Unlock the Power of CRM Sales Funnel Management for Real Estate

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hey everybody how's it going Alex here and today we have something very very special I decided that it's time to do a quick introduction to air table we've done a bunch of videos in the past that are quite Advanced and I think it's time to share a little bit of uh the philosophy and the knowledge behind the design or rather the best practices that I tend to follow When developing my airtable projects so join me let's get started all right so here we are let's get started let's go ahead and sign in first and foremost so now that we've signed in let's go ahead and create a new base down here let's just press add a base now my eyes are sort of sensitive to color because I spend quite a lot of time in front of computer all day long so the first thing that I tend to usually do is to make the color black at least in the panel up here you can choose whatever color you like from this a little drop down over here now without don't want to get too much into the detail of what every single field does or what we're seeing I want us to get to start to build stuff and we will find out as we go about the various elements and the various Fields I don't want this video to be an encyclopedia but rather something like a more of a cook along where we can learn by doing so okay this is the first thing we see as you understand the next thing to do is probably give this thing a name I'm just going to call this real estate DB version one and I have my tables up here right now we only have one yep I think I'm just gonna call this first table properties now I'm going to assume that I'm a real estate agent yeah I mean we've worked with a bunch of them in the past but essentially I'm going to put myself through the paces of creating a professional Real Estate Management database as if I was a real estate agent with my skill level of airtable and I'm gonna take you with me through this journey so the next thing to do let's just add a couple of properties house one um house two house three now the first tip that I would give at this point is to try and start with as little a demo dummy information as possible whenever you're creating something like this from scratch it's good to have a very clear head and also to force yourself to think critically now this is my list of properties right I have my three houses I need to ask myself the correct the question what are some of the fields that would typically come as part of the biographical information of a property first thing that comes to mind is the address and the next thing to kind of point out is that if you want to create a new field the best thing to do is just press plus over here where you can add a new field or you can right click on an existing field and just say duplicate in my case I'm just going to create a new Field address and I'm just gonna call this a long text because I want my address to be in one field probably we need to break this down a little bit later but for now address I want to keep things extremely simple House address yeah it could be as easy as that and then we can add a few more biographical Fields like value more let's call this market value and for this field type I'm going to choose currency we're going to assume that we're in the United States so the currency symbol is the dollar House address market value and size or let's call this lot size and this can be basic number right so number and we can go by integers one thing I want you to notice is that whenever I'm editing a field there's always the options to have formatting for any kind of field pretty much maybe with one or two exceptions but usually you have formatting abilities for any kind of field from here I can just press create field and that is as easy as it gets my next thing could be contacts right so as a real estate agent I have contacts buyers sellers who participate in deals contacts at this point I want you to understand that probably the one of the key principles in having a successful air table structure and architecture is to differentiate between your what I like to call dry lists of things my list of houses my lists of contacts that typically they're just like a single entity essentially and differentiate between what I like to call junk well I mean it's not like I like to call it it's a technical term that you may have been that you may have heard being thrown around called Junction tables a junction table is essentially when you take too dry lists of things properties and contacts and you link them together via linked Fields we're gonna see this in action shortly and that creates a junction table in other words it creates a marriage now this marriage can be comprised of at least two linked Fields one field one value in each field typically and more you can create a junction table with three linked Fields so essentially those marriages create a unique entity which is really a blend of other unique entities so yeah contacts let's talk about contacts uh what do we have for contacts we again I'm going to force myself to think clearly I'm gonna delete all my fields and just leave my leftmost field and yeah I'm just gonna create my list of contacts let's go with John Doe Mary though Mike though cool okay contacts what else do we know about humans typically we know their email we know their phone we know we know their date of birth and here I'm going to choose the field type of date and you can of course play around with include the inclusion of time the inclusion of this of a time zone and of course the date format that you prefer for now I'm just going to use the US version date of birth simple as that right let's just fill those in I'm just gonna add some very Quick Info here Okay so we've had a little bit of information to our database so now let's discuss our first Junction table the deal in real estate when there is a deal there's always a buyer seller and of course a property right let's go ahead and create a new table let's call it deals and again I'm going to force myself to think clearly think one field at a time I'm going to first use and first I'm going to create a new field calling it property and now I'm going to link to another record click on this and then click on properties now as I was saying before because this is a junction table we typically want one of each of our dry list items to be used so I'm going to disable the allow linking to multiple records because this is going to be prevent me from making mistakes create field next I'm going to create yet another linked record field I'm gonna call this seller and this is going to link to contacts allow linking to multiple records no there's only one seller create a field at this point now that we've created two linked Fields I want to draw your attention to something so I want to draw your attention to how airtable at this point cast created backward links on its own automatically we created a linked record which if you want to think about a linked records are almost like little tunnels that create a tunnel from one place from one table to the other so in this case we created Property so if I go to my properties table you can now instantly see that there is a new field that appeared out of nowhere called deals and that is because we created it