RE/MAX Mid-States and Dixie Regions Office …...all of their leads will roll up to the office...

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RE/MAX Mid-States and Dixie Regions

Office Administrator Website Managers Guide

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

1. 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, Mac Explorer or Opera

What’s In this Book?

Office and Agent Intranet Area : Page 3 Brief definitions of tabs and their use

User Manager Take Control: Page 7

Agent Login Reports: Page 9

Add New Agent, Remove an Agent: Page 10 thru 11

Setup Office Listings to run in Flash Presentation on TV: Page 12

Site Builder and Creating your own Office Online: Page 15

Setting Up the Internal Office online Intranet Forms, Press Releases, all internal documentation or real estate forms, meetings: Page 17

Customizing the Office Website choosing Templates, colors: Page 18

Listings Manager: Page 20

Managing Open House: Page 24

MLS Reports: Page 24

Agent Listings with CMN and Komen Designations: Page 25

Client Manager: Page 27

Lead Performance Report with example of missed lead calculation: Page 29

Online Help: Page 31

Table of Contents

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LeadStreet Websites Office and Agent Intranet Area

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W hen you log into your office account there are many terms used for the area Managers and

agents access. Most Common is “Agent Intranet” which is a term used to accessing the leads and managing the website. Also used are “Intranet” and “Back Door” both terms are the same as “Agent Intra-net”. Navigating from the Agent Intranet area: A. HOME-takes you back to the

starting page at the point you accessed the Agent Intranet

B. USER Manager: ♦ User Profile ♦ Controls ♦ Instant Acceptance ♦ User Photo ♦ Domains

C. Site Builder Manager: ♦ Site Design ♦ Site Content ♦ My Search Map ♦ Page Objects/ Slogans ♦ Navigation ♦ Search Engines ♦ Reports

D. Listings Manager: ♦ Listings Manager Main ♦ Manual Listings ♦ Featured Properties ♦ Print Flyers ♦ Email Flyers ♦ Buyers Tour

E. Clients Manager: ♦ Main ♦ Contact List ♦ Groups ♦ Campaigns ♦ Email and Letters ♦ Messages ♦ Calendar ♦ Tasks

F. Help G. Logoff

Office and Agent Intranet Area . . .

A B C D E F G

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Continued: Navigating from the Agent Intranet area: H. Calendar:Shows Tasks and

appointments for agent I. Reports and Summaries:

Shows the office and agents traffic reports from state, office and individual agent

J. Upcoming Tasks/Events: Pro-vides for office and agent tasks and events works with the cal-endar

K. NOTICES: Reliance Network will post critical announce-ments here in regards to the websites

L. Region Services: Provides the membership with information, downloads etc.

M. Announcement Board: Area where the region provides up-to-date information and an-nouncements

N. Office Services (Not shown): Each office can provide a range of support buttons that deliv-ers: ♦ PR Announcements ♦ Links to places of interest

and business use ♦ Uploaded forms for office

or agent needs ♦ Internal office Events

Office and Agent Intranet Area . . . continued

H I J

K

L

M

N

This single tab can help you greatly. It has over 50 self help, easy to read and use documents. You can also direct the agents to this area for self help. Do a screen print of this area monthly so as to keep up with new documents. More movies will be coming online as well. But this is a HUGE resource on How the websites work.

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NOTES:

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LeadStreet Websites User Manager: Take Control

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User Manager function allows the office administrator to review, access all associations User information. Navigating area outline: A. User –Access the office and agents User profiles and make changes as needed. B. Agent Roster For: Office name and address verification C. View Agent Login Report: Provide the broker with reports of agent logins to the websites. Great coaching tool. D. Add New Agent: Allows for the addition of a new agent or office staff to the roster. E. Add New Team: Allows for the addition of a new team website. F. On-Hold Management: An agent who is on leave due to emergency or illness but has their license with the broker. Inactive. G. Flash Featured Property Presentation: Download the current office listings to run automatically on a TV or projector screen. H. Account Type: Office Account, Sales Associate Roster Intranet, Sales Associate website and Manager Website Definitions in “O” I. Title: Notes this is an office website

♦ Manager Website: Admin rights (chargeable) ♦ Sales Associate, website: Agent website part of LeadStreet program (chargeable) ♦ Sales Associate, Roster, Intranet: Agent not participating in LeadStreet Program is on office roster. Does not get leads (no

chargeable) ♦ Office Staff, no display (no charge)

J. TS: If checked, notifies Admin of “Team Site” If Checked is a Team Website K. LI: Has logged into website and accepted the terms for use of website on first login screen. If Checked has logged in L. Email: Alerts agents that they have input their email addresses No envelope icon means no email provided M. User: This is a hot link “Edit” whereas access to the individual office or agent account is done. NOTE: the office does not have a LI or

login and the admin must maintain the office as if it was an agent.

User Manager A

B C

D

J K

L

G M

E F

H I

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C View Agent Login Report

User Manager

C

1

3 4

5 6

Agent Log-In Report pro-vides a unique tool in deliv-ering to the broker a report to coach and help associates utilize the website as well as accepting leads in a timely manner: 1. Agent Name header can

be selected to “Sort” the names

2. Last Log-In can be “sorted” by select the header. The date and time show is last time agent was online and accessed the Agent Intranet.

