Portal Autoresponder - Lettings

Overview

The Lettings Enquiries Autoresponder automatically sends a short questionnaire to applicants when they enquire about one of your rental properties. Their answers appear directly on the enquiry in Loop CRM, helping your team quickly identify serious applicants and prioritise follow-ups.

This works in exactly the same way as the existing Sales Autoresponder — if you already use that for your sales enquiries, the lettings version will feel familiar.

Key Benefits

• Save time — applicants answer your screening questions before you pick up the phone
• Spot serious applicants fast — qualified enquiries are highlighted with a flame icon in your enquiry list
• Fully customisable — choose from a set of standard questions or create your own
• Referral partner integration — optionally introduce applicants to a referral partner (e.g. a mortgage broker or referencing provider) on the thank-you page
• No disruption — the feature is switched off by default and only activates when you choose to enable it

Important

Enabling the lettings autoresponder does not affect your sales autoresponder settings. Both operate independently.

Getting Started

Enabling the Autoresponder

1. Navigate to Settings > Autoresponder in Loop CRM
2. Click on the Lettings tab (you will see both a Sales tab and a Lettings tab)
3. Toggle the switch to On
4. That’s it — any new lettings enquiries will now receive the autoresponder email

Note: Only enquiries received after you enable the feature will get the email. It does not send retrospectively to existing enquiries.

Configuring Your Questions

When you first open the Lettings tab, a set of default questions will appear. You can use these as they are, edit them, remove any you don’t need, or add your own.

Default Questions

The following standard questions are provided out of the box:

Managing Questions

• Add a standard question — click “Add System Question” to pick from the list of available standard questions
• Add a custom question — click “Add Custom Question” to write your own question with your own answer options
• Edit a question — click on an existing question to change its wording or options
• Remove a question — click the delete icon next to any question you don’t want
• Reorder questions — drag and drop questions into the order you’d like them to appear on the form

Questions are optional for the applicant — they can choose which ones to answer. All answers they do provide will appear on the enquiry in your CRM.

Referral Partner (Optional)

You can optionally configure a referral partner to appear on the thank-you page after an applicant submits their answers. This is useful for introducing applicants to a referencing provider, insurance partner, or mortgage broker.

To set this up, click the referral partner selector on the Lettings autoresponder settings page and choose from your available partners. You can also add an introduction message that appears above the partner’s details.

The Applicant Experience

Here’s what happens from the applicant’s perspective:

1. Enquiry received — the applicant enquires about a rental property through a portal (Rightmove, Zoopla, OnTheMarket) or your agency website
2. Email sent — they receive an automated email with a link to your branded questionnaire
3. Form displayed — the form shows the property details (image, rent, address, bedrooms) alongside your questions
4. Answers submitted — the applicant fills in whichever questions they choose and clicks Submit
5. Thank-you page — a confirmation page is shown, optionally with your referral partner’s details
6. Answers in CRM — the answers appear immediately on the enquiry in Loop CRM

The form is branded with your agency logo and colours. It is mobile-friendly, so applicants can complete it on any device.

What the Applicant Sees

The form includes:

• Property image, rent (with frequency, e.g. £950 Per Month), address, and bedrooms
• Pre-filled contact details (name and phone number) which they can update
• Your configured questions, displayed as radio buttons, dropdowns, text fields, or number inputs depending on the question type
• A live summary panel showing their answers as they fill in the form
• Phone number validation (8–13 digits)

Viewing Answers in the CRM

Enquiry Peek Panel

When you click on a renter enquiry to view its details, an Auto Responder Answers card will appear in the Details tab if the applicant has submitted answers. This shows each question and the answer they gave.

If the applicant has not yet responded, no card is shown.

Qualified Enquiry Indicator

Enquiries where the applicant has submitted their answers are marked as qualified. In the renter enquiries grid, qualified enquiries are shown with a flame icon next to the applicant’s name, making them easy to spot at a glance.

Filtering Qualified Enquiries

A new filter has been added to the renter enquiries grid with three options:

Supported Enquiry Sources

The autoresponder email is sent for lettings enquiries received from:

• Rightmove
• Zoopla
• OnTheMarket
• Your agency website (via the Loop public API)

How It Works with Direct Bookings

If you also use the lettings direct-booking feature, the autoresponder works alongside it. The table below shows what happens in each combination:

Frequently Asked Questions

Will this affect my sales autoresponder?

No. The sales and lettings autoresponders are completely separate. Changing your lettings settings will not alter your sales settings in any way.

What happens to existing enquiries when I turn this on?

Nothing. The autoresponder only applies to new enquiries received after the feature is enabled. It will not send emails to applicants who have already enquired.

Do applicants have to answer every question?

No. All questions are optional. Applicants can choose which questions to answer and leave the rest blank. Whatever they do answer will appear on the enquiry.

Can I use different questions for different properties?

Not at the moment. The same set of questions applies to all lettings enquiries across your agency. If you’d like property-specific questions, please let us know — we’re always looking at ways to improve.

What does the flame icon mean?

The flame icon appears next to an applicant’s name in the renter enquiries grid when they have submitted their autoresponder answers. It’s a quick visual indicator that the enquiry has been pre-qualified.

Can I turn off the autoresponder for just one property?

The autoresponder is an agency-wide setting — it applies to all lettings enquiries when enabled. It cannot be toggled per property at this time.

What if the applicant’s email address is wrong?

The autoresponder email is sent to the email address provided by the applicant when they made their enquiry. If the address is incorrect, the email will not be delivered, but the enquiry will still appear in your CRM as normal.

Is the form branded with our agency details?

Yes. The form displays your agency logo and colours. It also shows a link to your website at the top of the page.

Does this work on mobile?

Yes. The applicant form is fully responsive and works on phones, tablets, and desktop browsers.

Where do I find the autoresponder settings?

Settings > Autoresponder > Lettings in Loop CRM. You’ll see tabs for Sales and Lettings.

Need Help?

If you have any questions about setting up or using the lettings autoresponder, please contact your Loop account manager or reach out to our support team. We’re happy to help you get the most out of this feature.