Welcome
Sign in to your JeffreyRoss account
v2026-07-16n
Users
Who can sign in, which branch they belong to and what
they are allowed to see.
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| User | Branch | Status |
|---|
Tip: click a user row to select, then Load. (Also opens user page.)
User KPI Totals
None selected
Open user page: #/user/AT (replace AT).
Branches
The offices, their targets and which of them a report
counts.
0
| Branch | Status |
|---|
Tip: click a branch row to select, then Load. (Also opens branch page.)
Branch KPI Totals
None selected
Department breakdown now lives on the Branch page (open a branch to view Sales / Lettings / Maintenance stacks).
Open branch page: #/branch/Penylan (replace branch id).
Sales
—Sales headline KPIs
Sales by branch
Click a branch to open the full branch page.
Sales users
Lettings
—Lettings headline KPIs
Lettings users
Lettings by branch
Sales Progression
—Sales Progression headline KPIs
Sales Progression users
Sales Progression by branch
Lettings Progression
—Lettings Progression headline KPIs
Lettings Progression users
Lettings Progression by branch
Applicants
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Type a name, an email or a phone number, or pick a branch, and the matches appear below. Nothing is listed until you ask for it — there are over six thousand people on file and fetching all of them is the wait.
| Name | Contact | Branch | What they are looking for | Enquiries | Marketing | Alerts sent / clicked / shared | Last enquiry |
|---|
Matching and alerts
Everything that goes out to applicants, and what came back.
Who has not heard from us
People with matches waiting, who have not been
sent anything lately.
Press Look. It reads every applicant record, so it takes a moment and is not done on arrival.
Two records, one person
People who appear twice, found on the
telephone number they share.
Press Look. It reads every applicant record, so it takes a moment and is not done on arrival.
Send an alerts campaign
Preview first. Nothing is sent until you press send.
Who would get it
What the first one would receive
Properties we have sent out
How many alert recipients each listing has reached, and what they did.
| Property | Alto id | Sent to | Clicked | Shared | Avg look | Last sent |
|---|
“Sent to” counts sends, so a property emailed to the same person in two campaigns counts twice. “Clicked” is how many different people opened it. “Shared” counts people who pressed “Send it on” — a plain forward leaves no trace, so the real figure is higher. “Avg look” is how long the page was open and visible, averaged over the visits that reported a time; a browser closed from the app switcher reports nothing, so it is a guide and not a measurement.
Reply to every enquiry
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An automatic reply to anyone who enquires on a property, confirming we have it and asking whether they would also like matching properties. It is the one place that question is lawful — an email sent purely to ask for consent is itself marketing, which is what the ICO has fined agencies for; this answers the enquiry they just made.
Property enquiries only — never a valuation, a landlord referral or a vendor. One per person a fortnight however many they send. The alerts question is left out for anyone who has already opted in, already unsubscribed, or asked to be deleted.
Data requests
Erasure requests and the statutory clock.
| Who | Came in | How | Due | Still to do |
|---|
Progression
Reading…
The application
The sale
Properties
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Type an address, a postcode or an Alto id, or pick a branch, and the matches appear below.
| Address | Type | Price | Branch | Owner | Media | Status |
|---|
Diary
Viewings, appraisals and appointments, across
whichever diaries you have open.
My day
What you have on, and what is waiting
on you.
Tenancies
The managed book — rent, statements and
what we charge, one tenancy at a time.
Pick a tenancy from the list, or search for one.
Lettings status
New business against re-let, renewals,
tenant swaps, voids and let properties that sold.
People
Who looks after what, and how to
hand it over when somebody changes job or leaves.
Accounts board
Client money: what is waiting to go out,
what is owed in, and what nobody is billing for.
Maintenance board
A tenant waiting with no reply, a certificate
that has lapsed, keys that have not come back.
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Sales board
The pipeline, the fee riding on it, and what
has completed.
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Lettings board
Your own book: what is owed, what is due, and
what is on a contractor’s desk.
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Management
What is overdue, where the works orders stand,
and which deposits are not where they should be.
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Maintenance
Your own open works orders. A tenant waiting
with no reply comes first, then the longest wait.
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Keys
Every set we hold, who has them, and which tags are free.
A code cannot be used twice in the same office.
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Applications & compliance
Applications in progress, and whether the property they are
for can lawfully be let. Start an application from a property or a lead in Leadbox.