3. Number of times log-in during days reported (number 6) 30 days is default

4. Click to view log in IP addresses

5. Ending date of report can be changed by se-lecting calendar icon

6. Select from Report Days and the hit “Run Re-port”

2

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D Add New Agent

User Manager

Adding new agent is a simple task. 1. Account Information: Give the new agent a user name

and password ♦ User name would be the first and last name of an

agent. All lower case and one word. Such as Mary Smith would be marysmith.

♦ Password is only set to access for the first time. The agent will assign a new password themselves. We suggest the Administrator provide the following password as generic and always use it. Example: password1234

2. General User Information: This is seen on the website so please complete this properly. NOTE: The assosi-cate ID is the Franchise ID for the new associate as this MUST be provided.

3. Personal market Area: Do not fill this out as the office zip codes will be placed in here automatically. However make the new agent aware that they must put in their own.

4. MLS Information (Agent MLS ID): IF the administra-tor knows this number then go ahead and enter it. If not let the associate follow the beginners setup guide and enter this number in. This number is different from the Associate ID which is RE/MAX. The MLS ID is the identification for the MLS and ties the agent listing to their website and their photo will be attached on all websites.

5. User Type: Always leave this at the default “Sales Asso-ciate, website-Sales Associate” as this provides for a website and leadstreet system connection.

6. Contact Information and General Account Settings: Do not fill this out but have the new agent go thru the beginners setup guide to complete this information.

7. Select: Add User Information

1 2

3

4

5

6

7

D

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User Manager-How to remove an agent

R emove an agent and what happens to the leads?

If an agent is leaving RE/MAX completely you MUST put their account On-Hold. NOTE: Before Placing an agent On Hold, you must submit a Termina-tion in Frames. After the Frames termination is re-ceived, a regional staff mem-ber will delete the agent from Leadstreet. Once the agent is deleted from Leadstreet, all of their leads will roll up to the office account as Pending Leads. 1. To place the agent ac-

count On Hold, select the agent name from the User Manager tab.

2. Once the Agent profile is open scroll down to User Account and click on the box titled “Account On Hold”.

Note: This will freeze the account until the regional staff receives the termination and permanently removes the agent from the system.

1

NOTE: 1. When the agent has been deleted all of their LeadStreet Leads will roll BACK to the office

Clients Manager area as PENDING LEADS. It is the responsibility of the Broker or Office Website Administrator to ACCEPT and “transfer” those leads back out to other agents within your office. DO NOT take the chance of loosing potential revenue for the agents.

2

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User Manager-Flash Featured Property Presentation

G Flash Featured Property Presentation

Run ALL the office listings on a Flat Screen TV or regu-lar TV for the office, at a local career day or anyplace that will give you more expo-sure to your market. Follow the instructions

G

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NOTES:

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LeadStreet Websites Site Builder and creating your own office online area

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User Manager function allows the office administrator to review, access all associations User information. Navigating area outline: A. Site Builder –Access the office and agents site builder functions. B. Intranet Resources are the following options:

♦ Link — A single URL Will open in an external window when the intranet home page navigation is clicked ♦ Link Collection — An intranet page containing a group of links. ♦ File Collection — An intranet page containing a group of downloadable files. ♦ PR List — An internet/intranet page containing a group of page builder pages for the purpose of displaying press releases. ♦ Event List — An intranet page containing a group of calendar items & page builder pages for the purpose of displaying

scheduled events. C. Account Type:

D. Manager: website Admin rights ♦ Office Account website this is the office which is managed like an agent website ♦ Sales Associate, website: Agent website part of LeadStreet program ♦ Sales Associate, Roster, Intranet: Agent not participating in LeadStreet Program is on office roster only and does not get

leads as agents with websites D. Flash Featured Property Presentation: Download the current office listings to run automatically on a TV or projector screen. E. Login Notices for Office: Create notices that display on log in only for agents and staff within your office. F. TS: If checked notifies Admin of “Team Site” If Checked is a Team Website G. PIC: Has photos of agent if head icon is showing. No head means NO agent photo. H. Site Builder: Access the office or agent site builder area.

Site Builder Manager A

B

C

D F G H

E

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1

2

3

4

Site Builder Manager-Adding Internal Office Forms, Press Releases, Etc. A

B

B Intranet Resources

The intranet Resources provides the office an area to host office and real estate forms online for associates 24/7. Also delivers linking, Press Releases, New agent announcements and much more. To Add a New Resource: 1. Select : Add New Intranet

Resource link (New Window Opens)

2. Enter a Name 3. Provide a Description of the

resource 4. Type of Resource: Link,

Link Collection, File Collec-tion, PR List and Event List (note description of each function is to the right in the gray area)

5. Determine “Who” can see the tab.

6. “Add Intranet Resource” 7. On the Agent Intranet un-

der the calendar left hand side at bottom a new func-tion will appear called “My Office Resources” and your buttons will appear there. This was referenced on Page 4 as “N”

5

6

7

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5

1

Site Builder Manager A

G

G Site Builder for Office

The office website can be cus-tomized as that of an agent or team website. By selecting the link “edit” on the office it will open the Site Builder to allow the office to select and make changes to The homepage, site content, add pages, etc. 1. Color Theme 2. Home Page Layout 3. Customize your homepage 4. Foreclosure Search Control 5. As well as all the other tabs

to control and manage the Office Website.

