning and reassigning on the clients board fixed and confirmed working
- Every question in your feedback document answered
Version 2 platform upgrade
- New interface, lighter and easier to read, and it works on your phone
- Planner released for tasks and meetings
- Settlement reporting by quarter and by value, on the dashboard under Purchases
- Partner list cleaned to 714 after Joefel confirmed the list
Phase 4: Purchase records and partner notes
- Pinned notes released and live
- Partner important notes loaded, extensive notes in progress
- Phase 3 purchase records in the system, remaining detail being completed
- Two sheets still to be added: Phase 3 Purchase Info, Past and Settled Clients, Invest, and Phase 3 Purchase Info, Past and Settled Clients, Xsell
- Email campaigns and automation in final testing
Features coming up
Templates are already available to build and save. Campaigns add the sending side, to a filtered list of clients or partners, from your own email domain.
Version 1 lands the week of 17th August.
Set your own rules so PropVault acts when something changes. When a client moves stage, when a checklist item is ticked, when a settlement milestone is reached.
Version 1 covers emails, in system reminders and alerts. This also gives you the control Tiffany asked about, so a card cannot move on while checklist items are still open. SMS actions follow in the next release.
Version 1 lands the week of 17th August.
Development has started, alongside WhatsApp sync so client conversations land against the client record.
Joefel asked whether we could have this ready before 18 August. We are not going to make that, and we would rather be straight with you than give you a date we are not confident in. We will come back with a date we can stand behind, and we would like to talk through what would help you most in the meantime.
An experimental feature we are building with one of our data partners, currently in development. We will show it to you once it is stable enough to be useful.
Attach files to a partner, such as a floorplan from a developer.
Caller name showing on Tiffany's phone from PropVault contact data. Still on the list, not scheduled yet.
Gaps and outstanding items
With PropVault unless marked otherwise.
Actions for BAA
A quick look at what you still use the old system for
A short screen recording, five or ten minutes, whenever you have a moment. Seeing it from your side gives us the complete picture, and it is the quickest path to switching the old system off for good.
A yes or no on the lead source list
Removing Homepass, Other, Spotify, Public Inspection, Phone Call and Email will leave 250 contacts with an empty lead source, which would need setting again when those records are next saved. We are ready to go whenever you are happy for us to.
A second set of eyes on the partner notes
You know this data far better than we do. If you spot anything missing beyond Bruce Chen and Brett Faehrmann, send the names through and we will go straight to those records.
SMS triggers and volumes
Joefel, could you give us an idea of the types of SMSs you send and what triggers them? For example: a reminder SMS five days before settlement, or a congratulations SMS after settlement. And the volumes you send on a weekly or monthly basis? That will help us shape the SMS feature.
Next steps
- Email campaigns and automation version 1 land the week of 17th August.
- We finish the remaining data by 20 August.
- We scope Phase 4 with you so you know exactly what is left.
- We come back to you with a committed SMS date and a plan for the gap until then.