Business Rules – Examples

Using Business Rules to Automate Tasks

Business Rules allow you to automatically perform actions when certain events happen in BDP. This can help reduce manual work, speed up responses to enquiries, and ensure consistent processes across your team.

For example, you might create a rule to:

  • Automatically email contacts when a Closing Date has been set on a property
  • Create property documents when a listing is activated
  • Send an iCal appointment when a viewing is booked
  • Run matching automatically when a new enquiry arrives from a property portal

Once created, Business Rules run automatically whenever the trigger conditions are met.

Business Rules work best when used to automate repetitive tasks, such as responding to enquiries, sending documents, or notifying applicants about new properties.

Common Business Rules Examples

+– 1. Automatically Respond to Rightmove Enquiries

When a new enquiry is received from Rightmove, you can automatically send a reply to the Applicant.

Trigger: Rightmove enquiry received

Action: Send email

Example use: Send an automatic reply thanking the Applicant for their enquiry and providing a copy of the home report and property brochure.

Benefits:

  • Applicants receive an immediate response
  • Helps capture leads outside office hours
  • Ensures consistent communication

Similar types of rules can be created for:

  • Zoopla: Zoopla Request
  • OnTheMarket: OnTheMarket Request
  • ESPC: ESPC HR Request
  • Own website: Website Viewing Request
+– 2. Automatically Send Viewing Appointment to Calendar

When a viewing is booked, automatically send a calendar invitation to an assigned Viewing Agent.

Trigger: Viewing appointment created (or similar event depending on configuration)

Action: Send iCal

Condition: A Boolean should be used to target Viewing Agents as the viewing contact.

Example use: Send an iCal appointment to the Viewing Agent so the viewing appears in their calendar.

Benefits:

  • Reduces missed appointments
  • Makes the process easier for applicants
+– 3. Send a Viewing Appointment Reminder Email and SMS to Applicant

You can create a Reminder rule to automatically send an email and SMS (if enabled for your firm) to Applicants who have viewing appointment booked.

Trigger: Viewing Confirmed

Condition: Add an advance of at least two to three hours before the appointment.

Action: Send email

Benefits:

  • Helps prevents wasted bookings
  • Ensures Applicants are fully aware and not forgotten about the booking

Similar types of rules can be created for:

  • Reminders to Seller and Viewing Agents
  • Follow-up emails to obtain feedback on the viewing
  • Can be used for Valuations too
+– 4. Create Valuation Documents Automatically

You can automatically generate documents when a valuation appointment is arranged.

Trigger Valuation Confirmed

Action: Create Document

Example use: When a valuation is booked, the system can automatically create documents such as:

  • Valuation confirmation letter
  • Pre-valuation information pack
  • Valuers Property Information Form

These documents can then be emailed to the client or prepared in advance for the appointment.

Benefits:

  • Saves time preparing documents manually
  • Ensures agents always send the correct information
  • Helps maintain a consistent process for valuations

Note: Listed below are useful links to help you build automated business rules

List of Trigger Events
Step by step guide to build Business Rules
Guide to build Business Rules focussed on ESPC Booking Calendar
Rule Boolean
How to use interchangeable blocks of text within email templates

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