created a link from properties sorry from deals to properties and when you are looking at a property you can instantly see what deals it's been a part of the same thing has has happened with contacts you see how we created the seller field here that links into contacts well guess what now there is a deals field in contact at this point I have to warn you knowing this I usually once I create the one end of a linked record I always go into the other end without wasting any time and especially in this case I have to say that this is seller in deals and then like a colon and just add a colon there because essentially this person is always going this field will always reflect that John Doe was a seller in such deals and now that I will create the buyer buyer link to another record contacts disable linking to multiple records there we go now you'll see how it there's another field called deals so if I wouldn't have changed this I would have had deals and Deals which is weird and it's important to know this little detail that as soon as you create a linked record in one place it will link back to the other a lot of people do this mistake of creating a lot of links but then they seem surprised of finding these other fields created in other places and they are named weirdly because it would be named like a deal and deal two yeah it's important to know this detail always go ahead and and check that other end where you've created that field make sure that it's named well and that you understand what this is so here I'm gonna rename this to buyer in deals excellent at this point we're now going to start to elaborate more on the construction of deals and we're going to take a look at how to create formulas and things like that let's take a look at that great so now that we're back let's elaborate more on the deal this is where I'm going to introduce a few more slightly Advanced topics in regards to airtable so the first thing that I want to do is I want to bring the property market value into the deal and I'm going to clean up my database a little bit further I'm just going to delete these blank records and I'm going to jump into my properties list and I'm just gonna add a address here so one two three Market roads CA and just no market value let's just say that the market value of this house is 500 000 lot size doesn't really matter at this point what I want to showcase is a little bit of typical math that we usually do just some calculations and and how they we go about doing them so the first thing I want to introduce you to the concept of lookup Fields so let's create a field and in this case I think because we're dealing with lookups it's probably a little bit easier to do this a slightly different way than we've done so far and this is to right click on the lookup field as on the field that you want to look up fields from remember when we were when we said that linked Fields act like tunnels well here is one of the reasons reasons why they are so good because you developed this tunnel now you can bring stuff from the other side into this table so I can bring fields from properties into deals and I can do that by right clicking on property add lookup fields and I want to bring the market value in here so let's link up a property and I'm going to choose house one and you see how it has brought up the market value of that house and I'm just gonna move it slightly to the side also I'm gonna expand it and I'm just gonna remove that from property we know that this is from property excellent now because we're dealing with real estate the cents don't really matter so I'm going to go into my formatting over here and I'm going to change my Precision to just go to to the dollar basic basically and save that so five hundred thousand one thing that I want to show you is the market value so one other thing that I want to show you is that because this is a lookup it will change right so it will change if I change the market value here for that property to 550 000 it will change here now you don't want necessarily because you might be doing deals multiple deals on the same property you may not want to have on every single one of your deals all the historical data to change right so let's say the market value changes to 565 000 you don't want that to change everywhere do you no so there has to be a way where we can snapshot that market value as part of that deal and this is very easy to do so I'm just going to clear all these extra records this is where we are introduced to our first little automation so let's go ahead and prep for that Automation and to prep I'm gonna create a new field called market value at time of deal and this is just going to be a currency field again my Precision should be just to the door create field I'm going to now jump into my automations over here right here in this tab and I'm going to set a trigger right now we're working on automation one and I always suggest that you edit the name of this so I can call this something like pre-fill current market value into deal something like that there it is as a trigger and again just because we're dealing with automations there has to be some kind of trigger there has to be an event that happens that begins the process of this automation AKA trigger so add a trigger and I want this to be when the record matches conditions although there are many others that you can choose from but the one that I personally use most often I think maybe 90 of the time is when the record matches conditions use that and then the next thing that we need to do is choose the table so in my deals and then the conditions are as follows I want to say that when market value which is a lookup field right is non-empty and market value at time of deal is empty and to proceed to The Next Step the action because we want that value from here to be pasted there we need to First choose a record and choose that record and then we can set up our next action so add Advanced logic or action I want to use update record of course there's loads of other actions that you can take but for now update record and here I'm going to choose again deals now I have to supply the ID of the record that I want to update so I'm gonna press this blue button here and choose the first field which is called airtable record ID it's always going to be first shouldn't miss it once I've done that now I can choose a field that I want to update choose a field market value at the time of deal and you may notice that the blue button doesn't exist anymore don't worry just press on this little Cog and choose Dynamic now the blue button is back again we can just choose market value and you see there's a little arrow hit that and just choose the value now we can generate a quick preview of this and you can see that the market value at the time of deal would have been updated you know this because it's slightly highlighted in green with 565 000. close that window for now let's just turn this thing on data in order to see this in action I have to trigger right now when you turn on an automation it will never run retrospectively will not process as soon as you turn it on it will not process any records from the past it will only process records that are being triggered from that moment onwards so let's delete the link to the property so our market value gets removed let's link the