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Total Leads
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P1 Priority
0
New / Unread
0
Due today
0
Avg response
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Lead Explorer
0
Branch lead totals
0
Click a branch row to filter the lead queue above.
| Branch | Leads | Claimed | Unclaimed | Overdue | Avg response | Latest lead |
|---|---|---|---|---|---|---|
| Load leads to begin. | ||||||
User activity totals
0Shows who has claimed or added activity. “No user activity” highlights untouched leads.
| User / owner | Owned/touched | Overdue | Avg response | Latest action |
|---|---|---|---|---|
| Load leads to begin. | ||||
| Priority | Lead | Opportunity | Source | Branch | Status / age | Owner / activity | Property |
|---|---|---|---|---|---|---|---|
| Load leads to begin. | |||||||
Showing your branch only.
P1 = valuation/vendor/landlord opportunity
P2 = strong enquiry
P3 = active applicant
Age colours: green under 15 mins, amber under 1 hour, red over 1 hour
Add a property to Leadbox
New website listings pull in automatically. You can also add one manually below. Properties appear as cards in your leads list — set viewing slots on the card there.
2 Set viewing date & time
Choose the property, date, start time and end time. The system creates one bookable 15-minute appointment for each time.
The saved appointments will appear below as separate 15-minute viewing times. Qualified applicants will choose one appointment time.
Properties0
| Property | Branch | Rent | Status | Ref |
|---|---|---|---|---|
| No properties loaded. | ||||
Viewing slots0
| Property | Date / time | Booked | Available | Booked by / status | Status |
|---|---|---|---|---|---|
| No slots loaded. | |||||
Social diary
View planned posts and submit content
requests.
Month
Plan / update a post
New postMon
Tue
Wed
Thu
Fri
Sat
Sun
Send a content request
This saves the request in the portal and opens an email to Carly, the photographer and Elliott.
Latest requests
| Needed by | Request | Requested by | Status |
|---|
FS leads
Financial services referrals, where each came from and
what happened to it.
Financial referrals only
Add self-generated / manual FS lead
Use this to track leads generated outside of LeadPro — walk-ins, personal contacts, events etc.
Total financial leads
0
Unclaimed
0
Active FS
0
Eligible for payment
0
My claimed leads
0
My referrals
0
FS Leads
0| Applicant | Branch | Referred by | Date | Status | Eligible | Advisor | Action |
|---|
Lead details
None selected
Select a lead to view notes, claim it, or update the status.
The reassignment is date/time stamped and added to the notes history.
Notes
FS diary
Book, view and cancel Financial Services appointments.
Confirmations and 24-hour reminders are emailed to the client and the adviser
automatically.
Month
Client appointment
Holiday
Recurring (team meeting etc.)
Out of office
Book an appointment
Find an existing client — searches FS leads and Leadbox leads by name, email or phone and fills the details in for you. Or skip this and type them in by hand.
The client's email includes a cancel link, exactly like a Leadbox viewing.
Block out time
Mark an adviser as unavailable so the team can see at a glance who is free. Nothing here emails anyone — these are internal only.
Half days and exact times apply to every day in the range — so "mornings only, Mon to Wed" works.
Appointment
—
Mon
Tue
Wed
Thu
Fri
Sat
Sun
Red Book Pilot
Daily offers, sales agreed, instructions, exchanges and
completions — logged manually, with week-on-week and period totals.
CRM cross-check — Sales Agreed vs Alto pipeline
Compares the Red Book “Sales Agreed” for the selected period/branch against the CRM (Alto) sales pipeline, to surface deals staff logged in the book but haven’t entered in the CRM.
Weekly log
0Branch reports
One branch or all of them, over the range you pick.
Upload data
Upload one CSV, import it, then run rollups for a date
range. This calls the Cloud Functions directly (importCsv and
syncKpiEventsToDaily).
Purge KPI Events
Notes
- ”Xelion call stats” uses xelion_call_stats source and calls importCallStatsCsv.
- After import, run rollups for the same date range.
- Hidden KPIs (e.g. alto_valuations, alto_viewings_planned) are still allowed to import — just not displayed.
User
One person’s trading, over the range you pick.
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Last Working Day
Range totals
Sales Performance
Opportunity Hub — Lead Activity
Averages vs Branch (per working day)
—Branch
One branch’s trading, over the range you pick.
—
Last Working Day
Range totals
Sales team totals
Branch Sales Performance
Completed Sales & Fees by User
Lettings team totals
Averages vs Company (per working day)
—Conversion leaderboard
—Branch leaderboard
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Default is All KPIs (Total KPI) on FYTD. Total KPI excludes talk minutes + hidden KPIs.