2

3

4

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NOTES:

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LeadStreet Websites Listings Manager

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Listings Manager function allows the office administrator to review, access all associations listings. Navigating area outline: A. Listings –Access the office and agents site builder functions. B. Open House Management: C. LAG: Indicates agent has MLS AGENT ID in the user manager area. This is vital and IMPORTANT or the “LC” in the next

column will be blank even though agent has active listings. D. LC: Is number of active listings for agent. E. Listings: Selecting the “View” will provide access to the individual agent Listings Manager

Listing Manager A

B

C D E

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Listing Manager A

B

B Open House Management

Administrators can manage indi-vidual Open House Management based on MLS Number and the MLS To Add a New Open House: 1. Select : Add New Intranet

Open House Management link ♦ Enter: MLS Number ♦ Specify MLS Name

2. Enter in the Open House Date, Open House time and the Driving Directions: Some associates copy the Google maps directly as well as provide links to location of property.

1

2

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Listing Manager-MLS Status Report A

E

E Listings

Administrators can man-age individual Listings by select-ing the “View” link next to the agents name. Also the office ad-ministrator and agents can see the status of the MLS listings and photo updates. 1. Selecting the “View MLS

Update Report” will open in a report that shows the Date and time for each MLS as for listings and photo up-dates

2. Listing Designation: You can add to all of an agents listings a logo and text for participa-tion in CMN, Komen or both depending on the agents participation in these two programs for community involvement

3. MLS Listing Research: This allows an agent to pull from their MLS any MLS number and run a report on any list-ing even IDX listings. The report will show the traffic a listing is getting on the RE/MAX system. Potential Listing Presentation tool “FSBO” or local market “action”

1

2

3

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Listing Manager-How to turn on the Charity Function A

E

E Listings

Administrators can manage indi-vidual Listings by selecting the “View” link next to the agents name. Also the office administra-tor can turn on unique logo’s specific to the agents involvement in their community and monies given on behalf of a charity like CMN and Komen. To Turn this on simply 1. Scroll down on an agents

listing inventory and open the pull down menu for “Listing Designation” Select the supporting charity.

2. Select “Apply Listing Desig-nation” button to activate for all of the listings the individ-ual agent has. This will con-tinue throughout the year for all listings of the participating agent. NOTE: if an agent does not participate at the sign up for each year then it is the responsibility of the administrator to turn off these functions.

1

2

Get the agents involved, this is a great listing presentation feature for sellers homes

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NOTES:

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LeadStreet Websites Client Manager

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C lient Manager is extremely powerful tool for the broker and the office administrator. There are coaching tools and lead management items available.

Navigating thru the Client Manager: A. Client Administrator Reports: A review of lead offers based on status of lead. These reports can be reviewed by dates. The most impor-

tant of these reports is Lead Performance Report B. Client Search: provides for the Admin to search on clients based on the following criteria

♦ Client email ♦ Client Name ♦ Client prospect or ID number ♦ Search Clients on Agent Name

C. Client List Via Agents in Office D. Show Leads/contacts: shows number of clients for each agent F. Select the View will take you directly t the agents “Clients Manager” area

Client Manager

A B

C

D E

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Client Manager A

1

4 5 6 3

2

Client Administration Reports: 1. Lead Performance Report: A tremendous re-

cruiting, retention and coaching tool for both the office administrator and the broker. By selecting the “View Report” an office report for all the associates can be done.

2. Selected Month and day can be selected and a report run. NOTE: The default is last seven days.

3. Total: is the combined number of Hot, Activity, accepted, pending, declined and missed

4. Accepted: Leads that have been accepted 5. Pending: Leads waiting to be accepted 6. Declined: Leads not wanted 7. Missed: Leads that were missed and given to

Example: 1179 Missed leads 5,724 Accepted leads x 3% Conversion rate /57 Primary agents 35.7 Missed buyer transactions 100 Leads per primary agent x $220,000 Avg sale price x 3% Conversion rate $7,781,400 Missed office vol-ume 3 Transactions per primary agent x 3% Buyer's broker commission x $220,000 Avg sale price $233,442 Missed commissions $660,000 Volume x 3% Buyer's broker commission $19,800 Additional Gross Commission Income / $468 Annual cost of Reliance product 42:1 ROI

Below is a simple table used to help the agents understand the potential and opportunities of accepting leads. The numbers provided can be adjusted to “try” and meet the local market. Give them a try for each quarter. The leads are “opportunities”. Leads can then be turned into prospects, then clients.

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NOTES:

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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 and Design Center.

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RE/MAX Mid-States and Dixie Regions Office …...all of their leads will roll up to the office...

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