A Reapit virtual assistant is a remote team member who works inside your existing Reapit CRM to keep records accurate and follow-up moving: updating applicants, vendors and properties, logging enquiries, chasing viewing feedback and sales progression, and preparing data for reports. They support your negotiators and progressors; they do not make advice or compliance decisions.
Everything here about the product comes from Reapit’s own UK website as read in October 2026. We are describing tasks a remote assistant can take on, not claiming experience with your particular configuration. Modules and permissions vary by subscription, so check with Reapit or your administrator.
What does Reapit give your team to maintain?
According to Reapit’s Sales CRM page, the record structure is built around applicants, properties and vendors. The Applicant Record shows details on one screen including marketing consent, requirements, offers and status. The Property Record carries attributes, consent, status and key contacts. The Vendor Record covers details, consent, ID checks, status and referrals.
Reapit also lists sales progression with chain management and customised checklists, a dashboard for tasks and appointments, smart workflows, bulk actions and ready-made reports. Its wider UK site names a Lettings CRM, Property Management, Client Accounts, DataWarehouse for business intelligence, an Integrations Hub and Reapit AI.
For a Reapit virtual assistant, that structure is both the opportunity and the risk. Every record has fields someone has to keep true, and every report depends on those fields being right.
Where does a Reapit virtual assistant add the most value?
Data quality is usually the biggest win, followed by consistent follow-up. These are the jobs we would hand over first.
- Applicant hygiene. Closing applicants who have bought or rented elsewhere, updating requirements after calls, and checking that marketing consent is recorded as your policy requires.
- Duplicate control. Finding the same person entered twice from different portals, and merging under a rule you approve.
- Property and vendor upkeep. Status changes, contact details, notes and referral sources captured the same way each time.
- Viewing follow-up. Collecting feedback by email or phone, logging it, and telling the negotiator straight away when an applicant wants to offer.
- Progression admin. Keeping checklist items up to date and chasing missing information from third parties. Our post on the sales progression virtual assistant covers the boundaries.
- Report inputs. Making sure the fields behind your weekly numbers are complete before the report is run.
How can a Reapit virtual assistant support viewings and bookings?
If you use Reapit Bookings, an assistant can help manage what happens around it. Reapit says Bookings lets buyers and renters book viewings from property portals, uses pre-qualification forms, adds pre-qualified applicants to your records automatically, offers rule-based lead allocation and sends email and SMS reminders.
The tool does the booking; people still need to check that forms are sensible, that allocation rules match how your team works, and that no-shows and feedback are recorded. A remote assistant can review new bookings each morning, tidy applicant details created automatically, and follow up after viewings. Ask Reapit which Bookings features are in your plan, because Reapit states the product is included in a premium edition or charged per branch.
Reapit CRM data quality: what usually goes wrong?
The same four problems turn up in long-running agency databases: duplicates, ghost applicants, missing consent history and free-text notes with no next action. We have not audited a Reapit database, so this is a general pattern from CRM cleanup work, not a Reapit finding.
Ghost applicants are the costly one. An applicant who stopped looking two years ago still appears in matches and in counts of active demand, which makes pipelines look healthier than they are. Duplicates split history across two records so nobody sees the whole conversation.
The ICO is clear on why this matters beyond tidiness. Its guidance on the accuracy principle says organisations must take every reasonable step to erase or rectify inaccurate personal data without delay, and its storage limitation guidance says you should not keep personal data indefinitely just in case. Use our estate agency CRM cleanup checklist to set the standards.
Can an assistant help with Reapit reporting?
Yes, at the input end. Reapit’s Sales CRM page lists ready-made reports and KPI reporting, and its UK site describes a DataWarehouse for analysing data with your own business intelligence tool. A report is only as good as the fields behind it, so the assistant’s job is to make sure those fields are filled in and consistent before anyone reads the numbers.
Typical examples are lead source recorded on every new applicant, a reason recorded when a vendor is lost, and a closed date on every applicant who has gone. Agree the list of must-have fields with your manager, then run a weekly completeness check. Interpreting the result and deciding what to change stays with you.
What does a weekly routine look like?
A routine makes the work easy to review. This is an example, not a standard, so adapt it to your branch size.
- Monday. Review weekend enquiries and new bookings, fix incomplete records, and pass hot leads to negotiators.
- Midweek. Chase viewing feedback and progression updates, and log replies.
- Thursday. Run the completeness check on the must-have fields and list exceptions.
- Friday. Send the manager a short note: what changed, what is stuck, and which records need a human decision.
The Friday note is the quiet hero. It tells you where the process is leaking without you opening the system.
What should stay with your own team?
Anything that needs authority, advice or a legal sign-off. That includes approving ID and anti-money-laundering results, releasing or authorising client money, giving valuation or pricing advice, negotiating offers and deciding referencing outcomes.
A Reapit virtual assistant can prepare the file, check that documents are present and flag gaps. A named member of staff makes the call. This is also a good way to protect the assistant from being asked to do something they should not.
A simple task split for a Reapit account
The table is a suggested starting point, written by us rather than taken from Reapit, so adapt it to your branch.
| Area | Assistant does | Staff decide |
|---|---|---|
| Applicants | Update, close, deduplicate | Who is chased and how |
| Vendors | Keep contact and status accurate | Pitch, fees, advice |
| Viewings | Reminders, feedback, notes | Offer handling |
| Progression | Checklist upkeep, chasing | Chain strategy |
| Compliance | Document checks, flags | Sign-off |
| Reporting | Field completeness, exports | Decisions from the figures |
How do you give a Reapit virtual assistant access safely?
Create a named user with least-privilege permissions and write down the task list. Do not share logins. Ask Reapit or your administrator what the user roles allow, and confirm whether the assistant needs access to client accounts at all; for most admin tasks, it should not.
Because the team is outside the UK, check the ICO guidance on international transfers, sign a written contract and take legal advice. Our post on offshore assistants and UK GDPR lists what to ask. Then run a short trial and sample the assistant’s changes every week.
A trial should have a pass mark. For example, choose fifty records, ask for a specific clean-up, and check how many were handled to your standard. If the assistant misses the standard, either the instructions or the fit needs work.
Reapit AI, automation and people: what is the difference?
Reapit lists AI for applicant matching, faster listings, automated communications and property descriptions. Those features reduce typing. They do not replace someone who notices that an applicant’s note contradicts their budget field, or who rings a solicitor for an overdue update.
If you are exploring automation more widely, our CRM automation service page explains the kind of workflow building we do, and our Alto CRM virtual assistant guide shows the same approach on another UK system.
Start small. Pick one branch or one record type, such as applicants, and agree what “done” means for it. Once the first month shows fewer duplicates, fewer ghost applicants and faster follow-up, extend the same standard to vendors and then to progression. Expanding in stages makes errors easy to trace and keeps the review workload realistic for your team.
When is a Reapit virtual assistant not a good idea?
Skip it if your database is so inconsistent that nobody agrees what a correct record looks like. Fix the standard first, then delegate. Also hold off if no one has time to review the work. An unsupervised assistant can create more tidy-looking errors than they remove.
For more on choosing a system, read our guide to the best CRM for UK estate agents. To discuss a Reapit task list, see our CRM virtual assistant service or book a free consult.