Connect Propstack CRM with BOTTIMMO

Setup explained step by step

Our step-by-step guide will walk you through the process:

💡 Note: Propstack also provides information on setting up the connection in its own help centre (German only).

Things to know about synchronisation

Propstack → BOTTIMMO

After successfully connecting, no data will be transferred between the two systems. The first step is an initial contact sync from Propstack to BOTTIMMO. After this initial sync, new contacts will be synchronised from Propstack to BOTTIMMO on a regular basis.

How does the data get back to Propstack?

You can choose between automatic and manual backsync.

Automatic

All changes to contacts in the BOTTIMMO system and all new contacts generated via BOTTIMMO are automatically imported into Propstack.

Manual

No data is automatically transferred back to Propstack. Each contact can be synchronised individually (on the contact details page) to Propstack. 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?

⚠️ Please note: Only contacts with GDPR status and ‘may be contacted’ are synchronised.

Why? Your BOTTIMMO system is purely for contacting contacts. If you do not have permission, you cannot legally work with this contact in BOTTIMMO. If the two fields in Propstack are not maintained, you can also edit several contacts at the same time and add the status. Here is a help article from Propstack on this topic: Click here for the article (German only).

In Propstack, each contact can be assigned a status. In the BOTTIMMO CRM settings, each customer can select which contact statuses should be synchronised and which should not.

Can the synchronisation be stopped again?

Yes, at any time – just click the corresponding button in the 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 Propstack 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