Name: Join Alto’s 30-minute live Coffee Break Demo – and get a free coffee on us!
Uploaded: 2025-09-17T10:03:00.400Z
Duration: 41 min 4 s
Description: Join Alto’s 30-minute live Coffee Break Demo – and get a free coffee on us!

Transcript for "Join Alto’s 30-minute live Coffee Break Demo – and get a free coffee on us!": Hi, everybody, and welcome to Alto's thirty minute coffee break demo. I hope you've had a chance to grab your Costa Coffee with a voucher we've sent over, and you're ready to sit back for the next half hour and explore Alto Software. We want to give a quick shout out to everyone who's joining us today. We look forward to seeing you all. We've got Home Share Lettings Limited, Pinpoint Property, Adore Property, and a number of others who are joining us for this session. Before we dive in, just a quick bit of housekeeping. On the right hand side, you'll see the resources tab. In there, you can download Alto's full product brochure, our CRM health check, and a few short customer success stories. Real life examples of agencies just like yours who have saved time, reduced costs, and grown their business. You'll also notice there's a book a demo button. If at any point you'd like a tailored walk through of Alto designed around your agency's needs, simply click the button and our team will be in touch with you. Finally, we'll be running a q and a at the end. So submit your questions, and we'll try and cover as many of these as we can during the session. Anyway, let's kick things straight off. So we're gonna look at how Alto can boost your agency. So as we head in to the Alto software, we first be taken to our home screen and our dashboard. Now I've pinned my dashboard up here on the left hand side as my focus is around winning instructions, getting viewings confirmed and fed back to drive those into offers and into then successful sales and lets. But this dashboard will also control things such as your inquiries, so your leads, a company, whether that be from your website, your portal, simplifying the administration of those applicant registrations and those valuation requests. We can also then start to maximize our mail shots with our click through stats. As we register applicants, we can start to see who's engaging with our mail shots, again, our success of delivery rates, again, our open rates, how appealing are those mail shots, are we targeting the right people with the right properties. And then from there, we can also start to click the engagement levels from who's clicking and opening that email, then clicking through to whether that be my website, wherever I choose to drive them to. And this list here will also start to prioritize that we can focus on the people with the highest level engagement, whether that be open rates or clicking on particular properties. As I click into this list here and I just refine it slightly, you can start to see this list is being refined based on number of emails sent, property sent, open rates of email, as well as then clicks on property. And on the right hand side, you can start to see the properties that have been sent and then those that they are engaging with, that they're then driving from that email to our website. As well as any activity that has since happened, such as a viewing has been booked on a particular property, we've set ourselves a follow-up task to call that person back and arrange viewings or evaluations, as well as landing notes, and again send a send in further comms such as emails and texts. And this list will evolve. If I was to talk to Willow, again, confirm, get a view in or understand her interest, I can mark that as complete, remove it from my list, doesn't change my stats, but I'm then really focusing on the next person I need to call, next call to action. And again, focus on engagement and driving outcomes. As we head back to the home screen, on my right hand side here again, we've got a number of tasks where we can start to track appraisals. We can see what properties we've appraised, what ones we want to follow-up, when we completed that appraisal. And you've got quick actions, such as clicking on that property to look at contact numbers, email addresses, the most recent activity in their timeline. So I can structure my call around whether that be the last communication sent, the letter, or, again, their willingness to move. You can start to order these tasks by date, group them by property, as well as look at pending, in progress, completed, and canceled, and focus on today and older tasks, looking to future. So if you're going away, start to plan or reassign those tasks as well. This dashboard can be customized by you and dragged around based on your focus area. As we scroll down a bit more, we can see again our sales and rental deals and the progress that they're being made. Start to look at our esignatures, which are included within your Alto software and what's out of the signature, what's been completed, what are we voided, and what's expired, as well as well as in our applicants, news, letters that we're still drafting and working on, and we're gonna send at a later stage. That's just maybe an offer letter. Having ongoing communications with the owner, don't wanna send the confirmation just yet, and I've got some stats. These dashboards, as we mentioned, can be dragged around based on how you work, what you want to focus on. But more importantly, where we can start to scale is we can start to filter these dashboards. So if you're a multi branch operation, you may want to just look at a particular department and a particular branch. I'm gonna focus on my admin branch and lettings department only. I'm starting to customize this dashboard for the tasks that are pertinent for that branch and that department. If I'm going to view my sales department, again, I can start to narrow that down. Inquiries for that department, the mail shots, the