RE/MAX Mid-States and Dixie Region Technology...

2/8/2008

RE/MAX Mid-States and Dixie Region

Technology Program Clients Tab: What to do with Internet Leads

12/8/2008

MUST READ! Before you begin please make sure you read the following require-ments needed to accessing and managing your Agent Intranet for your website.

1. MUST have taken or know the following: • Read or taken the Beginners Setup Course • Have your website already fully setup • Know how to navigate your website and your agent intranet quickly and

easily. 2. The Following Browsers are support:

• Microsoft Explorer 5.5 or higher and running on a “windows” based sys-tem.

3. The following platforms and browsers are NOT guaranteed to work properly: • Platforms-Macintosh and Linux • Browsers-Firefox, Safari or Opera

What’s In this Book?

What to do with an Internet Lead: Page 3-10 • Accepting Leads: Page 4 • Client Profile: Page 5 • Web Activity: Page 6 • Activity Notices & Contact Notes: Page 7 • Email a Client: Page 8 • Email History & Bulletin Board: Page 9 • File Archive: Page 10 • Messages to Client’s Home Finder: Page 11

Setting Up Your Letters, Personal Campaigns and Groups: Page 12-19 • Creating Groups: Page 13 • Creating Letters: Page 14-15 • Creating Custom Campaigns: Page 16-19

Agent Intranet Top Tool Bar Descriptions: Page 20

How to get Help! - Website Support Contacts: Page 21

Table of Contents

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Technology Program What to do with an Internet Lead

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A

C

1 Leads are sent to you via your email or however you setup your USER MAN-

AGER email area so as to deliver emails to your com-puter or your cell phone/handheld device. Upon re-ceiving the lead notification log into your Agent Intranet. A. Note that you have leads. B. Select the “CLIENTS

MANAGER” tab to ac-cept the leads

C. Select the top ballot box to select ALL leads.

D. Select: Accept Lead button

E. You will then be asked to confirm by Accepting Se-lected Leads.

F. After the lead is accepted you will note that the lead will show up under “Recent Client Web Ac-tivity-Last 14 days” If the lead is over 14 days with-out activity you will locate the client under the “Contact List” tab.

G. Select the “View” link to access the clients activity. NOTE: The LV’s which means Listings Viewed.

What to do with an internet lead

D

E

F

G

B

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C

2 Profile: This area pertains to the clients contact informa-tion, campaign groups, access and global email notifications.

This is your Contact Management System. A. Client Contact information the

client provided OR if you added the client you would provide all information known. The Client Contact will get all the emails and drip marketing campaigns

B. 2nd Contact information This provides you with an additional contact name: spouse, Friend, family member etc. This contact will NOT get automated emails.

C. To Delete a client: Select this button.

D. Lead Information: Active, Incu-bating, Under Contract or Closed. You can search off these fields for contact management. NOTE: the transfer.

E. Real Estate Needs Profile: Spec-ify the needs of this client. You can search off these fields for contact management.

F. Client Classification: Set the level at which this client is during the sales cycle. You can search off these fields for contact manage-ment.

G. Email Distribution Groups: Pre-set your client into the appropri-ate group to receive automated emails from your email cam-paigns. You can search off these fields for contact management.

H. Web Client-My Home Finder Access: Allow or disallow a client from accessing their Home Finder account on your website.

I. Transfer Contacts. This features provides you with the tool to transfer a current client to an-other agents website who is within the system. Select the office and agent name statewide.

D

E

F

G

A

B

H

I

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C

3 Web Activity: Pro-vides you with the tools to view the searching habits, fa-

vorites, forms and needed information found on your website. A. History: When the client

first and last logged into your website. Also pro-vides source, source type and if it came from a unique marketing link.

B. Activity: A quick view of what your client has been doing in regards to saving favorites, properties or submitting forms and searches.

