Tel: +27 (0)11 955 9100
Newsletter - May 2012
Word from the editor

Dear CyberAgent user,

USA - Prices for single-family homes rose in about half of U.S. cities in the first quarter as property markets stabilized. Indeed good news for the South African property market.

The most recent Absa House Price Index indicates that nominal house prices have now been contracting for three months year on year. The latest figure shows a decline of 5% since April 2011. As a result, house prices are in real terms moving closer to their long-run trendline, aided by high building-cost inflation (which is now much higher than consumer inflation). Lucky South Africa, your bubble is deflating; not bursting! This according to Rhode Associates. Read more in About booms and bust

As per our newsletter of last month our goal at CyberAgent is to make finding property as easy as possible for potential buyers and our vision is to generate well qualified leads for our CyberAgent users.

It's all fine if we do our job but what about you the estate agency or estate agent?

Your business and we can also call it your "livelihood" depends on building and maintaining a network of prospective clients and it doesn't matter if it is a buyer or a seller. Those leads that we strive to generate together with referrals and your canvassing efforts are a primary source of new clients. Unfortunately we cannot help you to maintain your clients. You should be motivated to maintain your relationship with your clients. You will not be able to succeed as a real estate agency or agent if you don't proactively manage client communication.

An estate agent must be productive at all times. If you are not this job is not for you. We share 5 habits this month that can assist you, together with your CyberAgent application, in becoming that productive agent who will not only find the time to manage his/her communication with clients but who will achieve maximum potential. 5 Habits of highly productive real estate agents

Until next month!
The editor

Economics or Emotion- which is the bigger 'E'?

Latest statistics from Knowledge Factory's Top performing Suburbs provides some interesting results.A look at the top 3 performers, Protea Glen in Soweto (Gauteng), Midstream Estate in Centurion (Gauteng) and Parklands in Milnerton, Cape Town (Western Cape) is revealing.

Being at the top of the pile nationally in terms of sales means these suburbs have the real-estate "x-factor", that elusive character that keeps property professionals coming in their droves for a piece of the action and house-hunters submitting their mortgage bond applications.

What accounts for such popularity, one that attracts hundreds of buyers?Is it economics or emotion?Here is a quick look at the numbers...

Property Stats

The property stats stay a winner and we have more and more agencies striving to get that 100%!
We now have 7 agencies with a score of 100%.

Well done!

Agencies with 100% property score:

  1. Chas Everitt - Cape St Francis
  2. Chas Everitt - Hermanus
  3. Chas Everitt - Jeffreys Bay
  4. Chas Everitt - Whale Coast
  5. Chas Everitt - Amanzimtoti
  6. ESTE Real Estate
  7. Elan Property Group

Why Property Scoring

It is important to list your properties as comprehensive as possible for a number of reasons, some of the most prominent reasons are:

  • To get better and more website responses
  • To do better on search engines
  • To provide a professional service to your customers

In order to assist you we have implemented a property scoring system based on the quality of your listings. It is also important for us to make sure that buyers visiting our main sites (, are presented with quality for sale and to rent listings.

Scoring of listings happens every time you would do an update website. This means that scoring will continuously change and feedback on your listings will be available at the same time as the update request is processed. An email will be sent once a week to every administrator/principal to inform them of their score and position.

We will soon be implementing a minimum score per property listing. Property listings with a score less than the minimum score will not be displayed on our main sites. These listings will also not qualify for export to other websites.

How we score a Property Listing:

  • Pictures - Maximum points: 100. (10 Points per picture with a maximum of 10)
  • Property Heading (one liners) - Maximum points: 50
  • Notes - Maximum points: 100
    (Less than 20 words, 10 points. Less than 50 words, 35 points. Less than 100 words, 50 points. Less than 150 words, 75 points. More than 150 words, 100 points.)
  • Vicinity and schools - Maximum points: 20
  • Bedrooms and bathrooms - Maximum points: 50
  • Bonus points - Maximum points: 30 (Including the Suburb and City of the property within notes, vicinity or schools will earn you bonus points.)
  • Total points: 350


About booms and busts

The most recent Absa House Price Index indicates that nominal house prices have now been contracting for three months year on year. The latest figure shows a decline of 5% since April 2011. As a result, house prices are in real terms moving closer to their long-run trendline, aided by high building-cost inflation (which is now much higher than consumer inflation). Lucky South Africa, your bubble is deflating; not bursting!

