Software for Commercial Agents | Agency Pilot Software for Commercial Agents | Agency Pilot

Commercial Agency

Agency Pilot was designed and developed specifically for the commercial property industry and is now the market leading commercial property software solution. Users benefit from increased efficiency, improved marketing, significant reduction in overall administration, and reduced costs.  Agency Pilot keeps track of all interactions with properties, applicants, clients or contacts.

Key features include:

Client Management

Agency Pilot allows you to keep track of all interactions or correspondence with your clients giving you the ability to manage them in a concise manner. Selecting a particular client in the software provides a gateway to information relating to that client such as:

  • Job Progression
  • Completed Actions
  • Interactions/Correspondence
  • Marketing Activity

Agency Pilot allows you to create concise marketing reports at the click of a button. A complete history of activity against a property such as viewings and offers are recorded within Agency Pilot.

Agency Pilot provides you with the data to allow you to cross-sell and up-sell more effectively, close deals, retain current clients and understand your client's needs.

Applicant Management

Full details of applicants and their requirements can be stored within Agency Pilot. A number of embedded search facilities make it quick and easy to find properties that meet their criteria.

Properties can be put forward against an applicant and the action logged for future reference. Reminders can be set and future correspondence can be recorded against the applicant. Below is an example of an Applicant Response Email, which lists available properties that match the applicants search criteria.

Jobs Management

A fully facilitated job management module allows you to keep track of all instructions such as sales, lettings, lease renewals, rent reviews, ratings, and valuations. All interactions, including labour (time spent), are recorded against each job, fees can be calculated and invoices produced. Detailed analysis of jobs allows you to track expenditure and to fee forecast by date, client or job type.

Microsoft Integration

Agency Pilot offers full Microsoft Outlook integration to synchronise emails, contacts and calendar information.

Emailing/E-shots - Agency Pilot allows the creation of standard marketing emails in your own corportate style to be created using the in-built HTML editor. Any emails sent via the system are tracked in terms of hyperlinks that have been selected. The statistical information collected can then be used in marketing reports. 

Email Download - Agency Pilot allows you to import emails you have received into Agency Pilot. The emails and their attachments can be stored against a property, job, applicant or contact. Retrieval of the email in Agency Pilot is quick and simple.

Contact Synchronisation - Contacts can be imported from many sources including Microsoft Outlook. Agency Pilot allows users to synchronise contacts by selecting a tick box on the contact page. Any changes to the contact are then updated in the relevant users' Microsoft Outlook contact list.

Calendar Synchronisation - Tasks such as viewings, rent reviews, break clauses etc. can be synchronised with Microsoft Outlook. Agency Pilot has a facility to book into individual and shared calendars.

Agency Pilot can also integrate with Microsoft Office products such as Word and Excel to produce management information reports in your own customisable format.

Word Reports - Through mail merge the in-built report writer allows you to create your own management reports in your own corporate style. Agency Pilot provides all the fields required to allow professional reports to be created at a touch of a button.

Excel Reports - Excel reports can be extracted to allow users to analyse information and produce statistical graphs to show pipeline activity etc.

Document Management

Agency Pilot helps clients to access, organise, control and distribute increasing volumes of information securely and efficiently across different systems and platforms, providing improved productivity as well as legislative compliance.

Agency Pilot allows the unlimited upload, storage and catalog of documents of all formats relating to companies, jobs, properties, applicants or contacts. The in-built facilities allow you to share documents in a secure environment. You can work anywhere, on any device with our cloud based software. 

Surveyors and administrative staff can save time looking for documents and emails relating to specific areas of the system using the document search facilities.

Uploading documents will save money by removing filing cabinets and also free up space for more productive use.


Reporting & Analysis

Agency Pilot provides labour saving analysis of all activity across the modules, through a collection of standard reports. The reports are generated by the use of "wizards", to permit user-defined content and format of each report.

Property reports include a wide range of registers and detailed analytical reports, which identify availability by type, size and area. It is also possible to create comparable evidence and rent analysis reports.

Applicant reports provide a complete analysis of applicant requirements over a period of time.

In addition to the embedded reporting tools, Agency Pilot can integrate with Microsoft Office products and a wide range of third party reporting tools such as Crystal Reports and Business Objects. This ensures that any report can be produced quickly and easily, to the most specific requirements.

Comparable Archive

Agency Pilot’s Land and Property database can hold a mixture of information including comparable information. This may be information supplied by other commercial agents, property data suppliers, or internal agency deals.

Comparable evidence can be input directly into the system or via the spreadsheet import facility.

Full details of the lease or sale, key dates and parties involved in the transaction may be recorded. Comparable evidence can be analysed and produced in a variety of user-defined formats.

Triggers or reminders can be recorded against any transactions and the system provides labour saving analysis of all lease renewal and rent review activity, through a collection of reports. The reports are generated by the use of "wizards", to permit user-defined content and format of each report.

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Agency Pilot is Designed, Created and Powered by Alcium Software - a Software Development and Web Design Studio based in Sheffield. The Directors of Alcium have been working together for over 15 years and have over sixty years combined experience, with a proven record of reliability, service and customer satisfaction.

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