Table of Contents
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CRM Hartanah is a complete property sales management system. It helps you manage potential buyers (leads), appointments, unit inventory, and bookings — all in one place.
Lead Management
Record and track every potential buyer from first contact to sale.
Appointments
Schedule site visits and meetings with automatic status tracking.
Unit Inventory
Manage projects and units with real-time availability status.
Sales Pipeline
Visual Kanban board to see all active leads at a glance.
System Sidebar Menu
These are the menus you will see on the left after login.
| Icon | EN (English Mode) | BM (Malay Mode) | Visible To |
|---|---|---|---|
| Dashboard | Dashboard | All | |
| Lead Management | Pengurusan Leads | All | |
| Appointments | Temujanji | All | |
| Customers | Pelanggan | All | |
| Unit Inventory | Inventori Unit | All | |
| Bookings | Tempahan | All | |
| Sales Pipeline | Pipeline Jualan | All | |
| Reports | Laporan | Admin, Manager, Super Admin | |
| Sales Agents | Wakil Jualan | Admin, Manager, Super Admin | |
| Settings | Tetapan | Super Admin only |
- Access to all modules including Settings
- Can manage all users including Admins
- Can view all reports and export data
- Full control over projects, units, leads, and bookings
- All functions except Settings
- Can add and manage Managers and Sales Agents
- View all reports & export data
- Can reassign leads to any agent
- View all leads, appointments, and bookings across the team
- Can manage Sales Agents
- Can view and export all Reports
- Cannot access Settings
- View your owned leads, plus appointments & bookings assigned to you or on your leads
- Manage your personal pipeline and customers
- Can create Bookings for your leads
- Can view project and unit inventory (read-only)
Access Comparison
| Menu | Super Admin | Admin | Manager | Sales Agent |
|---|---|---|---|---|
| Dashboard | Full | Full | Full | Personal |
| Lead Management | All | All | All | Own Only |
| Appointments | All | All | All | Owned / Assigned |
| Customers | All | All | All | Own Only |
| Sales Pipeline | All | All | All | Own Only |
| Unit Inventory | Full | Full | Full | View |
| Bookings | All | All | All | Owned / Assigned |
| Reports | Yes | Yes | Yes | No |
| Sales Agents | Yes | Yes | Yes | No |
| Settings | Yes | No | No | No |
How to Log In
Open the system URL
Enter the URL provided by your Admin in your web browser.
Enter Email & Password
Type your email address and password.
Click Log In
Press the button: Log In
Forgot Password?
Click the Forgot your password? link and follow the instructions sent to your email.
Update Profile
Click your name at top-right → select My Profile.
- Change display name
- Change email address
- Update phone number
- Upload profile photo
- Change password
Dashboard is the first page after login. It shows summary information based on your role.
Admin / Manager View
- Leads Today — Number of new leads today
- Appointments Today — Appointments scheduled today
- Bookings This Month — Bookings this month
- Available Units — Units still available
- Leads By Status — Lead status chart
- Sales Last 6 Months — 6-month sales chart
- Overdue lead alerts (no activity for 48 hours)
- Recent Leads — Most recent leads
Sales Agent
- Uncontacted Leads — Leads not yet contacted
- My Appointments Today — Your appointments today
- Monthly Target — Monthly sales target
- Active Pipeline — Your active pipeline
Click Lead Management in the sidebar. A Lead is any potential buyer who has shown interest in a property.
Lead Status
| Status (In System) | Filter Label | Meaning |
|---|---|---|
| New | Baru | Newly added, not yet contacted |
| Contacted | Dihubungi | You have reached out |
| Appointment Set | Temujanji | Appointment has been scheduled |
| Met | Berjumpa | Meeting / visit has taken place |
| Unit Offered | Ditawar | A unit has been proposed |
| Booked | Tempahan | Booking fee paid |
| Sold | Jualan | SPA signed — deal closed |
| Dropped | Gugur | Lead is no longer interested |
Lead Priority
| Priority (In System) | Filter Label | Action |
|---|---|---|
| High | Tinggi | Follow up immediately |
| Medium | Sederhana | Follow up within 2–3 days |
| Low | Rendah | Follow up within a week |
How to Add a New Lead
Click Lead Management in the sidebar
Click Lead Management in the left sidebar.
Click the add new lead button
Click Add Lead at the top right.
Fill in lead details
Form fields:
| Field | BM |
|---|---|
| Full Name | Full Name |
| Phone | Phone |
| IC Number | IC Number |
| Source | Source |
| Interested Project | Interested Project |
| Unit Type | Unit Type |
| Budget Min (RM) | Bajet Min (RM) |
| Budget Max (RM) | Bajet Maks (RM) |
| Priority | Priority |
| Assign To | Assign To |
| Initial Notes | Initial Notes |
Select Lead Source
| In System | Malay (Filter) |
|---|---|
| Website Form | Borang Laman Web |
| Walk-in | Walk-in |
| Phone Call | Panggilan Telefon |
| Referral | Rujukan |
| Other | Lain-lain |
Save
Click Save. The lead will be saved with status New.