C. Website Activity: This view provides the exact homes viewed. Where the client came in from etc.

D. Searches and Email Noti-fication: This is the My Home Finder by email area whereas the con-sumer has requested these home be emailed.

E. Favorite Properties: Unlimited folder for cli-ents to save favorite list-ings as well as rate and make notes on the homes

F. Forms Submitted: Any forms filled out by the consumer on the websites will be located here.

Note: On the acceptance of a Hot Leads always refer to this section to locate the form that the consumer submitted. A copy of this form will also be emailed to your email ad-dress.

D

E

F

A B

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4 Activity Notices: This area provides the ability to be alerted when the cli-

ent logs back into your web-site. A. Client Activity Notices

Emailed to the Agent-For This Client: You can con-trol the notices emailed to you for each individual client based on your need of knowing when they visit, save things or search for new listings. Do not forget to “Update Client Settings” once you have made changes. The de-fault setting is “Don’t Email Me.”

A

A

5 Contact Notes: Keep records of phone calls, emails and any items during the

course of the relationship. A. This area is simply a text

area. Develop a method to provide short notes, dates and times.

B. Do not forget to select the “Submit” button when completed.

Note: This section is only visibly by the agent.

B

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A

6 Email: Use this tool to quickly email your client.

A. The client’s name will auto-populate or you can change it.

B. Type in a Subject line C. Select from your pre-

designed letters or . . . D. Type in a personalized

email based on the visiting habits of your client.

E. You can elect to send this now or select “Send Later” and schedule the email to go out at a later date.

B

C D

E

Be Creative! Time tested solutions for emailing from other associates. 1. When you first accept the lead review the “web activity” and make determinations on the needs of the lead/

prospect. 2. Prior to your drip marketing campaigns rolling out the day after you accept the lead. Send a “personalized” email

from your website to the lead/prospect. 3. Make the email personally from you as in making comments about the homes the lead/prospect had visited. Offer

up links (every home on your website has it’s own domain name) in your email to other homes in the MLS that you feel is of importance.

4. Ask questions in your email that are relative to the searches done by the consumer. Get the client to want to get involved.

5. Make your emails short and non-aggressive. Friendly and welcoming. NEVER TYPE IN ALL CAPS! 6. Check your spelling and grammar. Other ideas…. • Once you have a relationship with the client use your email system to schedule “happy birthday” emails since the

system can be automated to send by date. • Use your email system to remind your clients of important dates prior to the closing. If the dates are pre-scheduled

setup the email by date for each event (termite inspections, home inspection, surveyor, landscaper, lenders etc.)

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A

B

7 Email History: This will provide you with a history of all emails sent from the “email”

or from the drip marketing campaigns including newslet-ters. If you ever wonder if an email was sent by the system to your client this is the place to look. A. Email History Filter: Al-

lows you to select the emails and run reports for the amount of days.

B. Shows you the emails and you can select the email and review them individu-ally.

A

B

8 Bulletin Board: Post a special message for your clients so that next time they come

back to your website and log in your message will be wait-ing for them. A. Gives a history of the

messages you have posted.

B. This is the area where you post your message and hit submit.

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9 File Archive: Post documents and forms online for clients to receive and pull

down to print. A. Files in Archive: This is

the area that shows the documents that have been posted or archived

B. Upload File to Archive: You provide the name of the document then you browse your hard drive for the document or PDF to be uploaded.

C. Then simply select Sub-mit.

Tip: Use the Google Toolbar to spell check your email.

A

B

C

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10 Messages: Post online messages for all Clients.

A. Type in message: Use this

text box to type in a mes-sage. This box is not HTML enabled.

B. Post Message: Select Date Range and Submit Message.

C. Posted Messages: View pre-vious messages up to 30 days.

A

B

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Technology Program Setting Up Groups, Creating Letters and Personal Campaigns

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1 Creating Groups: Adding Groups is like creating folders on your com-puter.

A. Under Create New Custom

Group you will select the text box area for “Group Name” and enter the name of the group.