appraisals that we're focusing on, and you can see how I've now got my multiple branches. I could have in here my commercial department as well, my students, my HMOs. We can start to segment the data based on how our teams work, and then more importantly, we can also then segment it based on user. So if I want to just go and look up my tasks, I can quickly type, search for me, and then drill down on the task that I need to complete. And whether I'm looking at that across all branches, because I work across a number of the branches, or I wanna focus on a particular branch or a particular department. So Alto gives you the opportunity to scale and start to control how you work, what you see, and, again, the level of access. Do I have a read only, a read and a write, or rewrite delete across those branches, that depart those departments, or do I not have any access at all and I just don't see it in those drop down boxes? As a complete CRM, how to also give you the ability to manage your tenancies. So as I drop into my property management dashboard, again, we can filter this and we can group these by my letting branches as well. I can start to focus on property managers and who's responsible for these properties. But what this dashboard starts to show me is, first off, my compliance. Where have I got gas safeties and EPCs that are expiring? And if I was to click into these lists, it will start to give me all the information that's required, such as the branch that's responsible, the property manager, the landlord and tenant details, the address, the type of management, whether that's a managed, a let only, a rent collection, as well as whether we've contacted any of these individuals yet to notify them about the expiry of gas safety, and how we are progressing with the renewal. Is it still a pending task? Is it in progress? Has it been completed? Now to speed things up here, we can start to filter this data, again, get into the right data for your branch and your role, and then we can start to mass communicate with whether it be tenants or landlords to inform them that the gas safety needs renewing, what the next call to action is going to be, and then driving that into them works orders and completion and renewal of that gas safety. And where our tech becomes really smart is you can start to use things like Agentic AI to start to look at those tasks to start to communicate for you, removing the administration. And this is now out, so we're saving around ten hours of agents' time, each agent, per week. As well as things like gas safeties, we can look at our HMO licenses, pack testing, EPCs, and these are broken down in specific areas, such as a tenant tenant related dates, tenancy related dates, property, landlord, or supplier. And what these will drive into are works orders. Again, giving me a workflow such as new requests. Works order has come in. I'm now liaising with landlords and tenants, understand that issue, looking to move that into a quote, and that quote then into an instructed supplier. Clicking into these, again, smart widgets to filter based on supplier, based on tenant, to group them by property. But to get those works completed in a satisfactory time and using our analytics and our reporting, we're able to then start to track our completion time of works orders, our most used suppliers, and how efficient and effective we are and our contractors are. We've also then got our financials, and we can start to see all of our rents that are due. And very quickly, we can start to batch in to receive these rents. We can start to import our statements for the system to start to import, allocate those rents, and then we can start to generate landlord statements, suppliers to pay, and automate in our payment processes such as payments to landlords, to suppliers, refunds for tenants, and dealing with any new deposits, deposit disputes, or return of deposits. But what we wanna focus on now is some of those smart workflows and showing you what they look like in the system. So a complex task is often taking on new instructions from the point of having to book those appraisals, collect multiple pieces of information, prepare for your market appraisal, and then manage and try and win that instruction, and then take that property on. And let's look at how Alto will simplify that process for you. So as I head into the property tab here, what I'm presented with is a quick search. So if I want to go and find all the properties I currently have within a postcode, a town, a street, I can do so by typing. And I can combine multiple pieces of information here. And I'm presented with a list that I can either select all, start the mass mail shop properties, send emails and communications, and you can also take advantage of our integrations here for that omnichannel communication approach as well. You can start to group properties, but my focus today is not around kind of searching and refining and looking for opportunity opportunity. It's about taking on a potential new instruction. So really simple, enter property, click on the plus, and this will now take me into our workflow to start to add this appraisal. Now the first thing it's gonna ask me is do I want to search and see if the contact already exists on the system. And I can search for the contact, and it will provide me with names and addresses that match any properties where we've got existing relationships with that potential vendor or landlord. And if they're not on the system, I can create a new contact where I can collate names, addresses, telephones, emails, motivation to buy, sell, or let, as well as my GDPR information. For the purpose of today, though, I'm gonna go and select myself, and I'm gonna use that contact. Now it will say, would I like to use the current address or the correspondence address I've taken with this individual? Would I like to look up a new address? So