Log Lead Activity
Open any lead → activity section. Activity types available:
Import Leads (CSV)
Lead Management → Import
Click the Import button on the Leads list page.
Download template
Format: name, phone, email, source, priority, notes
Fill data, upload & Import
Fill in the CSV file, upload it, and click Import.
Click Appointments in the sidebar. When an appointment is created for a lead, the lead status automatically changes to Appointment Set.
How to Schedule
Appointments → schedule new button
Click Schedule New Appointment at the top right.
Select Lead
Select from the list: -- Select Lead --
Select Sales Agent
The Sales Agent field follows your company's Assignment Rules: selectable (Flexible), locked to lead owner (Strict), or auto-set to the creator (Creator Credit).
Set Date, Time & Location
Fill in the Date & Time and Location fields.
Select Type
| In System | BM |
|---|---|
| Site Visit | Lawatan Tapak |
| Office | Pejabat |
| Online | Dalam Talian |
| Phone | Telefon |
Save
Click Save. The appointment will appear on the calendar.
Appointment Status
Action Buttons
| Button | Effect |
|---|---|
| Check-in | Record arrival time. |
| Check-out | Record departure time. |
| Complete | Mark complete → lead status changes to Met. |
| No Show | Lead did not attend. Appointment status = No Show. |
Click Customers. This section shows all leads with status Booked or Sold — your confirmed buyers.
| Filter Status | EN | BM | Meaning |
|---|---|---|---|
| Booked | Booked | Tempahan | Booking fee paid, unit reserved |
| Sold | Sale Completed | Jualan Selesai | SPA signed, unit sold |
Click Unit Inventory. This module contains Projects and Units in one place.
Property Projects
- Project name, developer, location
- Price range (RM)
- Project images & brochure
- Project status (Active / Upcoming / Completed)
| Status (In System) | BM |
|---|---|
| Active | Aktif |
| Upcoming | Akan Datang |
| Completed | Selesai |
Unit Types
- Unit type name (e.g. 3+1 Bedroom)
- Number of bedrooms & bathrooms
- Built-up area (sqft)
- Unit price (RM)
- Floor plan
Unit Status
How to Add a Project
Unit Inventory → Projects
Go to Unit Inventory → select the Projects tab, or from the main Unit Inventory page click Property Projects.
Click add new project
Fill in project name, developer, location, price range, and description.
Upload images (optional)
Cover image, project gallery, and PDF brochure.
Save
Click Save. The project is now visible to all users.
Add Unit Types
On the project page, click Add Unit Type to define available unit types.
Click Bookings. Booking numbers are auto-generated — e.g. BK-2024-0001.
How to Create Booking
Bookings → create new booking
Click Create New Booking.
Select Lead
Search and select the lead making this booking.
Select Unit
Select the unit being booked from the list of Available units.
Select Sales Agent (if applicable)
In Flexible mode, choose the agent who receives booking credit. Other modes follow Assignment Rules.
Fill in booking details
| Field | BM |
|---|---|
| Booking Fee (RM) | Yuran Tempahan (RM) |
| Selling Price (RM) | Harga Jualan (RM) |
| Booking Date | Tarikh Tempahan |
| Remarks | Catatan |
| Sales Agent | Wakil Jualan |
Save
Booking number is generated automatically. Lead and unit statuses are updated.
Booking Status
| Status (In System) | BM | Effect |
|---|---|---|
| Active | Aktif | Unit = Booked, Lead = Booked |
| SPA Signed | SPA Ditandatangani | Unit = Sold, Lead = Sold |
| Cancelled | Dibatalkan | Unit reverts to Available, lead reverts to previous status |
Click Sales Pipeline. The pipeline shows all active leads as cards sorted by their status.
Pipeline Columns
| Column | Meaning |
|---|---|
| NEW | Newly added leads, not yet contacted |
| CONTACTED | You have reached out to the lead |
| APPOINTMENT SET | An appointment has been scheduled |
| MET | Meeting / site visit has taken place |
| UNIT OFFERED | A unit has been proposed |
| BOOKED | Booking fee has been paid |
Main page: Reports & Analytics.
Leads Report
All leads filterable by status, source, agent, project, and date.
Appointments Report
Appointment completion rate, no-shows, and outcomes by agent or date.
Sales Report
Bookings and SPA signings with revenue breakdown by project or agent.
