Bernhaus User Guide

Overview

Bernhaus is an all-in-one property prospecting and intelligence platform built for estate agents. It scans hundreds of data sources daily — combining AI analysis, automated valuation modelling, mail-merge campaigns, and automation rules into a single workspace.

Navigation

The left sidebar contains icon buttons for every section. Hover over any icon to see its name. Your access to each section depends on the permissions assigned to your account.

Logging In

Visit prod.bernhaus.co.uk and enter your email address and password. The system will remember your session until you log out.

• Sessions last 24 hours — you'll be prompted to log in again after that.
• After 3 failed login attempts the account is locked for 30 minutes automatically.
• Password requirements: minimum 8 characters, must include uppercase, lowercase and a number.

Logging Out

Click your initials or avatar in the bottom-left of the sidebar, then click Log Out. The page reloads and all session data is cleared.

Account Security

Your Bernhaus account protects access to sensitive property data and client documents. Keep your credentials secure and follow the guidelines below.

• Use a strong, unique password — minimum 8 characters including uppercase, lowercase and a number.
• Do not share your login credentials with colleagues — each agent should have their own account.
• Sessions expire after 24 hours; you will be prompted to log in again automatically.
• After 3 consecutive failed login attempts, your account is locked for 30 minutes. Contact your administrator if you need it unlocked sooner.
• If you suspect your account has been compromised, contact your administrator immediately to have your password reset.

Your Profile & Branding

Your branding appears on every Valuation Report you create and share with clients. Set it up before you generate your first report.

1. Click your avatar/initials in the bottom of the sidebar to open the Profile panel.
2. Enter your Name, Phone number, and Contact email.
3. Upload your Logo (PNG or JPG, ideally on a transparent or dark background).
4. Choose your two Brand colours — these become the header and accent colours on your reports.
5. Click Save Profile.

Find Find Properties

The main property search, pulling live data from hundreds of sources Bernhaus scans daily.

Searching

• Enter a postcode, street, or town in the search bar and press Enter or click Search.
• Use the filter bar to narrow by price range, bedrooms, property type, and listing agent.
• Results show key metrics: days on market, price changes, listing agent, and whether a letter has already been sent.

Property Cards

Each card shows the headline facts at a glance. Click a card to expand the full detail panel, which includes:

• Full price history and reduction timeline
• Days on market counter
• Original listing link
• Option to run a Strategy Report (AI analysis)
• Option to add to Notes or the Print Queue
• Option to Flag the listing
• Option to run a Valuation Report from the address

Sorting & Filtering

Results can be sorted by days on market, price, or reduction date. The agent filter lets you quickly see everything listed by a specific agent in your search area.

Address Address Search

Search any UK address — whether or not it's currently on the market — to pull up its full property profile and run a valuation.

What You Get

• Property profile — property type, tenure, floor area, construction era
• Council Tax band
• Sold price history from Land Registry
• AVM estimate — instant AI-powered valuation
• Nearby schools with Ofsted ratings
• One-click launch of a full Valuation Report

Running a Valuation Report from Address Search

1. Search the address and confirm the correct property.
2. Click Valuation Report.
3. The report builder opens — choose comparable properties, add notes, and customise sections.
4. Click Save & Share to generate a shareable link for the vendor.

Map Property Map

An interactive map view of all properties in your search area. Pins are colour-coded by status or price band.

• Click any pin to see the property summary and quick-action buttons.
• Use the map to visually identify clusters of activity in a specific street or neighbourhood.
• The map updates automatically when you pan or zoom.

Flagged Flagged Listings

A curated shortlist of properties you've flagged as high-priority leads. Flags are personal — your flags don't appear on a colleague's list.

• Flag a property from the Find page by clicking the flag icon on its card.
• The Flagged page shows all your flagged properties in one place with their latest status.
• Unflag by clicking the flag icon again.

Prospects Hot Prospects

An automatically curated list of on-market properties showing the strongest signals of vendor motivation — long market times, multiple reductions, or unusual pricing patterns.

• Filter by region, area, outcode, and minimum price.
• Each card shows the motivation signals that triggered the listing.
• Click through to run a Strategy Report or add to your print queue.

Off Market Off Market Prospects

Properties that are not currently listed but have been identified as potential vendors — previous listings, enquiries, or other signals across the data sources Bernhaus monitors.