if this is let ins focused or they're selling on behalf of somebody, I can start to now key in a postcode and we can look up that address. And as I do that, I can then drop down and then find the relevant address that I need. So today, I'm gonna look for Number 63, and then look up that property. And what Alto will present to me is again the full address. We'll start to check if that property is currently on the market. We'll also pull in from various sources such as land registry, portals, home track data, information such as the number of bedrooms, bathrooms and receptions, year built, whether it's a freehold, leasehold, type of property that we have here as well, and EPC rating and council tax band. Now if I need to edit this information, why I'm discussing with a potential vendor, the key information about their property. I can drop this down. I can select property types. I can expand on the bedrooms and the bathrooms. I can start to change the composition of this property here. You also see it's provided the EPC status, which is pulling from the EPC register. Again, I have the ability to edit this. And on the right hand side, as well as images, the full composition of the property, maps of the area. I can start to look at the estimated valuation for sale, for rental, and I can start to track the timeline of when this was sold, all that, and the prices, and any increases in price, as well as adding any notes, such as the motivation of why this vendor or landlord wants to move, sell or let their property. If I now save this data, he'll ask me if I'd like to finish or book an appraisal. On this scenario, I'd like to book a market appraisal, and this will now drive me into my diary where I can start to then select the appropriate date and time. So it's now assuming that I may be attending that appraisal. I can drop down and select the date. I'm gonna go for today. I can select the appraisal time. I'm just gonna put this in the past. I can now choose the appraiser if I want to go with a colleague. So let's say that Lisa's gonna come with me, and this will start to on the right hand side, display the diary and the availability of those people. Now if I don't want to search and I want to look at different diaries such as my colleagues' diaries, I can filter this on branch or individuals as well and pull up their diary on the right hand side. Otherwise, though, we have our date, our time, our appraisers. Again, any additional diary notes, reminders, and then the type for appraisal that we're going to do. Saving that appointment will now start to create my communication to my potential vendor or landlord, and I can select whether I want to go by email, text, and what type of reminders I would like to provide them about that appointment. As well as seeing the full communication that we're gonna send, which we can start to edit, we can adapt, and we can change that if there's anything unique that needs to go in to those comms. And off that goes. Now appraisal was in, and we can now see on the left hand side how that property has been added to my inventory. Where else I can start to, again, support you and speed up processes is planning your property valuation report. So if I now launch my valuation report, it's gonna set it's gonna start to fetch some data that we've already seen as well as some additional data to support me with the price and the conversation I'm gonna have on that instruction. So as before, we can see we've got the address, the style of property, the maps. We have the sales history. We have the valuation estimates for sale and for rental, the last sold date, and the potential increase or decrease of that property. We can start to now see properties that have been sold nearby and comparables, properties that are currently for sale. And if our focus is rental, we can see properties that are available to rent. You'll also now provide school data, such as offsets, safety reports. Again, we can tailor what information we want to print here or send to our potential vendor or landlord, planning applications, EPC ratings, flood risks, and broadband. And this is now available for me to print and take on that appraisal. So very quickly, all the information is being provided straight to you as the agent. Pricing, planning applications, comparables, all through one and two clicks through the software and following that workflow. As we start to work our way through, and now we're gonna make some assumptions that we've been out to that property and we've we've valued it, we've quoted a fee, we've given a proposed price, We may list the vendor and landlord price, a high and low price as well, and we will do this for the purpose of today. Some very broad spectrums in terms of pricing. We may add in some appraisal notes of features that we thought were needed to be noted or get motivations to move. As we start to select and fill in that data, Alto will pick up that we've now completed that appraisal and present me with potential letters or communications to send out. So in this scenario, I'd like to pull up my market appraisal evaluation letter, and what you'll start to see here is how this letter is open and moving browser. And what this allows me to do is work across multiple devices and platforms. So I'm working from a Mac today. I'll have the same experience if I'm on a PC, which runs Windows, if I'm on my iPad. Everything we've completed so far will work across all of those devices. If you're working from your mobile phone, again, it will give you a condensed refined version that will focus on things like diary, property information, contact information, as well as being able to book viewings, gather feedback, but all that pertinent information you need while you're out on the go. But back on my letter, we've now drafted. It's merged information for me. Again, all editable. I can work in browser, make changes to