Filter contacts by activity

Summary

Learn how to filter Contacts by Activity, understand how Activities and Consultants drive search results, and apply best‑practice steps to find the right people fast.

This article covers:

• About activities and contact filtering
  • Activity types
• Filter contacts by activity

About activities and contact filtering

Activities connect Contacts, Consultants, and Properties. They power rich contact and property histories and directly influence which Contacts appear in searches—especially when filtering by Activity Type or by Consultant.

Activity types:

• Owner Activities - Owner activities denote that a Contact owns a Property. They connect a Contact with a Property and may be added while creating a contact or later via the Pencil icon next to PROPERTIES OWNED

Owner Activities can also be created when:

• You Add a Property to the Appraisal screen
• You Add a Contact with an address and have the Owner box ticked
• Past Owner Activities - Past Owner activities indicate that a Contact no longer owns a Property. They connect a Contact with a Property and are created when a Contact has sold a Property, or the Property was marked 'Sold by Other' 
• Vendor Activities - Vendor activities show that a Contact owns a Property that is a current Listing. They connect a Contact with a Listing. Vendor Activities are added by converting an Appraisal to a Listing or by creating a Listing from scratch. A Vendor Activity has an associated Consultant that is allocated when the Listing is created
• Vendor Sold Activities - Vendor Sold activities record that a Contact has a Property that they own and is a Listing that has been sold. The sale has not yet been Settled in the system
• Vendor Settled Activities - Vendor Settled activities indicate that a Contact had a Property which has been Sold and Settled. There will also be a Past Owner activity
• Vendor Cancelled Activities - Vendor Cancelled activities record that a Contact had a Property which was for Sale, but has been Withdrawn from the market
• Sold By Other Activities - Sold by Other activities show that a Contact had a Property which has been sold by another agency. This is a way to record the sale details and transfer of ownership although the Listing was never in your system
• Appraisal Activities - Appraisal Activities denote that a Contact has a property that has been appraised by a Consultant. They connect a Contact with an Appraisal. An Appraisal Activity has an associated Consultant that is allocated when the Appraisal is created and this differs from the three Appraisal Consultants allocated within the Appraisal screen
• Appraisal Listed Activities - Listed activities are created when an Appraisal is converted to a Listing
• Appraisal Cancelled Activities - Cancelled activities denote that a Contact has a Property that has been appraised by a Consultant but it is no longer an active opportunity
• Purchaser Activities - Purchaser activities record that a Contact has Purchased a Property. The Property has not yet been Settled in the system. Purchaser Activities connect a Contact with a Listing that has been sold
• Purchased Activities - Purchased activities show that a Contact has Purchased a Property. The Property has been Settled in the system. Purchased Activities connect a Contact with a Listing they now own
• Purchaser Cancelled Activities - Purchaser Cancelled activities show that a Contact had Purchased a Property but the Sale has fallen over

Filter contacts by activity

Use this when you want to find Contacts by their role or status (e.g., current Vendors, recent Purchasers, or Appraised owners).

To filter contacts by activity:

• Go to: Contacts
• Select Reset if you see filters already applied

• Click Activity Type 
• Select your preferred Activity/Activities (e.g., Vendor, Purchaser, Appraisal – Listed)

The screen will reload to display the matching Contacts.

Alternatively, if you want to save the Activity filter for future use:

• Click + Add Filter Item

• Under Select Filter, select Activity Type
• Under Select Condition, select is any of
• Select your preferred Activity/Activities (e.g., Vendor, Purchaser, Appraisal – Listed)

• Click Apply to view matching Contacts
• Click Save

• Enter a Filter Name
• Select who can view the filter
• (Optional) Tick Add to my favourite filters

• Click Save