• Search and filter by area, property type, and last contact date.
• Add notes and set follow-up reminders directly from the card.

Notes Notes & Tasks

A lightweight task and note system tied to individual properties or general reminders.

Creating a Note

1. Open a property from the Find page and click Add Note.
2. Type your note and set an optional reminder date.
3. Click Save. The note is tied to that property.

General Notes

You can also create notes not linked to a specific property — useful for general tasks and reminders. Go to the Notes page and click New Note.

Completing & Reviewing

• Tick a note to mark it complete — it moves to the completed section.
• A badge on the Notes sidebar icon shows how many notes are due or overdue.
• All your notes are private — colleagues cannot see them.

Print Print Queue

Add properties to a print queue to send prospecting letters. The queue batches your selections so letters go out together.

Adding to the Queue

From any property card in Find or Prospects, click the Print / Letter button. The property is added to your queue and the sidebar badge updates.

Reviewing & Sending

1. Click Print in the sidebar to open the queue.
2. Review the list — remove any properties you've changed your mind about.
3. Click Confirm Print Queue to submit the batch for printing and posting.

The Print page also shows a history of letters sent in the last 60 days so you never double-send to the same address.

Campaigns Campaigns

Campaigns let you build targeted mail-merge batches — upload a PDF template, add addresses, and generate a ready-to-print PDF with each address automatically merged in. Supports single-sided letters and double-sided postcards.

Creating a Campaign

1. Go to Campaigns in the sidebar and click New Campaign.
2. Give the campaign a name and select its format: Letter or Postcard.
3. Upload your PDF template. For postcards, upload a front and a back template separately.
4. The system scans your template for address marker tags (see below) and records their positions automatically.
5. Add addresses to the campaign — either manually, from address search, or via Automation Rules.
6. Click Preview PDF to check the merge looks correct before committing.
7. Click Generate PDF to produce the final merged output and clear the address list.

Template Marker Tags

Use these tags in your PDF template to mark where dynamic content should appear. The system detects them automatically on upload:

Postcards (Front & Back)

When format is set to Postcard, you upload two separate templates. The generated PDF interleaves them as front1, back1, front2, back2… — ready for duplex printing or a print house.

• Address placement is typically on the back template.
• The front template is purely design — no address markers needed.

Adding Addresses

Addresses can be added to a campaign in several ways:

• From Address Search — search an address and click Add to Campaign.
• From Off Market — select properties and add to campaign in bulk.
• Via Automation Rules — rules can automatically populate campaigns when listings match your criteria.

Sending via Stannp

If Stannp integration is configured, you can send directly from the campaign without downloading a PDF. The system uploads the merged file to Stannp and tracks the send in your print history.

Tracking QR Tracking

Every campaign can include a unique QR code per recipient. When a recipient scans the code, the system logs the scan and redirects them to your chosen destination URL.

How It Works

1. Create a QR code from the Tracking page — give it a name and a destination URL.
2. The system generates a <<QRxxxx>> tag (where xxxx is the QR serial).
3. Place the tag in your campaign PDF template where you want the QR image to appear.
4. When the PDF is generated, the tag is replaced with the actual QR code image.
5. Each scan is recorded with timestamp, device type, browser, and approximate location.

What Gets Tracked

• Scan count — total and unique scans
• Device & browser — mobile/tablet/desktop, iOS/Android, Chrome/Safari etc.
• Location — approximate city/region from IP geolocation
• Timestamp — exact date and time of each scan

Custom Tracking Domain

By default, QR codes redirect through prod.bernhaus.co.uk/t/QRxxxx. If you want scans to appear to come from your own domain (e.g. track.yourclient.com/t/QRxxxx), you can set a custom domain on each QR code:

1. Point your domain's DNS A record to the Bernhaus server IP.
2. Enter the custom domain in the QR code settings — no SSL certificate needed (redirects run on HTTP port 80).
3. All scans on that domain are tracked identically to the default domain.

Rules Automation Rules

Automation Rules let you set up triggers that automatically take action when properties across Bernhaus's data sources match your criteria — adding addresses to campaigns, alerting you by email, or populating neighbour lists without any manual work.