this letter, and I can either save and park this letter back on my dashboard or start to finalize this as an email, print, print an email, or send for a resign. For the purpose of today, we're gonna email that out. I've already got that. Here's a paragraph I've referred earlier. And you can see it's also pulling in information about us, marketing brochure, which I can now send. Everything I do is recorded on the timeline. The activity, the communications that were sent, the individual that has processed any of those workflows, as you can see back here on the timeline. Again, ways that are starting to speed up and reduce admin for agents that can really focus on winning more instructions is is gonna be how we then structure this property. So let's work our way through into a property instruction, start to choose the sale terms, get our contract lengths. It will automatically put the end date on there for the contract, start the sign if we're gonna have a board and send out any board requests, as well as then the commission that we've agreed. As we do so, again, a list of properties will populate. Sorry. So a list of letters will populate. Again, we can choose those letters for the purpose of time and discard it. It will now take me into a workflow. So I could, at this point, start to order such things as owner ID checks. I could come in. I could produce my terms. I could send an ID check out very quickly to the owner, which will now drop send them an email, which will drive them into their hub, their Keyflow account, where they can start to validate their ID through scanning faces, downloading and taking photos of passports, and so on. I may also want to move into my pre marketing workflow where I could send the owner questionnaire so I could start to capture information such as parking, construction of property, and all of the information that we now need in order to list that home. We can upload any documents such as, again, signed agreements if they were signed in the property, again, any planning applications to start to build that document folder. I'm gonna focus on those speed of building listing. And as I edit this, I can come in and I can start to select the photos that I've taken for this property and the floor plans and import those into the software. And then using AI, I can start to upload those, reorganize those photos, and automatically name those photos as well. So as they now go in, you can see it's organized, name them for me. We've got the rotate option in here. It's placed the floor plans in the appropriate section, and again name those. But at any point, I can choose to delete images here, re rotate them, or rename them. Again, speed up the listing of this property. I may choose to now generate the description and the bullet points. Now I can give it pointers such as information I want to include, so I may say there's a swimming pool for this property. I may give it a certain tone of voice that I want to write it in or style. If I now start to generate the summary and the key points, Auto is gonna start to scan all that information, build the bullet points for me, as well as the description. I can delete. I can overwrite. And the time savings don't end there either. We can start to generate all of the rooms and paragraphs using AI as well. So let's start to generate those rooms, then it's gonna start to now scan the photos, work out the sizes of the room, work out the key information that's gonna go into each of those room by room descriptions. So we're gonna give it here about thirty seconds just to scan those images, work out sizes. It's gonna pull that information back. And while doing that, we have got things such as being able to view the EPC certificate. We can start to move the mapping of this property. So we might edit this section and start to drag the images around, but you can see why I'm doing that. I've now built each description. I can reorder these. We will have measurements. We will have full descriptions on all of these as well. But let's go and save that information. There it is. And let's now start to go back to my map that I was working on and choose the exact location of this property where it will now display on portals. Now my property is ready, and I might want to preview how this is gonna look on portals. First of all, it will tell me if there's any errors. So I'm missing information such as lease. I'm missing information for council tax. I can start to see how this is gonna preview on portals. I can see my full description, my bullet points, and, again, there'd be copies of brochure. Now if I'm happy with that that property and that listing, I could now send an approval out to the owner. So email out to the owner, they can log in to their Keyflow account very quickly. They can see that listing, they can see that brochure, and they can agree to list that property or again give me any information such as changes that they would like to see about that property. I'm now ready to market. So as I go to market, again, I will be given warnings such as what I need to change or drive me into editing, such as leasing information and cancel tax plans. But I can start to market that property, and at that point, I can start to choose the portals that property is now gonna be advertised on. And if I just head back into this particular property, we can start to exclude from portals or delay those on certain websites. That's how quickly we can take a property. We can start to book appraisals, follow-up on those appraisals using that home screen dashboard. We can start to manage that listing from instruction to available and on market. And once it's on the market, we can start to match that property out, how to identify key applicants to send that that property out to, and then you will start to book your viewings, make your offers, move that into a sales progression. So a key focus there around