Connect onOffice CRM with BOTTIMMO
Basic setup of the BOTTIMMO interface
The BOTTIMMO interface is activated via the onOffice Marketplace. Follow these steps to successfully activate the interface:
- 🛍️ Open the onOffice Marketplace
Log in to your onOffice account and open the Marketplace.
- 🔎 Find BOTTIMMO
Enter ‘BOTTIMMO’ in the Marketplace search bar.
- ✔ Start activation
Click on the BOTTIMMO tile labelled ‘Interface’ and select ‘Activate
- ⚖️ Confirm terms and conditions and privacy policy
A pop-up window will open. Confirm the General Terms and Conditions (GTC) and the Data Processing Agreement (DPA).
- ➡️ Continue to activation
Click on ‘Continue to activation’ to proceed.
- 👨🏻💻 Activate user rights
Select the desired user rights. The API key for the connection will then be generated.
- 🔑 Insert API key
Copy the API key displayed and paste it into the corresponding field.
- ☑️ Complete activation
Finally, click on ‘Activate’.
- 📨 Check emails
Once step 8 is complete, an email will be sent to the BOTTIMMO account owner.
This email will have the subject line ‘Complete linking of onOffice with BOTTIMMO’ and contain a button labelled ‘Complete linking’.
- 🏁 Complete linking
Click on the ‘Complete link’ button. You will be redirected to BOTTIMMO, where you can configure the desired synchronisation settings and complete the setup.
✅ You have now successfully set up the BOTTIMMO interface. 🎉
Video: Step-by-step setup guide
Since two extensive systems are being connected, a few steps are unavoidable. Our video shows everything again in detail:
Synchronisation options
Synchronisation onOffice → BOTTIMMO
After successful connection, no data is transferred between the two systems for security reasons. The first step is an initial contact synchronisation from onOffice to BOTTIMMO.
After this initial synchronisation, new contacts are synchronised regularly and automatically from onOffice to BOTTIMMO.
How does the data get back to onOffice?
You can choose between automatic and manual synchronisation.
Automatic
All changes to contacts in BOTTIMMO and all new contacts generated via BOTTIMMO are automatically imported into onOffice.
Manual
No data is automatically transferred back to onOffice. Each contact can be synchronised individually (on the contact details page) to onOffice. This means more manual effort, but also allows for more data control. This is what the function looks like on the contact details page. It is located in the left-hand column:
Which contacts are synchronised?
In onOffice, each contact can be assigned to a so-called ‘contact type’. In the BOTTIMMO app settings, each customer can select which contact types should be synchronised and which should not.
ℹ️ Note: If you do not maintain the contact types, you can simply select ‘all contacts’ or ‘contacts without contact type’ in the app settings.
⚠️ Caution: Only contacts with onOffice GDPR status ‘Storage agreed’ will be synchronised.
A corresponding note appears in the settings of the BOTTIMMO app. Why? The BOTTIMMO system is purely about contacting contacts. If permission has not been granted, you cannot legally work with this contact in the BOTTIMMO system.
How do I find the contacts newly generated in BOTTIMMO in onOffice?
In the list of your contacts in onOffice, there is a column called ‘Contact origin’. There you can identify the relevant contacts by the entry ‘BOTTIMMO’:
Can I stop the synchronisation again?
Yes, at any time: Click on the corresponding button in the BOTTIMMO CRM settings at the bottom right, and you're done.
What happens when synchronisation is stopped?
From that moment on, no more data will be transferred between onOffice and BOTTIMMO. Synchronisation can be stopped and restarted at any time with a single click.
What data is synchronized?
When you connect BOTTIMMO with onOffice, various data are automatically exchanged between both systems. This way, you don’t need to maintain the same information twice and can see all key activities directly in the contact record in onOffice. Here’s an overview of what data is transferred.
1. Contact data from BOTTIMMO to onOffice
BOTTIMMO automatically creates a contact in onOffice or adds to existing data. The following data are transferred:
- First name
- Last name
- Email address
- Phone number (only if not already present in the contact)
- Street
- ZIP code
- City
- Country (short form, e.g. DE)
- GDPR status (if the lead has given consent)
- Contact origin (if stored in your company and the lead is a conversion)
💡 All phone numbers are checked beforehand. A number is only added if it doesn't already exist in onOffice.
2. Activities and notes for each conversion
A “conversion” is an action performed by a lead. Examples: starting a valuation, requesting a callback, or downloading a guide.
For each of these actions, BOTTIMMO automatically creates a note in onOffice. This includes:
- A title (e.g. landing page name or action type)
- A short description
- Date and time of the action
- The platform the lead comes from (e.g. your company name from BOTTIMMO)
- This note appears in onOffice as an "Agent logbook entry".
3. What data is transferred per conversion type
Depending on what the lead did, different data is saved. Here's the overview in simple terms:
- Property valuation
- Property type (e.g. house, apartment)
- Address
- Price range (minimum, maximum, average)
- Whether the valuation was manual or automated
- Title: e.g. "Valuation completed"
- Description with address and price range
- Callback request
- Preferred callback time (e.g. morning, afternoon)
- Callback topic (e.g. pricing, inheritance)
- Title: "Requested a callback"
- Description with time and topic
- Download (checklist or guide)
- Type of download
- Whether postal delivery is requested
- Title based on the download
- Description with delivery info
- Life annuity check
- Property type
- Title and short description
- Partial sale check
- Property type
- Title and short description
- Property search (Dream Home Finder)
- Property type and subcategory
- Search area and radius
- Minimum and maximum price
- Title: "Submitted a buying request"
- Description with all search details
- Land valuation
- Land type
- Title: Land valuation request
- Description with land type
4. Property data in onOffice (for valuations)
When an owner completes a valuation, BOTTIMMO can optionally create property records. The following are transferred:
- Status (always “Pending”)
- Property type (e.g. house, apartment, land)
- Subtype (e.g. single-family home)
- Address
- Country
- Coordinates (if available)
5. Search profiles in onOffice (from Dream Home Finder)
When a search request is made, BOTTIMMO automatically creates a search profile in onOffice. It includes:
- Desired property type
- Subtype
- Search radius
- Address or area from the request
- Minimum and maximum price
- Rooms, bathrooms, parking spaces (only if these fields are activated in your onOffice)
💡 BOTTIMMO only transfers information that is supported by onOffice in the respective search profile fields.
6. General lead data
Additionally, some basic information is always saved:
- Lead ID
- Company ID
- Lead’s email address
- Lead status
7. Other synchronized information
BOTTIMMO also transfers:
- All conversions of a lead (with the name of the landing page)
- All notes and activities linked to a contact