Connect onOffice CRM with BOTTIMMO
Basic setup of the BOTTIMMO interface
The BOTTIMMO interface is activated via the onOffice Marketplace. Follow these steps to activate the interface successfully:
- 🛍️ 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 T&Cs and DPA
A pop-up window opens. Confirm the Terms and Conditions (T&Cs) as well as the Data Processing Agreement (DPA).
- ➡️ Continue to activation
Click “Continue to activation” to proceed.
- 👨🏻💻 Enable user permissions
Select the required user permission. The API key for the connection will then be generated.
- 🔑 Insert the API key
Copy the displayed API key and paste it into the relevant field.
- ☑️ Complete activation
Finally, click “Activate”.
- 📨 Check your emails
Once step 8 is completed, an email will be sent to the BOTTIMMO account owner.
The subject line is “Complete linking onOffice with BOTTIMMO” and it includes a button labelled “Complete linking”.
- 🏁 Complete linking
Click the “Complete linking” button. You will be redirected to BOTTIMMO, where you set the required synchronisation settings and finish the setup.
✅ With these steps, you have successfully set up the BOTTIMMO interface. 🎉
⚠️ Note:
If you are not redirected correctly, open the Connection Manager in BOTTIMMO and click Connect on the onOffice tile. Follow the instructions in the connection assistant.
Synchronisation of contact data with onOffice
Four different synchronisation modes are available for the connection between BOTTIMMO and onOffice. This allows you to decide how your contact data is transferred.
1. Manual export only
Each contact is exported individually from the contact detail page in BOTTIMMO to onOffice.
There is no automatic data exchange.
No contacts are imported from onOffice into BOTTIMMO.
This mode is suitable if you want to retain full control over each individual export.
2. Automatic export to CRM only
All newly generated contacts in BOTTIMMO are automatically transferred to onOffice.
No import from onOffice takes place.
This mode ensures that new leads are stored directly in your CRM (Customer Relationship Management system).
3. Automatic import from CRM only
Contacts are automatically imported from onOffice into BOTTIMMO.
Export from BOTTIMMO to onOffice takes place manually only.
This mode is suitable if onOffice is your central data source and BOTTIMMO is used as a complementary system.
4. Automatic import and export
In this mode, a fully automatic data exchange takes place in both directions.
All contacts remain synchronised between onOffice and BOTTIMMO.
Data authority always remains with the CRM.
This means: BOTTIMMO does not overwrite or delete any data in onOffice. Only missing information is added.
This mode offers the highest level of convenience and ensures permanently up-to-date contact data in both systems.
Which contacts are synchronised?
In onOffice, each contact can be assigned a so-called “contact type”. In the BOTTIMMO app settings, each customer selects which contact types should be synchronised and which should not.
ℹ️ Note: If you do not maintain contact types, you can simply select “all contacts” or “contacts without a contact type” in the app settings.
⚠️ Important: Only contacts with the onOffice GDPR status “Storage consent given” are synchronised.
A corresponding note appears in the settings of the BOTTIMMO app. Why? In BOTTIMMO, the focus is purely on contacting people. Without consent, working with this contact in BOTTIMMO is not legally permitted.
How do I find the contacts newly generated in BOTTIMMO in onOffice?
In the onOffice contact list, there is a column called “Contact source”. You can recognise the relevant contacts by the entry “BOTTIMMO”:
Can the synchronisation be stopped again?
Yes, the connection can be disconnected in the onOffice tile within the Connection Manager.
What happens if synchronisation is stopped?
From that moment on, no further data will be transferred between onOffice and BOTTIMMO.
ℹ️ Info: Synchronisation can be stopped and restarted at any time with a single click.
What data is synchronised exactly?
When you connect BOTTIMMO with onOffice, various data is automatically exchanged between the two systems. This means you do not need to maintain information twice and you can see all important activities directly within the contact in onOffice. Below you will find exactly which data is transferred.
1. Contact data from BOTTIMMO to onOffice
BOTTIMMO automatically creates a contact in onOffice or supplements existing information. The following data is transferred:
- First name
- Surname
- Email address
- Telephone number (only if the number is not yet stored in the contact)
- Street
- Postcode
- City
- Country (short form, e.g. DE)
- GDPR status (if the prospect has given consent)
- Contact source (if stored in your company settings and the lead is a conversion)
💡 All telephone numbers are checked beforehand. A number is only added if it does not yet exist in onOffice.
2. Activities and notes for each conversion
A “conversion” is an action a prospect performs. 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. name of the landing page or type of action)
- 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. Which data is transferred depending on the conversion
Depending on what the prospect did, different information is stored. Here is the overview in simple language:
- Property valuation
- Property type (e.g. house, flat)
- Address
- Price range (minimum, maximum, average)
- Whether the valuation was manual or automated
- Title: e.g. “Valuation completed”
- Description including address and price range
- Callback request
- Preferred time for the callback (e.g. morning, afternoon)
- Topic of the callback (e.g. pricing, inheritance)
- Title: “Requested a callback”
- Description including time and topic
- Download (checklist or guide)
- Type of download
- Whether postal delivery is requested
- Title corresponding to the download
- Description including delivery note
- Lifetime annuity check
- Property type
- Title and short description
- Partial sale check
- Property type
- Title and short description
- Property search request (Dream Home Finder)
- Property type and subcategory
- Search area and radius
- Minimum and maximum price
- Title: “Submitted a purchase request”
- Description including all search details
- Land valuation
- Land type
- Title: Land valuation request
- Description including land type
4. Property data in onOffice (for valuations)
If an owner carries out a valuation, BOTTIMMO can also create property data on request. The following is transferred:
- Status (always “Pending”)
- Property type (e.g. house, flat, plot)
- Subtype (e.g. detached house)
- Address
- Country
- Coordinates (if available)
5. Search profiles in onOffice (for Dream Home Finder)
For a property search request, BOTTIMMO automatically creates a search profile in onOffice. This includes:
- Desired property type
- Subcategory
- Search radius
- Address or area from the search request
- Minimum and maximum price
- Rooms, bathrooms, parking spaces (only if these fields are enabled in your onOffice account)
💡 BOTTIMMO only transfers the information that onOffice supports in the respective search profile fields.
6. General lead data
In addition, some basic information is always stored:
- Lead ID
- Company ID
- Lead email address
- Lead status
7. Additional synchronised information
BOTTIMMO also transfers:
- All conversions of a lead (including the name of the relevant landing page)
- All notes and activities belonging to a contact