Help > Chat Schedule
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If you are signed up for Live Chat, you will see a tab marked “Chat Schedule” on the back end of your site. Brokers can modify this info; agents can only read it. Click this tab to see a schedule of available chat times presented as a grid of 30 minute blocks, spanning the entire week.
To assign a broker or agent to a block of time for Live Chat:
- Select the agent’s name from the dropdown list of available agents and brokers in the top left corner of the Chat Schedule view
- Click the blocks of time you wish to schedule the agent or broker to be available during
- Click “Save” next to the agent name dropdown list to schedule the agent for Live Chat
- The Chat icons on your site will say Live Chat when an agent or broker is assigned, Chat Unavailable when there is no assigned agent or broker
- To set a block as unassigned, follow the above steps but choose the name “Unassigned” from the dropdown list. Live Chat will be unavailable during this time.
Tip: This is a weekly schedule, so signing up an agent for a block of time will assign them to that time for every week, not just the current week. Make sure you make a block of time unassigned if you have nobody available to chat during that period.
When you sign up for Live Chat, we will install two PDF documents instructing you and your agents on how to set up the Live Chat feature, including setting it up to work with PDAs, into the Agent Tools section of your site. These documents will walk you step-by-step through the process of setting up Live Chat accounts for each agent or broker that will be using the feature.
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Posted on August 18, 2009 Filed Under Help | 1 Comment
Help > Deal Tracker
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Deal Tracker is an accounting tool that shows you a series of financial projections and records based on deals that have been recorded in your Lead Management account. Brokers can see this information for their entire office; agents can see only information related to their own deals.
The first sub item under the Deal Tracker tab is “Projections”. This is an overview of projected revenue, which you can sort by date, agent, and deal status (pending, under agreement, etc). Sort by clicking the up and down arrows next to each of the sort criteria at the top of the list. You can use this tool to see who your best-performing agents are, their sales totals, totals for your office, top sales, and more – and can sort all of this info easily with sorting filters such as “Status” and “Agent”. You can also print this data or export it to a CSV file with one click – below the “Averages” view in the upper right corner of the Projections view, there are two links, one to “Export to CSV” and one to “Print.”
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The second tab, “Past Performance”, shows all of the same data, but specific only to completed deals. You can choose the date range you with to view, and can sort the data using a different set of qualifiers, like closed deals, killed deals, and more. You can also view close rates for specific agents or for your entire office. You can print or export this data as well, with the same links.
Tip: If you offer incentives to your agents based on performance, this tool shows you all you need to know.
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The “Deals” tab shows all deals you or your agents have entered into the system. Information on deals can include property ID, agent info, deal status, projected closing date, offer information, P&S information, and other pertinent info. Deals can be viewed or edited here, but not created.
There is an additional “New Lead” tab here, to encourage agents to use the Lead Management system. This is the same tab as in the Lead Management portion of your site, but is shown here to make it easy for your agents to remember to use the system to track and record data.
Tip: Create a new lead anytime you create a new deal, even if the deal did not come in through your website, so you can take advantage of the Contact Events feature. This will help you to ensure that you are consistently following up with your leads.
The “New Deal” tab is visible to both brokers and agents; this is where you enter information into Deal Tracker.
To add a new deal to Deal Tracker:
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- Click the Deal Tracker tab
- Click the New Deal sub item
- Select a lead from the dropdown list, or use the Create New Lead link to the left of this list to create a new lead for this new deal
- Add as much basic information as you can, including notes to save for later use
- Click the “+” sign next to “Purchase and Sale Information” or “Closing Information” to fill out the required fields; click the “-“ sign to hide the information. This can be edited later if you do not know or have access to this info.
Tip: If you forget the MLS ID number for a property you are adding as a New Deal, you can click “Lookup MLS Number” next to the MLS Number field on the form. This opens a new window win which you can perform a property search and find the correct MLS ID to put in this field.
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Posted on August 18, 2009 Filed Under Help | Leave a Comment
Help > Agent Tools > Bulletin Board
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Bulletin Board is just that; a place to store information that anyone with access to your back end can see. This is a good place to type quick notes you intend for everyone in your office to view.
To add an item to the Bulletin Board or edit/delete an existing item:
- Click the Agent Tools tab
- Click the Bulletin Board sub item
- Click “Edit Content” in the upper right corner of the Bulletin Board view
- Add, delete, or edit content as plain text
- Click “Update Content” in the lower left of the Updating Content view to save changes
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Posted on August 18, 2009 Filed Under Help | 2 Comments
Help > Agent Tools > Sales Tools
Sales Tools is a convenient table of resources you can add and store for your agents to employ, such as policy documents, memos, standard agreements, and more. Storing files here gives your agents easy remote access to any needed files.