B. Then select the “Group De-scription” text box and enter in a description outlining the purpose of the group.

C. To Create the Group select “Create Group”

A To-Do List Before Setting up your Campaigns.

1. Determine the Groups of people who you work with: New Home Buyers, First Time Buyers, Land or commer-cial etc. Or break your internet leads down into “Types” of leads and design campaigns to go to them. Note: You will be adding people to campaigns by the group they are in.

2. For each group determine the number of emails over a period of time you want to be sent. 3. Compose your email letters using Notepad or Microsoft word. (Do not get fancy, just plain text and simple to

the point text. 4. Save your letters in folders on your computer, name after each group.

A

B

C

2 Campaigns Activity Campaigns for Groups:

A. Select “Modify” to turn on the new Campaign.

B. Select “Recipients” to se-lect the Group you want the campaign to go to.

C. Pop-Up Window showing Groups

A B

C

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3 Create Letters: Select Letters already in the Letter Library or Create your own personal letters

A. Under the “Add Letter to

your personal letter li-brary” choose “Category”. Select the pull down menu and select “New Category” then type in the title of your category. In this ex-ample we will be setting up new “sign up” Letters

B. Give the letter a title: ex-ample: First letter out to welcome new internet lead

C. Provide a Subject Line the consumer will see: Exam-ple : I hope my website helped you

D. Then provide a short but personal letter

E. When done select: Add Letter

NOTE: Continue this process to add each letter to the Category

A

B

C

D

E

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4 Letter Library: from here select Letters and then Letter Library

A. Verify that your letters are all

there. B. Select the “Preview” link to

review them. Check for spell-ing errors. Remember to make them short, to the point but friendly.

Tip: Use the Google Toolbar to spell check your letters.

A B

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5 Campaigns: Scroll to the bot-tom of the page.

A. Select: “Create Custom Cam-paign”

A

A

B

C

A

6 Campaign Assistant: REMEMBER: We are re-placing the sign up letters

with our own. A. Give your Campaign a Name B. Select “Sign-Up” C. Select “Continue”

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7 Confirm Your Setup: Verify that this is correct.

A. Select: “Continue”

A

8 Campaign Letters: This is where you will select the letters from your library to add to the new campaign

NOTE: I am choosing from my newly created letters. A. Select the letter you wish to be

sent first by selecting the radio button next to the letter.

B. Enter in the number days after the first event or lead acceptance in this case.

C. Select “Continue”

A

B

C

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9 Campaigns: Add another letter

A. Select: “Add Letter”

A

10 Campaign Letters: Continued from step 6 .

A. Select the second letter you wish

to be sent by selecting the radio button next to the letter.

B. Enter in the number days after the first event or lead acceptance in this case.

C. Select “Continue”

A

B

C

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11 Campaigns: When you have added all of the letters simply fin-

ish by.... A. Select: “Finish”

A

12 Activating the Cam-paign: .

A. Select “Settings” for the

“Welcome Letters” and select “OFF”. You should have a Red Flag when turned off.

B. Select the “Modify” but-ton next to your new let-ters and select the “ON” button. You should have a Green Flag when turned on.

A

B

You have just created three new letters Created a New Campaign

Added the Letters to the Campaign Replaced an old campaign Activated your new campaigns

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The Site Builder tab controls all of your website’s customization tools. This section contains some of the most powerful tools available in your industry. The Site builder tools allow you the flexibility to edit the de-fault content or to completely customize your website. Move Page Objects from page to page, Change the template of your Featured Properties, Add Slogans and scrolling footers, one of a kind Search Engine Opti-mization tools and submit to search engines features, powerful website reporting tools and unique “return of investment” marketing source codes to track the value of your internet marketing locally or nationally.