From our developers

CyberAgent Desktop excel export
The export has been updated so that values with preceding zeros (such as property numbers and cell numbers) will no longer be set as numbers in excel documents. This allows you to see data as it is entered

Linked Contacts
The grid for linked contacts now includes the cell and email address of the linked contacts.

From our Support Desk

Build 3.100.1639 is now available. Please make sure that you are using the latest version of CyberAgent.

Q&A Section

Q: Subject: CyberAgent to P24 Export - Can someone please explain what this email means

A: Firstly - the excel sheet that was attached (if available) will contain the list of P24 reference numbers relative to the CyberAgent numbers (and addresses)

Then - the email itself will contain a report of the export. The number on the left is the number of the property that has exported or failed in that days run.

There are various failure messages, the most common being:

Expiry date must be a future date. P24 uses these dates and as such would expire the listing as soon as it was updated. You will have to monitor these as they must be in the future

Notes missing - not allowed to export. You do not have a marketing note and P24 does not accept listings like this either

Location not matched. This message lets you know that the location used in CyberAgent is not the same as a location that exists on P24. This might just be a space in the suburb (for example we have Wilropark and P24 has Wilro Park). In this case we can map the location to automatically use what P24 has. If there is no match at all, you will have to ask P24 to add the location by emailing

Once you have corrected these issues, be sure to do a website update, and then the listings will feed through with the next run

Q - Can you assist with once - off SA Property Transfer Guide reports?

A - Yes we can! Please contact our support desk at for a quotation.

Q - Do you have to be part of an Estate Agency to have access to SA Property Transfer Guide?

A - No we also cater for individuals

Ad Hoc Reporting:

Our 12 million records are used by members of the public and by thousands of agents, valuers and investors countrywide.

Make informed decisions and get help with:

  • Property valuations
  • Ownership details
  • Property maps
  • Determining market share
  • Statistical suburb analysis
  • Predictive pricing models
  • Compiling a canvassing sheet


  • PRICE BAND (REPORT ON THE SUBURB) : R 171.00 including VAT
  • SUBURB TREND (REPORT ON THE SUBURB) : R 171.00 including VAT
Should you experience any problems or have any questions, please contact our support desk on 011 955 9100 or email
From our Webmaster

Top 10 Tips for Great Listing Copy -

1. Gather all the information you can about the property itself, the street it’s in, and the surrounding area. Build up a clear picture of what you’ll be promoting.

2. Use all this information to be as specific as you can. Is the property on the high or low side of the street? What will buyers see from the balcony? How is the house heated and cooled? Answering these questions up front will build trust in potential clients.

3. Avoid going overboard with the superlatives. Describing a home as “gracious” or “excellent” might sound nice, but ultimately it doesn’t give home hunters any solid information.

4. Encourage home hunters to see themselves in the property, perhaps by saying that the 10 metre pool is perfect for morning laps, or that the sunroom is ideal for lounging with the Sunday newspapers.

5. Don’t skimp on the details. If the property is in a “great location”, talk about what’s nearby that makes that statement true. Similarly, if it has “tons of extras”, give examples of what those might be.

6. Use details to attract the right buyer. Rather than say the property is perfect for a family, which may cause other buyers to switch off, focus on the large bedrooms or big back yard.

7. Can you give buyers a sense of the property’s history? Mentioning recent renovations, or the fact that it has had the same owner for 40 years, will show property hunters you know all there is to know about this place.

8. Correct grammar and spelling is crucial. If you don’t have someone who can proofread your work, try reading it aloud to spot any errors.

9. Similarly, try to stay away from slang, overuse of capitals and exclamation marks, and creative punctuation.

10. Originality will pay off. Even if true, saying a property is one buyers “can’t afford to miss” will only make their eyes glaze over. Take the time to think of a new way to describe what the property offers.

These tips really boil down to two major points: know what you’re promoting, and explain it clearly without embellishments.

From our Domains and email desk

1) Good News for customers for who we host email accounts

The company hosting our mail server announced an increase to their server traffic quotas
Thus the total traffic / bandwidth usage available on our server (as a whole) has increased

This has allowed us to be able to decrease the amount we charge clients for traffic cover usage
The charge use to be R0.08 per MB

In other words if you exceeded your monthly allowed traffic quota, you would have been charged R0.08 per MB that you went over your limit. The amount will now be R0.04 per MB

(2) The past month we had quite a few of our clients who struggled to access their webmial account. (The KosnoleH online / webmail interface)

After some investigation it was found that to many IMAP connections were open on our server, and that the majority of these connections were actually duplicate connections that were open.