Creating a Rule

1. Go to Rules in the sidebar and click New Rule.
2. Give the rule a descriptive name.
3. Select a Trigger — what property event should fire this rule.
4. Add one or more Filters to define exactly which properties qualify.
5. Add one or more Actions to define what happens when a match is found.
6. Set the Schedule — how often the rule checks for new matches.
7. Click Activate Rule to make it live, or Save as Draft to configure it later.

Triggers

Filters

Filters can be combined with AND (all must match) or OR (any must match) logic. Available filter types:

Specific Listing Filter

The Specific Listing filter lets you watch individual properties for any change. Paste the listing URL or just the numeric property ID — you can paste multiple, one per line. This is useful for monitoring a competitor's listing or a property you're targeting.

Actions

Schedule

Deduplication

The rules engine tracks every property it has already actioned. If the same property matches on a subsequent run, it is silently skipped — so you won't get duplicate campaign entries or repeat emails for the same property. If you change the trigger type on a rule (e.g. from Sold to Removed), the history resets for that trigger so all matching properties are re-evaluated fresh.

Managing Rules

• Run Now — manually trigger a rule outside its schedule (useful for testing).
• Log — view the full execution history: when it ran, how many properties matched, what actions were taken, and any errors.
• Suspend / Activate — pause a rule without deleting it (e.g. if the linked campaign is full).
• Copy — duplicate a rule with all its settings pre-filled so you can make minor changes without starting from scratch.
• Delete — permanently removes the rule and its execution history.

Analytics Analytics

A market dashboard showing aggregated data for your patch — updated daily from the hundreds of data sources Bernhaus monitors.

What's Included

• Stock levels — total properties on market, new instructions, withdrawals
• Price trends — average asking price movements over time
• Days on market — average and distribution across property types
• Reduction rates — how often and by how much vendors are reducing
• Sold analysis — Land Registry sold volumes and achieved prices

Agents Agent Intelligence

A league table of every active listing agent in your search area, ranked by market share, stock volume, and listing performance.

• See which agents have the most stock and the longest average market times.
• Identify agents who consistently overprice (high reduction rates) — their vendors are often ready to switch.
• Click an agent to filter the Find page to show only their listings.

Value Property Valuation (AVM)

An instant automated valuation for any property, powered by GridKey comparable data and a machine-learning model trained on local sold prices.

Running a Valuation

1. Go to the Value page from the sidebar.
2. Enter the postcode, house number, property type, and number of bedrooms.
3. Click Get Valuation.
4. The AVM returns an estimate with a confidence range (low / mid / high).

Understanding the Result

• Estimate — the model's best point estimate based on comparable sold data.
• Low / High range — the 80% confidence interval; 80% of comparable properties fell within this band.
• Comparable sales — the sold transactions used to derive the estimate, shown below the result.

Reports Valuation Report

A full branded PDF valuation report you can share with a vendor — showing the AVM estimate, comparable sales, local market data, and your personal branding.

Creating a Valuation Report

1. Search the property via Address Search or from a listing in Find.
2. Click Valuation Report. The report builder opens in a preview panel.
3. Select which comparable properties to include (active listings and recent sales).
4. Optionally add Agent Notes — private notes visible only in the agent view, not shared with the vendor.
5. Add Highlights — tick points shown prominently in the report header.
6. Optionally add a personal video introduction (recorded or uploaded).
7. Customise which sections to show using the section toggles.

Saving & Sharing

1. Click Save & Share in the preview toolbar.
2. A unique share link is generated: prod.bernhaus.co.uk/r/[id]
3. Copy and send the link to the vendor — they can view it on any device, no login required.
4. The report is saved to your Saved Reports dashboard.

Tracking Views

Every time the vendor opens the link, it's recorded. From the Reports dashboard you can see:

• Total view count
• Date and time of each view
• Device type (mobile / desktop)
• Whether they watched the intro video (if you added one)

Printing as PDF

Open the report from your Saved Reports dashboard and click Save as PDF. Use the browser print dialog — select Save to PDF as the destination. The report is formatted for A4 print automatically.

Strategy Strategy Report

A deep AI-powered analysis of an on-market property — designed to help you have a more informed conversation with a vendor who is already listed with another agent.