To create a new Sales Tool:
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- Click the Agent Tools tab
- Click the Sales Tools sub item
- Click “Create New” in the upper right corner of the Sales Tools view
- Create a title for the tool
- Enter a URL if the tool is a link to a site on the Web
- Upload a document if the tool will be a readable document such as a PDF
- Click “Create” on the bottom left of the Create Sales Tool view to save
Tip: If an agent is working in the field and has forgotten to bring any important paperwork, you can upload it to Sales Tools to give them instant access anywhere in the world.
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Posted on August 18, 2009 Filed Under Help | 2 Comments
Help > Agent Tools
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Agent Tools is a quick view of resources available to your agents when logged into the site. There are two main categories, Sales Tools and Bulletin Board. Brokers can create these tools and view them; agents can only see the tools and cannot create or edit them.
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Posted on August 18, 2009 Filed Under Help | 3 Comments
Help > Lead Management > Contact Submissions
Contact Submissions, visible only to brokers, gives you a quick view of any leads who have filled out contact forms on your site. The date and time of the submission, the lead’s name, their assigned agent, and any messages they sent at the time of submission are saved here.
To view contact submissions:
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- Click the Lead Management tab
- Click the Contact Submissions sub item
- If the lead is associated with a specific agent, that relationship is shown here
Tip: These leads have actively chosen to contact you and send you a message. Check this section often!
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Help > Lead Management > Import Leads
Click on the "Lead Management" Tab
Import Leads allows you to use your Lead Management account as your primary means of lead tracking. If you have a database of leads stored on your hard drive or in any other program, you can easily upload all of those leads to your account.
To import leads from another program or list:
Click "Import Users (Submit)" Button to Import Leads
- Click on the "Leads" tab
- Click on the "Import" sub item to view the Batch Lead Upload view
- Download the Batch User Template by clicking “Download” next to the file name. This is a basic CSV spreadsheet file.
- Copy your lead information from your current or different lead management program
- Paste this information into the appropriate fields in the Batch User Template you just downloaded
- Save the file to your hard drive or desktop
- Click on Browse in the Batch Lead Upload view that is now open
- Find and select the file on your hard drive or desktop and click “Open”
- Click “Import Users (Submit) on the lower left corner of the Batch Lead Upload view and your saved leads from the template will be added to your Lead Management account in the correct format, ready to access
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Posted on August 18, 2009 Filed Under Help | 1 Comment
Help > Lead Management > Agent Stats
Agent Stats, visible only to brokers, shows your agents’ email addresses, the number of leads assigned to them, their most recent login to your site, and the type of leads associated with their accounts. This is a very handy way to keep track of your agents’ activity and workload.
To view Agent Stats:
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- Click on the Lead Management tab
- Click on the Agent Stats sub item
- Click the arrows next to Total Leads, New Leads, or Client leads to sort information
- Click “View” to the right of each agent’s stats to view their lead account
Tip: You can edit information on any of your agents’ leads directly from this view.
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Posted on August 18, 2009 Filed Under Help | 1 Comment
Help > Lead Management > Creating Lead Accounts
Users of your site will have two means of entering their information into your lead database; through modal windows which prompt the user to enter information, or through the form on the Contact or Sign Up pages. Read more about using Modal Lead Capture in Settings: Lead Options. This information gets stored in your lead database, and any activity associated with that lead gets stored as well. This also creates an account for the user that they can log into at any time to see stored information that they select, such as favorite properties and favorite searches.
The second way a lead can enter their information is through the Contact or Sign Up pages. Here, the user is given a form to fill out including pertinent contact info, basic info about what they are looking for, and a section where they can fill in basic notes to send with their contact info.
By default, the email address the lead enters will be their username. Their temporary password will be emailed to this address; the user can change it at any time by logging into their account. If the lead chooses a particular agent to be associated with, they will be linked to that agent; otherwise they will be randomly assigned if you choose that option, or put in the general pool of leads otherwise.
Brokers and agents also have the ability to create a lead account manually through the back end of your site.
To create a new lead account:
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- Click on the CMS tab
- Click on the Lead Management sub item
- Click “Create New” in the upper right of the Lead Management view
- Fill in information in the contact information fields; the Contact Info tab in the Create New Lead view is shown by default when you initiate the process of creating a new lead
- Click on the Sales Info tab to add information specific to property your new lead will be associated with. Here you can indicate if the lead is new or has been brought it from a different lead management program, put in search criteria to associate with the lead, and referral source.
- Click “Create” at the lower left of the Create New Lead view to save the new lead account.
Tip: creating a new lead in your Lead Management system allows you to send daily email updates to the lead based on their search criteria. This is a great way to keep your leads up to date on your listings.
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Posted on August 18, 2009 Filed Under Help | 2 Comments
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