some of the workflows to list the property. But what we're also gonna look at is things like accounting as well today. So it's not just about marketing. Outdoors is a complete CRM, as we mentioned earlier, or manage your property management as well as your accounts. So if we head into a tenancy, and in the tenancies tab here again, we can search. If I want to find all of my tenancies that exist within Linwood, we can drill down or that's on property number, street, town, postcode. We've got the ability to mass communicate here once we've done that to landlords and tenants or either or. But selecting a particular property, we can start to see the status of that tenancy, the tenant, any unique references, the property they've occupied, the landlord, and then we can start to dive into things like tenancy terms, deposit information, and where that was held, and this is a vacated tenancy. We can start to see referencing checks that we could automate through the system with our integrations. We can see the full timeline of events, and we can filter these. If I want to purely look at account documents that were issued or communication that was sent, I can look at documents that are housed on this tenancy, so things now like your how to rent guides, your ASTs, your checking reports, and your inventories. And if you're using integrations like Good Lord, this will take over the application process of your tenancy. But what it will do is once that tenancy has been finalized, it will start to push all of those documents back into the system as well. So you have the option to do this yourself, if you think about auto let into progression, or to use our integrations and push that data back for our two way applications. More importantly, we can start to see transactions, balances, and we can filter these based on let's look at rent that's been paid or outstanding. Let's look at any deposits, fees, or expenses incurred, let's drill down on why they owe us money. And we can filter on dates, and anything we filter on here, we can start to then print timelines or copies of that information for tenant as well. As well as their managing the management, rip inspections, deposit disputes, move out dates. And if we keep drilling back into the data and we start to look at the property itself, getting our management tab, we can start to analyze things like the works orders, preferred suppliers, dates that we manage against the property, as well as all of the transactions that is incurred on this property, fees that have been paid, expenses that have been incurred on this property. We can drill into that and, again, start producing things like my landlord statements and profit and loss accounts. So like a whole tax year account of income versus expenditure versus profit. But let's show you how simple it is to then start to process accounts. So back on my property management tab, I've got currently £339,000 worth of arrears due by tenants. If I want to drill into this outside of analytics and reporting, I can start to see what tenants owe money for what properties, how many items, total outstanding, if we've got any money on account. We can have multiple client accounts, again, if you've got that multiple branch set up. But the simplest way to start receiving the money is head into your import receipts where you can start to upload your bank statements. So if I go into my client account, at this point, I can choose the client account I want to go into. I can start to go and find my file. So I may go and find my client account file, and I may choose to then import that receipt. And what Alto will do is it will now bring in all of those monies, it will match those rents, and it will start to produce your landlord statements. So here I can start to now see landlords that have had rent come in for importing that statement. I can see if they've got a balance whether that's positive or negative, income for this period, deductions for this period, overseas tax, and ongoing retentions. If we wanna drill into this data, such as Bank and Ballantine, we can click in, we can select this particular property and see the rent, the deductions, we can preview the statements, we can remove transactions from this statement. We can start to change information such as include supplier invoices with that statement. We can show tenant arrears as well as previous or up and coming income. On this scenario though, what I wanna do is I wanna send out my statements to my suppliers. So again, one click, one confirm. That is now sending out those statements. Again, all trackable. So in the timeline, we can see the statement that was sent. We can see the email where that's been sent, delivered, opened, and how many times that has been opened as well. So full tracking of that information. And it will start to produce for me payments. Now I'm gonna skip that because I may want to now go into my supplier to pay and calculate my suppliers to pay and the remittances that I want to send. Very similar to my landlords, what account is this coming out of, How do we pay them? What's payable? Are we deducting any commissions? And then what's the net that's gonna go out? Again, selecting the suppliers you want to pay and processing. So let's just come out of this one, confirm that. We can also process deposits and move those from client accounts to deposit accounts or DPS accounts, as well as refund deposits, as well as also deal with any tenant or landlord refunds. Really important is as an agency, you've now earned money, and we can start to see the fees you've earned and the amount you hold in the client account that you might want to now transfer to yourself. And just like the landlords and suppliers, you'll get a remittance of why you earned that money, how much you earn, and what it related to. As well as paying things like NRL tax and reconciling those accounts, the next step is to