This problem is generally caused by users that do not logout from their IMAP session correctly, for example closing the browser whilst they still logged in. These open IMAP connections prevents any new connections from being made to the server. Webmail makes use of the IMAP protocol, and as a result your login attempt is rejected saying your username and password is incorrect.

Only when the IMAP connections get reset you will be able to login again. We would like to ask all our customers who uses the webmail interface to please log out, instead of just closing the web browser.

It is also a good safety practice to log out.

Some further help and tips on webmail access problems:

  1. If you are experiencing a problem with being unable to logon to webmail, it is often necessary just to clear your browser history (deleting cookies and delete temporary internet files)

  2. When there are a lot of mail messages in a mailbox, it will extend the time it takes to logon to the webmail account / interface. A script needs to run which then has to load and generate a list of the mails on the server, plus it needs to load any of the filter rules you have setup. When your internet connection speed is slow, it will take longer to load and process these scripts, which can often result in the connection timing out. A good suggestion is to then login with the "Traditional" option / type instead of "Feature Rich"

    There are 3 View types:

    Feature Rich - Loads all options and advanced settings available in the webmail interface

    Traditional - Loads only the basic options for you to easily read and delete mail, loads much faster then Feature Rich

    Mobile - Layout and functionality is similar to Traditional and it also loads faster then Feature Rich, it is however just designed for it to display better on mobile devices

(3) IMAP or POP3

IMAP (Internet Message Access Protocol) is a client/server protocol in which e-mail is received and held for you by your Internet server. Where IMAP leaves your emails on the server for you to view, POP3 downloads your emails to your computer, removing them off the server.

IMAP is much more resource intense as it syncs offline content with the server (in other words if you have folders created in your mail client program such as Outlook, the folders created also gets uploaded to the webmail server when a send and receive is performed).

IMAP is good to use when it is critical for you to have all your emails available on two different computers and or devices, should you for example have your email address setup on your computer and phone it is a good method to use because it syncs all the data, and so you can have all of your email messages and folders available.

However smart phones and tablets etc. are now designed to automatically sync and leave messages that you download on the server, and therefore POP setup can be used.

If you need to have your email setup on your phone primarily just to check new mail when not at the office, we want to suggest and advice that you have the email setup as POP.

Should it however be necessary for you to make use of IMAP, should you have two different devices, please only setup one of them as IMAP.

The problem we discovered over the past month is that many users make multiple IMAP connections, in other words several open IMAP connections are running for one user, which then later affects others users.

We had to customize our server setup to allow more IMAP connections from 1 IP address, and to allow more concurrent IMAP connections.

Because IMAP is resource intensive, allowing to many connections will cause server load.

After some investigation we have discovered that some mobile devices does not close the IMAP connections, We would like to request that you please checkup on how to terminate and or force these connections to close on your smart phone, tablet or other mobile device. Most mail clients are setup to automatically close the connections after a certain amount of idle time.


How to Access your USP Account Online

Every month end we email new invoices and statements to our customers.

Search for the "Access your USP account here" link on these emails.

Follow this link to get to our online USP accounting website.

Log in with your CyberAgent Username and Password and Click on: Show-->Ledger-->All

To open an invoice click on the red invoice number. All invoice can be printed from here.


SA Property Transfer Guide

Key Changes:

As you have read SA Property Guide and USP Designs have combined services under the Knowledge Factory (Kagiso Media) brand to offer their clients a comprehensive Estate Agency and Agent solution. The merger has now taken place and SA Property Guide has moved office to USP Designs and will also operate as USP Designs (PTY) Ltd. until further notice.

There are many new services and areas of expertise we will be able to provide our users in the future.

Please take note of the following;

  • Our current fee structure will not change
  • The services we have provided in the past will continue
  • Future invoicing will be done from USP Designs
  • Support will be done from USP Designs

We are confident that our new affiliation will serve us all well.

Data issues:

With our training sessions it came to our attention that there are still agencies/agents who are experiencing data problems for example, properties that are in CyberAgent cannot be found on SA Property Transfer Guide.

New, collated, cleaned and organized data will be available later this month

SA Property Guide requested that ALL data queries be mailed to Please we need your assistance regarding this matter.