Agent Intranet Top Tool Bar Descriptions

The “User” tab contains all the contact and user information for your website. Your website is ‘Database Driven”. This means that the information that you enter in the User section of your website is what displays on the website. It is essential that this information be kept up-to-date. In brief, if a prospective buyer/customer can’t find you, you run the risk of losing that prospective buyer/customer. You need to be sure your contact information is correct! This tab controls all of your Contact information, Password, Email Ad-dresses, Zip Code Marketing Area, Wireless Instant Acceptance, Agent MLS ID, Agent Photo, and Domain Name's) Management.

The Listing Manager is the driving force for adding site value. Even though the tools in this section may be perceived as only for Advanced (Power) Users, making an effort to learn these tools means you’ll be able to more effectively attract buyers and market your listings. Enhance your listings by adding photos, editing the remarks, or create manual listings or Demo listings as well as maintain a list of Sold Properties that will en-hance your profile. This is also where your Featured Property Controls reside. Included are Buyers Tours, Sellers reports, reports on internet traffic to any listings within our system, Listing reports, Every Homes has it’s own domain name feature, flyers and manual listings.

Key area to accepting leads and generating your customizable email campaigns. Both site usage reports and your prospective buyer/customer activity records are located in this section. Powerful Drip marketing and auto-responders and editable letters to meet your marketing needs. In addition, there is a robust add clients, upload or download your contact management list, contact management system with tasks, calendar and email capabilities.

Easy to view online self help movies to assist on your time table. The library is growing and new items are added based on the needs of the associates.

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RE/MAX Mid-States and Dixie Regions

LeadStreet Websites Online Help Easy as: WWW . REMAXTRAINER . COM Direct all agents to this website so we can track the needs of all associates. This service ticket system is audited and all website support man-agers have access to help and assist all associ-ates, brokers and office staff in relation to the websites, design center and realPING.

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1 Putting in a service ticket is easy. Please visit:

w:ww.remaxtrainer.com A. Hours: Note the hours

of operation in the upper right hand corner..

B. Home: This is the start page. You can select any of the tabs on the level for your needs. How-ever, the Home level is the start for placing a ticket in to the website support group.

C. Placing a Ticket: Choose from the list pro-vided as it pertains to your needs or issues. If you do not see it in the list, please use the Gen-eral Help.

D. Select “Next”

RE/MAX Trainer: www.remaxtrainer.com

A

B

C

D

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2 Creating a service ticket.

A. Your Info: Provide your

first and last name and your email address.

B. Subject: Provide some type of description of the issue for the subject line.

C. Message: Provide us with as much detail as possible. As much infor-mation as possible will speed up our response and a solution for your issue.

D. Priortiy: The ticket is not determined by this field. Select the priority based on the urgency of your issue.

E. Provide your city, state and office name.

F. Select this box so you will be notified via email when your ticket is re-sponded to.

G. Select Create Ticket.

RE/MAX Trainer: Create Service Ticket

A

B

C

D

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F

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Website Support Contact

The entire Technology Program has been developed to help our RE/MAX profes-sional sales associates in their daily needs to improve their internet business avenues. As part of this program we present a professional standard in your website needs and support items. Please contact your office administrator for further information about our programs.

Sincerely, David Teefy Chief Technology Officer [email protected] RE/MAX Mid-States and Dixie Regions

I am here to support your RE/MAX Technology Internet Business Platform. Please feel free to contact me about the website or the Marketing Design Center.

Sincerely, Mid-States Region: Kelly Powell Dixie Region: Traci McKinley Website Support Manager Website Support Manager [email protected] [email protected]

Make the following steps part of your daily business program. 1. Check your email regularly or at least three times a day. 2. Check your website to assure your clients are listed properly and

that all your photos are online, viewable for your internet clients. 3. Search your website daily so as to be familiar and experienced to

guide your potential new clients online to their real estate needs. 4. Be the Technology Pro in your market!

Go Online Now!

http://www.remaxtrainer.com

RE/MAX Mid-States and Dixie Region Technology...

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