property again and excellent you can see instantly that market value has been copy pasted this market value I can actually change and essentially it's a way to save and store the market value at the time of the deal let's take a look at how to calculate commission from the potential sale price or property so now let's go ahead and create a sale price field currency edit my precision and create field now the sale price ideally should be by default slightly higher or lower than the market value but for the moment I think it's an interesting notion to just copy paste the market value both in the market value of time of deal and into the sale price so let's go add list to our automation update record and I'm just gonna add the sale price to my list of fields that gets updated I'm gonna press here dynamic as we did before sale price and I'm going to choose market value and the market value just like I did before don't forget to update this automation press update let's go back and let's trigger this again see what happens property house ah now you see it did not trigger because I still had my market value at the time of deal pre-filled so let's clear this and now you see how we've cleared it and because the system saw that we had this filled in and this wasn't filled in that it acted as a trigger so that's how it triggers inevitably work or tend to work it's not just by creating a record and linking a house which will also now trigger that automation it's also sometimes by erasing Fields field values and existing records that trigger animations so now we have looked at lookup Fields link Fields now I think it's time to take a look a little bit into how calculations and formulas work so let's begin so now let's take a look at how to calculate commissions I'm going to create a commission field this is going to be a percent field and I'm going to add a default which is going to be 2.5 percent so that every single time there is a new record airtable will automatically print two and a half percent and the Precision will be like so create field so if I create a new record now you can instantly see how 2.50 is being pre-filled delete that record let's say 2.50 the next thing to do is to create a formula that calculates what is the two and a half percent of the sales price let's call this Commission value and we need to find the formula type field formula choose that and then multiply sale price and to find the right field you can start just by typing the name airtable should suggest the fields that are available down here if you want to choose one of those fields simply click on that suggestion you could also manually type this open up a pair of curly brackets and start typing the exact name of that field so sale space price and you will see that you've done a good job as soon as the field turns from black to purple like so times the commission so I can start typing com and I can choose that field create field the commission value for this sales price if the commission was two and a half percent would be 14 125 dollars let's format this because this doesn't look quite nice so let's jump in double click formatting format currency and again just up to the dollar and Save excellent Let's test it let's say the commission was three percent and you can see instantly how the commission value gets calculated let's move on let's take a look at a few final bits of Automation and that is the task list for a deal which is a very typical requirement for a lot of real estate agents and across the board when you're working with airtable it's good to know how to deal with tasks that get generated or should get generated for and by various entities so now let's go ahead and build this automation that automatically adds deal tasks based on the deal status to start let's go back to our animations I'm just going to put myself down here press create Automation and now our trigger is again going to be when the record matches conditions and the conditions are of course when the deal status is pre-sale choose a record perfect then that point we need to First find some records we need to find the blueprint tasks for that particular status so let's go ahead and choose that next we need to choose our table where is it in task blueprints of course and find records based on a condition and the condition is that the status is pre-sale again reminding you this is the task blueprint right this is where we set up the blueprints for our statuses this is then that choice next hit Advanced logic or action and then repeating group repeat for each in no list selected so let's select input list and this is find records just click here and then use as list excellent now for each one of those records we need to create our deal tasks add action create a record this time we're creating it in Deal tasks and the fields that we're gonna map are super simple the deals press the blue button and here we need to map the deal we need to choose a different Source rather than from this current item because right now airtable considers you being in the list so you need to choose this when a record matches conditions which is this first step so from this first step we need to click here and get the airtable record ID of our deal right then next thing choose field task and the task should be from the current item so from here and then choose the name finally you could even map the task status if you wish to so here just select new because every single time you add this task when this thing runs technically those tasks are at that point new and need to be actioned so at this point let's generate a preview we're on tests and you can see how the records are created so now let's name this generate tasks based on deal status and this is preset and turn this on let's go back to our data and let's check this out so now that we're back here in our deals let's run this I'm gonna choose pre-sale and we have two unnamed tasks this is very normal we need to address the leftmost field so in this case what I want to do is again just like we did with deals just like we did here I want to formulate the creation of the name of that task so again name formula now you see how I'm moving from formula to this field over here I'm pressing tab on my keyboard and that tabs through until this field gets highlighted so that's a Nifty Nifty little trick so formula tab tab tab tab there we go con I can now press enter and concatenate gets pre-filled so now I want to say task then comma then I'm going to open up my quotes again and I'm going to press space and then add a pipe symbol and then another space I'm gonna add another comma to signify that I want to add another field I'm going to add the task status enter and I'm gonna close concatenate function there press save confirm change and now this instantly gives me tasks how cool is that so let's see this in action one more time I'm just going to delete this records and deal we're gonna clear my deal status and choose pre-sale and that should add all the tasks so that's it for this very very short video hope you've gained something from this there's going to be a continuation of this particular video so make sure you check out part two leave your comments and concerns down below and I'll try and address as much as I can in the comments down below and yeah I'll see you in part two thanks [Music]