Contact details:

Data issues:
Or you can phone us on 086 112 9237


Website Marketing

Click Here for printable .pdf file

CyberAgent Training and Info Sessions

We provide you with FREE training session in the following areas;

  • Gauteng (Daily)
  • Western Cape (Monthly)
  • Kwazulu Natal (Quarterly)
  • Garden Route (Quarterly)
  • Eastern Cape (Twice yearly)
  • Free State (Twice yearly)
  • Mpumalanga (Twice yearly)

During these training sessions more information will also be provided on:

  • CyberAgent Anywhere (online module)
  • CMA SAPTG (online module)
  • New developments in CyberAgent
  • The Ad Generator in CyberAgent
  • General questions on CyberAgent Desktop and Anywhere
Gauteng Training Sessions

Date: Tuesdays to Thursdays Weekly
09h30 to 11h30 - Beginners
13h30 to 15h30 - Advanced
Cost: FREE!
Venue: 22 Ackerman Street, Witpoortjie, Roodepoort, 1724


Tel: (011) 955-9100

Contact us to book your CyberAgent Anywhere training session today

Kwazulu Natal
Western Cape
Kwazulu Natal Training Sessions

Dates: Quarterly - Next dates to be announced
09h00 to 11h00 - CAA & Sales
11h15 to 13h15 – CA Desktop Beginners
13h30 to 15h30 – CA Desktop Advanced

Cost: FREE!
Venue: Real IT, 37 Zennith Drive, Shop 004 The CUBE (In Spring Grove), Umhlanga, New Town - Near: Porsche Car dealership


Kirk Dee
Cell 082 567 1303

Contact us to book your CyberAgent training session today

Western Cape Training Sessions


6th June 2012

09h00 to 11h00 - CyberAgent Desktop Beginners
11h00 to 14h00 - CyberAgent Desktop Advanced
14h00 to 16h00 - CyberAgent Anywhere

13th June 2012

09h00 to 12h00 - Chas Everitt CAA Canvass Manager & CMA's

23rd June 2012

09h00 to 11h00 CyberAgent Desktop Beginners
11h00 to 14h00 CyberAgent Desktop Advanced
14h00 to 16h00 CyberAgent Anywhere

Cost: FREE!
Venue: 65 Balfour Street, Parow, Cape Town


1st, 8th and 18th

Chris Niemandt
Cell 082 432 6963

Contact us to book your CyberAgent training session today


A warm welcome to all new Agencies April 2012:

We trust that by now you are well aware of what CyberAgent can do for you. If you need any assistance, please do not hesitate to contact us at or phone us at: +27 (0)11 955-9100 or 086 112- 9237



The Estate Agency Affairs Board recently conducted the 1st phase of our annual roadshows in George, Cape Town (CBD), Pietermaritzburg, Durban (CBD), East London and Port Elizabeth. The 2nd phase of roadshows will commence in Pretoria on 05 June which will take us through to September.

R.S.V.P. Margie Campbell on
or Colleen Mathele on

Your Client is Livid!

5 Lessons for Client Relationship Management

Have you ever worked on a project that was behind schedule, released a program that had problems, or did not deliver in a way that resulted in a tense relationship between you and a client? This article summarizes five lessons I have learned over the years about client relationship management that have both helped reduce the tension and build confidence in my clients.

Tension arises with clients when expectations are not met in the eyes of the client. The fundamental lesson that I learned about client relationships is to set realistic expectations. If this is not possible, it is not worth doing business with the client, whether you are doing sales, marketing or development work. Below are a number of client relationship management lessons that I learned the hard way and that I implement every single day...

5 Habits of Highly Productive Real Estate Agents

With so many distractions, it’s a wonder real estate agents are productive at all. Working to become a highly productive real estate agent is an ongoing process. Creating habits that produce consistent results allow you to achieve your maximum potential.

Time management has always been a real challenge. Between phone calls, a barrage of emails, listing presentations, prospecting calls and buyer’s appointments, how do you stay productive?

In our thoughts

Congratulations to Herbie de Klerk, Jawitz Kuilsrivier and his wife with the birth of their new daughter.


Free ads for Cyberprop users

Q: Please could you send details regarding the Cyberprop newsletter statement that ads are free on Property Junction. Not sure what online presence we have with property junction already as advertisers or whether this is different

A: We have arranged with Cyberprop that all their active listings be sent to PropertyJunction for free advertising for the remainder of this year. If you currently list your properties with Cyberprop or make use of the CyberAgent listing management system your properties will automatically be sent to PropertyJunction with you not having to do anything. This process will take around a month to complete.

Dave Asher
Executive Manager - Property | PropertyJunction

The PropertyJunction Team
Better homes. More often.
Quotation of the month

A conservative is a man with two perfectly good legs who, however, has never learned how to walk forward. - Franklin D. Roosevelt