Agent Performance
Compare sales agent performance — lead count, activities, appointments, and sales.
Inventory Report
Unit availability status across all projects — available, reserved, sold.
How to Export
Reports → select report
Click the report type you want to export.
Apply filters (optional)
Use date range, agent, or project filters to narrow the data.
Click Export
Choose format: Export CSV (for Excel) or PDF.
How to Add a Sales Agent
Sales Agents → add new agent
Click Add Sales Agent.
Fill details
| Field | BM |
|---|---|
| Name | Nama |
| Emel | |
| Phone | Telefon |
| Role | Peranan |
| Password | Kata Laluan |
| Account Status | Status Akaun |
Save
The user can now log in with the assigned email and password.
Other Actions
| Action | Description |
|---|---|
| Activate | Re-activate a user account. |
| Deactivate | Block login without deleting account. |
| View Performance | View performance summary — leads, activities, bookings. |
| Delete | Delete account permanently. Lead/activity data remains. |
New Lead
Notification when a new lead is assigned to you — especially from the website form.
Overdue Lead
When a lead has no activity for 48+ hours. Follow up immediately!
New Booking
Admin and Manager are notified when a new booking is created.
- Red badge on bell icon = unread notifications
- Click the bell to see the 8 latest notifications in the dropdown
- Click View All for the full notifications page
- Click Mark All Read to clear all notifications
| Setting | Description |
|---|---|
| COMPANY INFORMATION | |
| Company Name | Your company/agency name shown on reports and slips. |
| Company Email | Main company contact email. |
| Company Phone | Main company phone number. |
| Company Address | Physical address for reports and booking slips. |
| OPERATION SETTINGS | |
| Monthly Target | Monthly booking target (shown on Sales Agent dashboard). |
| Overdue Threshold (Hours) | Hours before a lead is marked overdue (default: 48 hours). |
| Sales Agent Assignment Rule | Define who gets credit for appointments & bookings: Strict, Flexible (default), or Creator Credit. See the full guide. |
| API INTEGRATION | |
| Webhook Endpoint | URL used by your website to send leads automatically. |
| API Key | Secret key for the webhook API. Provide this to your website developer. |
The system uses two concepts: (1) Lead Owner — the sales agent responsible for the lead in the pipeline; (2) Action Agent — the sales agent assigned to a specific appointment or booking. Super Admin configures this in Settings → Operation Settings.
Lead Owner
The Sales Agent field on a lead. Affects pipeline, customers, and lead filters for Sales Agents.
Action Agent
The Sales Agent field on appointments/bookings. Affects calendar, dashboard, and performance credit.
Three Rule Modes
| Mode | Appointments & Bookings | Sales Agent Field | Best For |
|---|---|---|---|
| Strict | Always uses the lead owner | Locked (readonly) — auto follows lead owner | Small teams; one agent owns the lead end-to-end |
| Flexible Default | Lead owner stays; admin/manager can assign another agent | Dropdown selectable — defaults to lead owner | Property agencies; cover leave, handovers, site visits |
| Creator Credit | The agent who logs in and creates the record gets credit | Hidden — auto-set to logged-in user | Commission based on who closes the deal / performs the action |
How to Configure (Super Admin)
Open Settings
Click Settings in the sidebar.
Operation Settings
Scroll to the Operation Settings section.
Choose Rule
Select one: Strict, Flexible, or Creator Credit.
Save Settings
Click Save Settings. The rule applies immediately to new appointments & bookings.
What Sales Agents See
| Module | Sales Agent View |
|---|---|
| Leads / Pipeline / Customers | Only leads where you are the lead owner |
| Appointments | Appointments assigned to you OR on leads you own |
| Bookings | Bookings assigned to you OR on leads you own |
| Dashboard | Today's appointments & booking targets follow the logic above |
Delete: The account is permanently deleted. Related data remains in the system but cannot be recovered. Recommended: Use Deactivate if a Sales Agent leaves the team.
Log Activity Every Day
Log every interaction daily to prevent overdue alerts.
Use Sales Pipeline Every Morning
Check the Sales Pipeline board every morning.
Schedule Appointments Immediately
When a lead shows interest, schedule an Appointment immediately. Speed matters in property sales.
Set Lead Priority
Always set Priority when adding a lead. High priority = same-day follow-up.
Export Weekly Reports (Manager)
Export Agent Performance report weekly to track team KPIs.
Configure Assignment Rules (Super Admin)
Review Assignment Rules and choose the mode that fits your company's commission policy (default: Flexible).
Check Notifications Every Login
Check the bell icon every time you log in. Overdue Lead notifications require immediate action.
CRM Hartanah
User Manual v2.2 — Property Sales Management System
Complete property sales management guide © 2024 CRM Hartanah
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