VaultRE Setup

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Prerequisites

• Workspace admin role (required to manage integrations)
• A VaultRE account with API access enabled
• VaultRE must whitelist Voqo AI as an integrator for your account (see Getting Whitelisted below)

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Getting Whitelisted

Voqo AI is currently a private integrator with VaultRE. Before you can generate an API token, VaultRE must enable access for your account.

1. Lodge a support ticket with VaultRE requesting integration access for Voqo AI (Heffron Intelligence PTY LTD).
2. Alternatively, call VaultRE Support on 1300 788 689.

Once whitelisted, you can generate an auth token from your VaultRE integrations page.

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Connect VaultRE

1. Go to Integrations in the sidebar.
2. Click Connect on the VaultRE card.
3. Paste your VaultRE auth token and click Verify.
4. Pick what to sync (see Pick your sync scope below).
5. Click Connect.

If you selected Properties, listing sync begins automatically in the background.

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Pick your sync scope

You’ll see the following scope options:

• Live listings — always on. Your active sale and rental stock flows into the Knowledge Base automatically.
• Sold & off-market listings — opt-in. Retain settled, conditional, fallen, and withdrawn sale listings in your Knowledge Base instead of removing them, with a Sold badge (for completed sales) or Off-Market badge (for fallen / withdrawn).
• Leased listings — opt-in. Retain leased rentals in your Knowledge Base with a Leased badge, including weekly rent and lease term from VaultRE’s tenancy history.
• Pre-Market listings — opt-in, default off. Pull in Prospect and Appraisal stage listings (work you’re pitching but haven’t formally listed yet) with a Pre-Market badge.
• Contacts — opt-in. Brings your VaultRE contacts into Voqo via CSV import (see Import Contacts via CSV below).

You can change any of these later via the ⋮ Settings on the VaultRE card.

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Choose how far back to keep sold and leased listings

When you enable Sold & off-market listings or Leased listings, a Historical listing window selector appears in your VaultRE settings. It controls how far back Voqo includes sold, leased, and off-market listings on the next sync, based on when each listing was last updated.

• Pick a window — Last 1 month, Last 3 months, Last 6 months, Last 12 months (the default), or Last 24 months.
• Older listings roll off automatically. A sold or leased listing that hasn’t been updated within your chosen window drops out of your Knowledge Base on the next sync.
• Widen the window to bring older listings back. Switch to a longer window and run a sync — the older sold and leased listings reappear.
• The selector only shows when Sold or Leased is enabled. Your live and pre-market listings always sync in full and are never affected by this window.

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Turning a scope off — and getting your listings back

When you turn off a listing scope in your VaultRE settings, Voqo removes the already-synced listings of that type from your Knowledge Base. Because this removes records, Voqo always asks you to confirm first:

• You’ll see a confirmation dialog telling you exactly how many listings will be removed, and which manually managed lists they sit in (if any), before anything is deleted.
• Nothing is removed until you confirm. Click Cancel to leave everything in place.
• Nothing is lost permanently. You can restore these listings at any time by re-enabling the scope and running a sync.

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Listing states from VaultRE

VaultRE exposes sale, rental, and pre-market lifecycle states across separate API surfaces. Voqo pulls each into a dedicated tab in your Knowledge Base when you opt in.

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Sold listings

When you enable Sold & off-market listings, VaultRE sale properties marked Unconditional or Settled appear in the Sold tab with a red Sold badge. Each sold listing carries:

• Sold price — VaultRE’s salePrice value.
• Sold date — the date the contract went unconditional (or fell back to settlement date).
• Sale method — Auction, Private Treaty, Tender, Expressions of Interest, or other, mapped from VaultRE’s SoldType field.
• Price-display flag — honours VaultRE’s showSalePrice setting; sold price is hidden if the vendor instructed VaultRE not to publish it.

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Leased listings

When you enable Leased listings, VaultRE rentals with an Unconditional tenancy appear in the For Lease archive with a Leased badge. The card carries:

• Weekly rent — VaultRE’s rent value, normalised to weekly.
• Lease start date — the tenancy start date.
• Lease end date — the tenancy end date.
• Lease term (months) — derived from start-date-to-end-date in months.

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Off-market listings

VaultRE listings that have fallen through (Fallen Sale) or been withdrawn (Withdrawn) appear in the Off-Market tab with an Off-Market badge. Voqo pulls these from VaultRE’s dedicated /properties/sale/fallenSaleWithdrawn endpoint, so the lifecycle is accurate end-to-end. Your AI agent prefixes these listings with “OFF-MARKET —” when speaking about them.

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Pre-market listings (Prospect, Appraisal)

When you enable Pre-Market listings, VaultRE properties in Prospect or Appraisal stages appear in the Pre-Market tab with a Pre-Market badge. These are useful when you want your AI agent to be aware of properties you’re pitching, even before they go live. Default off so they don’t clutter your Knowledge Base if you don’t need them. You can hide pre-market listings from your Knowledge Base view without un-syncing them — see Pre-Market Listings for the Hide toggle.

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Upcoming auctions

VaultRE auction listings populate Voqo’s Upcoming Auctions smart-list template. The auction date is pulled from VaultRE’s auctionDetails.dateTime field. Build a list under Quick Create → Upcoming Auctions and attach it to your AI agent so it can prepare for auction-week calls.

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Smart lists for VaultRE listings

In the Knowledge Base Quick Create menu, you can build per-state smart lists that include VaultRE stock:

• Sold Properties — every sold listing (across all integrations); narrow to VaultRE with the source filter
• Leased Properties — every settled leased rental
• Pre-Market Properties — every Prospect or Appraisal-stage VaultRE listing (only populated when pre-market scope is on)
• Upcoming Auctions — every listing with an auction date in the next 14 days

You can also build a VaultRE Properties list (under By Integration Source in Quick Create) that holds every listing synced from VaultRE.

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Import Contacts via CSV

If you selected Contacts during setup, Voqo AI will prompt you to upload a CSV export of your VaultRE contacts. This is the fastest way to get your contacts into Voqo AI.

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How to export from VaultRE

1. In VaultRE, go to Contacts and use the export/backup feature.
2. Export as CSV (or ZIP containing CSV).
3. Make sure the export includes the ContactID column — this links each contact to VaultRE for future syncs.

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What gets imported

• Phone numbers are normalised to international format (E.164).
• Archived contacts and contacts without any phone or email are skipped.

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How dedup works

When importing, Voqo AI checks for existing contacts to avoid duplicates:

1. VaultRE ID match — If a contact with the same VaultRE ContactID already exists, it is updated.
2. Phone or email match — If a manually created contact shares a phone number or email, it is linked to VaultRE (existing name and notes are preserved).
3. New contact — Otherwise, a new contact record is created.

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Sync Contacts (Delta Sync)

After the initial CSV import, you can pull incremental updates from VaultRE using Sync Contacts:

1. Open Integrations.
2. Click the three-dot menu on the VaultRE card.
3. Select Sync Contacts.

This fetches contacts modified since your last import or sync and applies the same dedup logic. Only contacts that have changed in VaultRE are updated — unchanged contacts are skipped.

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Disconnect

1. Click Disconnect on the VaultRE card.
2. Confirm the action.

Disconnecting removes the VaultRE link from your property listings and contacts. Previously synced contacts remain in your workspace but are no longer linked to VaultRE (the sync icon disappears and delta sync is no longer available).

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Troubleshooting

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Related docs

• Choose and Connect Integrations
• Knowledge Base Lists and Sources
• Sold Listings in the Knowledge Base
• Leased Listings in the Knowledge Base
• Pre-Market Listings in the Knowledge Base