Tractivity

The Organisations & Contacts module is a sophisticated address book with comprehensive contact management, categorisation and search functions. Full contact details are stored along with details about any activities conducted with an organisation or contact. Documents can be stored as attachments to a record, as can enquiries and questionnaire responses.

The Library module is an online document repository for any kind of digital file, e.g. letters, spreadsheets, graphics, presentations etc. Access to Library files is controlled so that some users can only view and download documents whilst others can add new files. The visibility of documents can be restricted so that files of a sensitive nature can only be seen by certain teams.

The Calendar module records past and highlights future activities for the attention of the logged-in user. The Calendar is the most cross-referenced module within Tractivity and displays activities recorded against Organisations, Contacts, Enquiries, Consultations and Events to give an integrated and holistic picture of activity across an entire organisation. The Calendar module can be integrated with Microsoft Outlook so that activities can be passed between the two applications to avoid duplicate data entry.

The Enquiries module provides a versatile management tool for the handling of enquiries from initial receipt through associated activities to completion. Enquiries can start life via a public website or be added directly to the Enquiries module if, for example, an enquiry is taken over the phone or as a result of a meeting. Enquiries can be categorised, prioritised and channelled through Tractivity to the appropriate handler.

Tractivity is integrated with Outlook so that activities, contact details and emails can effectively be synchronised between the two applications avoiding dual input into two systems. By installing a small application, an email from Outlook’s inbox can be inserted into Tractivity and recorded against an enquiry, an Activity to remind a consultant to respond to an enquiry can be inserted into Outlook’s calendar and a contact record stored within Tractivity can be passed to Outlook to be subsequently uploaded to a mobile or PDA.

The Event Management module within Tractivity is an invaluable tool for the management of event invitations and responses and provides a means to create an invitee list, from the details of contacts and respondents stored within Tractivity, to then distribute invitations by email (and provide assistance to producing postal invitations) and to record responses.

The reporting element of Tractivity enables users to generate ad-hoc reports from the data that is entered and managed via Tractivity. The interface is based upon standard Microsoft products such as Excel and Word and is universally agreed to be very easy software to learn and use. Creating a report is a simple 'drag and drop' process to create both tabular and graphical reports. Once run, a report can be exported into a number of different file formats and each report can also be configured to be sent automatically to a list of recipients at a user-defined frequency.

This application enables Tractivity users to create and send mailshots and e-newsletters to stakeholders, questionnaire respondents, enquirers as well as those that have expressed an interest in being kept up-to-date of developments and progress of the consultation process. Email distribution lists can be created based on subject of interest or location and each sending of a mailshot is recorded against a recipient’s Tractivity record so a full history of all communications sent to and received from a contact is available. Each email enables the recipient to unsubscribe.

The SmartInbox tool turns Tractivity into an “inbox” for emails sent to a generic email address rather than using shared mailboxes where vital communications can get lost and neglected. Tractivity is configured to scan a standard POP3 mailbox and display its email contents in on the Tractivity homepage. This means that all members of the consultation team have access to a single, central mailbox regardless of their location.

Tractivity Inward Investment includes a full Property Database facility, which allows clients to store detailed information about Sites and Premises within their locality. Tractivity is able to store very detailed information and rich content about every property. If the property is viewed via a public website the number or viewings and enquiries against the property is recorded. The property function within Tractivity interacts closely with the other modules.

We have over a decade of experience in developing successful online communications through the delivery of highly successful websites. Our experience in both the public and private sector has enabled us to develop custom built or template driven sites that can be easy implemented and managed by the client so you can keep your stakeholders and key target audiences up to date with your latest news, information and resources relating to your properties. Our content management system integrates directly with Tractivity to allow for the flow of information collected from your website to automatically enter into Tractivity.

The Distribution List module within Tractivity is an invaluable tool for the management and build of lists from the details of contacts, organisations or respondents stored within Tractivity to then contact or distribute by telephone, email or letter (and provide assistance to producing postal invitations) and to record responses.

The Document Builder allows you to easily create various types of documents and store them within the Tractivity® library, and/or against existing information such as a contact or an enquiry. A document is made up of pre-created snippets of information. The snippets can be created and stored at anytime from within the Document Builder module. They are then available to be pulled into a document at the point of creation. Documents can be initiated from within the Document Builder and saved within the library for use or distribution. Documents may also be initiated from outside the Document Builder and assigned to their source ready for distribution. For example a property enquiry document can be initiated from the enquiry page itself. This is then automatically populated with property data matching the enquiry, then assigned to enquiry and sent to the enquirer!