What It Contains

• Pricing analysis — is the property priced correctly relative to the current market?
• Marketing audit — AI review of the listing photos, description quality, and presentation.
• Market position — how does the property compare to active competition and recent sales?
• Price reduction history — full timeline with context.
• AI strategy recommendations — what would you tell this vendor to do differently?
• Talking points — ready-to-use phrases for your vendor meeting.

Opening a Strategy Report

1. Find the property in the Find page.
2. Open its detail panel and click Strategy Report.
3. The report loads — property data appears first within a few seconds.
4. The AI analysis generates in the background (typically 15–30 seconds). A spinner shows it's working.

Saving a Strategy Report

Once the AI analysis has finished loading, a green Save Report button appears in the header. Click it to save a snapshot of the entire report — including the AI content — to your Saved Reports dashboard.

Reports Saved Reports

The Reports dashboard stores all your saved Valuation Reports and Strategy Reports in one place.

Valuation Reports Tab

• Open — reopens the full report in a fullscreen overlay. Shows the print button.
• Share Link — shows the vendor-facing URL you can copy and resend.
• View count — tap/click the number to see a full view log (device, time, IP address).
• Delete — permanently removes the report. The share link will stop working.

Strategy Reports Tab

• Open — reopens the saved snapshot in a fullscreen overlay. No internet or API calls needed — all content is frozen.
• Delete — permanently removes the saved report.

Editorial Property Editorial

AI-powered property descriptions written in your chosen style — ready to paste straight into your listing portals or brochure.

Writing a Description

1. Go to Editorial in the sidebar.
2. Enter the property address to auto-fill key details.
3. Add any extra information (key features, recent works, special instructions).
4. Select a style from your saved style presets (or create one in the Styles tab).
5. Click Generate. The description streams in within seconds.
6. Edit inline if needed, then copy to clipboard.

Style Presets

Go to the Styles tab to create and manage writing style presets. Each preset defines the tone, length, and format of the output (e.g. "Formal & concise", "Warm & lifestyle-led").

Saved Descriptions

Click the Saved tab to view all previously generated descriptions. You can copy, re-edit, or delete them from here.

Archive Photo & Document Archive

A secure media library for storing and organising property photos, videos, and documents (including sensitive PDFs such as mortgage documents). All files are stored in private Cloudflare R2 storage and require authentication to access.

Folders

• All files must be uploaded into a folder — you cannot upload to the root "All Files" view.
• Create a folder: click the + button at the top of the folder sidebar.
• Folders are sorted alphabetically (same as macOS Finder — numbers sort naturally, so 1, 2, 3… 10, 11 not 1, 10, 11).
• Search folders using the search box at the top of the folder list.
• Rename a folder: hover over it and click the pencil icon.
• Delete a folder: hover over it and click the × icon (files inside are also deleted).
• Each folder shows a file count on the right.
• Folders are linked to a property address — when you create a folder you can associate it with an address.

Uploading Files

• Select a folder first, then either click the Upload button or drag and drop files onto the gallery area.
• Supported: photos (JPG, PNG, HEIC etc.), videos (MP4, MOV etc.), PDFs.
• Large files (over 50 MB) are uploaded in chunks automatically — you'll see progress like "45 MB / 135 MB".
• Multiple files can be uploaded at once.

Viewing & Managing Files

• Two views: Gallery (grid of thumbnails) and Explorer (file list with details).
• Click a photo or video to open it full screen.
• Click a PDF card to open it securely in a new tab.
• Drag a file from the gallery onto a folder in the sidebar to move it — the file's associated address updates automatically to match the destination folder.
• Select files using the checkboxes (click a thumbnail's checkbox, or use Select All in Explorer view).
• Bulk delete selected files — they go to Trash.

Semantic Search

Use the search bar at the top of the archive to search by description — e.g. "kitchen with island", "garden with decking", "planning documents". The search uses AI to find visually or semantically similar content — you don't need exact filenames. Up to 75 results are returned.

Trash

• Deleted files go to Trash, not permanently deleted immediately.
• Click Trash in the sidebar to view trashed files.
• Files in trash can be restored or permanently deleted.

Security & Sensitive Documents

• Files are stored in private Cloudflare R2 — not publicly accessible.
• All file access requires your login session.
• PDF links use short-lived secure tokens (valid 60 seconds) — sharing the URL with someone else will not work.
• The Make Public toggle on PDF cards generates a permanent shareable link — do not use this for sensitive documents.

Quick Reference