Sales Pipeline
Sales pipeline, completions and progression forecasting
Ready
Company
Branch
Sales pipeline by branch
| Branch | Completions | Fees | Pipeline | Pipeline Fees | Predicted Completions | Predicted Fees | MTD Completions | MTD Fees |
|---|
Predicted completions use the latest Sales Pipeline report and count properties with an estimated completion date in the selected month.
Live Pipeline
Lettings Pipeline
Lettings agreed, move-ins and income by branch.
Ready
Lettings headline KPIs
Lettings pipeline by branch
| Branch | Lets Agreed | Move-ins | Income | Avg Income / Move-in |
|---|
Recent lettings income
Race to May
Competition scores split by department
using the same points scoring.
Ready
Extra points included: Valuations booked by = 10, Google Review = 20, Works Order Complete Invoice Received = 15.
Branch League
Ready
| # | Branch | Contributors | Raw Points | Fair Score | Sales Pts | Lets Pts | Mortgage Refs | Val Booked | Reviews | WO Complete |
|---|
Screen Summary
Branch ranking uses each user’s points split by their Admin branch allocation %. 100% stays with one branch; split users divide points by the saved %.
Department Individual Competitions
Individuals are split by their user department. The same points rules are used; each department table only shows the points relevant to that league.
Sales Individual League
Ready
| # | User | Total | Branch | Sales Pts | Instr. | Agreed | Comps | Val Booked | Mortgage | Reviews |
|---|
Lettings Individual League
Ready
| # | User | Total | Branch | Lettings Pts | Instr. | Agreed | Move-ins | Mortgage | Reviews |
|---|
Sales Progression Individual League
Ready
| # | User | Total | Branch | Sales Pts | Comps | Mortgage | Reviews |
|---|
Lettings Progression Individual League
Ready
| # | User | Total | Branch | Lettings Pts | Move-ins | Mortgage | Reviews |
|---|
Manual Google Review Entry
Add named Google reviews here. Each review is worth 20 competition points and is credited to the selected user and branch.
Competition Scoring Key
Clear breakdown of how points are awarded throughout the competition.
| Department | Metric | Points | Source |
|---|---|---|---|
| Sales | Instruction | 10 | Current Stock New |
| Sales | Sale Agreed | 20 | Net Sales |
| Sales | Completion | 30 | Sales Completed |
| Lettings | Instruction | 8 | Current Stock New |
| Lettings | Let Agreed | 15 | Let Agreed Report |
| Lettings | Move-in | 25 | Invoice Fee Analysis |
| Power Lever | Mortgage Referral | 10 | Financial Services KPI |
| Sales | Valuation booked by | 10 | Market Appraisals Booked by Branch |
| Reviews | Google Review | 20 | Manual entry on this page |
| Maintenance | Works order complete — invoice received | 15 | Works Orders status: Complete Invoicing Received |
⚡ Double-points windows multiply the values above automatically.
Admin
Your own profile, and the switches that only apply to
this browser.
User profile (Firestore)
Total: 0%
Optional. If left blank, the main BranchId counts as 100%. Add positive splits totalling 100% when someone covers multiple branches.
Total: 0%
Optional. For hybrid roles use e.g. sales=50 and lettings=50. If left blank, the Department field counts as 100%.
Branch allocation audit
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Cross-check who counts towards each branch for competition/staff weighting. Branch split rows are taken from each user’s saved allocation %. If a user has no split, their main BranchId counts as 100%.
| User | UserId | Department | RoleType | Branch % | Sales % | Lettings % | Contributor staff |
|---|
Login account (Firebase Auth)
These actions must call a secure Cloud Function (Admin SDK). Do NOT do passwords in the browser.
KPI Targets
Targets live in Firestore at kpiPortalProd2/targets/targets.
Doc ids follow: kpiKey or kpiKey__roletype (lowercase).
Current Targets
| KPI | Role | Target | Period |
|---|
Branch Sales Targets
Branch Lettings Targets
Branch Targets Overview
View and edit branch targets saved at kpiPortalProd2/branchTargets/targets.
Click a row to edit it. Use the blank row controls to add a new branch/year target.
| Branch | Year | Completed Sales Target | Completion Fees Target | Actions |
|---|
Competition Points System
These values save to kpiPortalProd2/config/competition/settings.
The Competition page will use these saved values first, then fall back to defaults if no saved config exists.
Points values
| Metric | Key | Points | Enabled |
|---|
Competition defaults
Specific double-point dates
Pick one-off dates that should count as double points. Selected days show below with a red dot and save with the points system.
Applicant Questionnaire
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Please complete the short form below so we can deal with your enquiry as quickly as possible.