go and physically pay all those individuals. So I can now see the landlords I need to go and pay, my agency, my suppliers, and I can now create a payment file. And this now gives me the ability to either manually log into the bank and make those payments, give me a list, or to speed this up even quicker, download your file that you can go and import into your bank. Bank will read that data and make those payments for you. So you can start to see how Alto is now really starting to simplify the process, speed up, whether that's instructing properties, taking on a new property to market, or dealing with things like your client accounting or your property management. We also have a number of integrations to support you across these workflows from AML and ID checks, to auctions, to onboarding, property management services, referencing, sale progression, and things like tenant maintenance. We've got integrations with Fixflo, or you can use our inbuilt property file management system for tenant's reports and maintenance, and those coming directly into the system as well. And just to finish off today and keep submitting those questions in the Q and A, analytics. What's really important is being able to look at this data, understand it, and understand how you are currently faring. So I may wanna look at, for example, my year on year reports. I might wanna start looking at how I'm performing. So what are my appraisals looking like? And I could compare, for example, 2024 to 2025. At the moment, you can see our business is growing. We're winning more appraisals than we did the previous year. We can start to track things like construction rates and again how we're faring in terms of properties coming to market, viewing trends, completion trends, sales fee trends. And we can dive into our lettings data as well and track very similar analytics, as well as start to look at our applicants, applicant registration trends, year on year, month on month. And if I want to really break these down, I may choose to go into one of my dashboards such as my sales performance. I can start to then see again how many appraisals have been booked versus completed versus canceled, where those appraisals are coming from, my appraisal to instruction rate. As I drill into this data, things such as my average asking prices, my average sales free, my average commission. Really start to understand the market you're strung in, you operate in so you can market effectively, target the right properties, and then start to target the right applicants. And lastly, if we want to then focus more on, again, the property management side of business, we might wanna start looking at things like our property compliance dashboard. We'll start to show me gas safeties that are overdue, forecast, what gas safeties we've got up and coming, properties with and without gas, that how often we complete. So, again, what do our trends look like for gas safety is, and we can drill into, again, every single compliance that exists here. That's electrical certificates, EPCs, critical dates for inspections and inventories, and and with insurance renewals right down to then ad hoc tasks like landlord birthdays or alarm tests, HMO licenses. And we can ignore the diary reminder. So a very quick showcase a very quick showcase, I should say, that how to start to support your business, how it can drive efficiencies, and ultimately be the last CRM you're gonna ever need to support you as you grow across all your divisions of sales, lettings, property management, and the client accounting. Now we have a number of questions that have that have come into the into the chat here, so we're gonna start to ask for those questions. So one of those was, would I be able to receive estimated house prices through this solution? I think the answer there will refer back to when we started to book that valuation. You could see it was giving you sold history. It was giving you all the data and analytics of that property such as bedrooms, bathrooms, if it's on the market, or it has an EPC, and the full trends of when it was last sold and what what prices. So answer is we are pulling data from a number of sources to support you. We're taking that property on, valuing that property, and winning that instruction. Alright. My next question is, does the system link up with other providers like Good Lord? Again, we did showcase that Good Lord is one of our integration partners. And as you saw during the presentation, we have integration partners that span the full life cycle of instructing a property, winning those instructions, property management, and client accounting. So whether that's things like TAFTA, omnichannel communication, Goodlord for managing your tenancy progressions, Fipsflow for managing your maintenance, or Snappily for managing, again, your buyer and your vendor onboarding. Integrations are a key foundation of our Alto platform. Now I'd like to thank everyone for joining today's alto coffee break demo and for taking the time to let me show you around the platform. And, of course, we've only scratched the surface in this thirty minutes. So for a tailored session that focuses on your specific challenges, your specific workflows, I'd encourage you to hit book a demo, and our team will reach out to you. But just to recap the impact that Alto delivers, it saves forty hours per month per user on daily admin. It can save up to 6 figures a year in hiring costs, and it will support you in winning more instructions. In fact, we've seen our agents have a 23% increase in the leveling instructions, thanks to our prospecting and our contact review features. And don't forget to check out our resources in the top right hand corner where we've shared customer success stories, how you can scale with Alto, as well as our CRM health check. So thanks again. Enjoy the rest of your coffee, and we hope to speak to you soon.