Agent & Office Portal

Transcription

1 Independent Region Management Guide

2 Independent Region Management Guide Table of Contents Accessing the Portal 1 Profile Management 2 Updating Your Regional Office Profile 3 Updating Regional Staff Profiles 4 Regional Office Roster Management 5 Searching the Regional Office Roster 6 Adding Regional Staff 7 Terminating Regional Staff 8 Statistics 9 Uploading YTD Statistics 10 YTD Summary Upload Template Guide 11 Viewing Your Statistics 12 Billing 13 Viewing Your Regional Bills 14 Paying Your Regional Bills 14 Questions? Consult the Portal Resource page under the RU tab on Mainstreet or contact ecare at ecare@remax.net or (888)

3 Accessing the Available in MAX/Center 1. Go to and click on RE/MAX Affiliate Log In, found at the very bottom of the home page. Use address and password to log in to MAX/Center. 2. Click on the My Account app to access the portal.

4 Profile Management Complete your Regional Office Profile and update Individual profiles on behalf of Regional Staff. In this section. Updating Your Regional Office Profile Updating Regional Staff Profiles 2

5 Regional Profile Management Updating Your Regional Office Profile 1. Select Office Profile on the left hand menu. 2. Click on the Details For: RE/MAX Office link. *For multi-region offices, use the My Office(s) drop down to select the appropriate region first. 3. Edit and set primary Regional Office Phone Number, Address, and Web/Social Media sites. *When adding your Office Address, select the remax.net option from the Location dropdown. The address can be ANY address, not just address. 4. Select Profile on the left hand menu to update your Regional Office Community Awards and regional Points of Interest. *Community Awards may include any non-re/max award. 6. Upload your Regional Office Photo by clicking the Add button. Select the file, click Upload, verify the preview and click Save. *Consider using a photo of the office exterior, or your unique lobby décor to show off your location. 3

6 Regional Profile Management Updating Regional Staff Profiles 1. Select Individual Profiles on the left hand menu. 2. Click on the name of the regional staff whose profile you wish to edit from the roster. *For multi-region offices, use the My Office(s) drop down to select the appropriate region first. 3. In the profile you may edit Contact Information and Profile and Demographics on behalf of the regional staff. *Refer to the : Updating your Profile guide to help navigate through the various editing options. 4

7 Regional Office Roster Management Managing your regional office has never been easier! With the new Agent and Office Portal you can add or terminate regional staff in real time. In this section. Searching the Regional Office Roster Adding and Terminating Regional Staff 5

8 Managing Your Regional Office Roster Searching Your Regional Office Roster 1. Select Maintain Roster on the left hand menu. 2. Here you can search for any staff within your Office by Name, Title, or Status. *For multi-region offices, use the My Office(s) drop down to select the appropriate region first. 3. Search results return in groups of five by default. For easier viewing select View All. Click any column header to sort based on column content. You can also print or export your roster. 6

9 Managing Your Regional Office Roster Adding Regional Staff 1. Select Maintain Roster on the left hand menu. 2. Click the Add New/Transfer/Reactivate Individual button. *For multi-region offices, use the My Office(s) drop down to select the appropriate region first. 3. Enter the new staff member s name and select the Check button. The system will search the RE/MAX database to help you identify whether this will be a brand New Addition, Transfer, or Reactivation. 4. If your new staff member returns as a search result, indicating they were previously affiliated with RE/MAX, select their name and click the Continue button. If no search results return, click the Add Individual Details button. *Regional Staff should always be added with a title of Staff 5. Enter the required information and Save. 7

10 Managing Your Regional Office Roster Terminating Regional Staff 1. Select Maintain Roster on the left hand menu. 2. Find the staff member on the roster and select the Status Change button. *For multi-region offices, use the My Office(s) drop down to select the appropriate region first. 3. Select Terminate 4. Enter the required information and Save. *All Terminations must be within the current billing period or the next month s billing period. *Leave of Absence and Title Change do not apply to regional staff 8

11 Statistics The Agent & Office Portal allows for simplified statistics entry to facilitate billing and awards accuracy. In this section... Uploading YTD Commissions, Transactions and Volume YTD Summary Upload Template Guide Viewing Your Statistics

12 Statistics Submitting YTD Statistics *Beginning in January 2017, all independent regions will report YTD Commissions, Transactions, and Volume for every agent, every month. 1. By the 10 th of each month, you will receive an excel spreadsheet from RE/MAX LLC. 2. Complete this spreadsheet with the prior month s year-to-date transactions. The column s that must be updated for each affiliate, every month are listed below: CommissionAmount Listing ListingAmount Sale SaleAmount 3. the complete and updated spreadsheet to membershipservices@remax.com and mglose@remax.com by the 15 th of every month. *The columns highlighted in the example above must be completed for each affiliate, every month. Helpful Tips for Completing your Spreadsheet 1. Your spreadsheet contains: ACTIVE Affiliates in OPEN Offices ACTIVE Affiliates in TOCLOSE Offices INACTIVE Affiliates who have inactivated within the prior month 2. Each Affiliate listed will have two (2) rows to report data for. One line is for Residential data and the other line is for Commercial data. 3. When completing the CommissionAmount column of your spreadsheet for any given affiliate, the CommissionAmount should equal the affiliate s total earned commissions (YTD) through that statistic date. 4. When completing the Listing, Listing Amount, Sale, and SaleAmount columns for any given affiliate, the total on each row represents the affiliate s production YTD in that office and on that team (if applicable). 5. For affiliates who terminate, transfer, or change teams, they may have more than two lines on the template. Please complete each row with the applicable YTD totals for the affiliate in each Office or Team. 10

13 Statistics Adjustments to the YTD Statistics Template When making adjustments to the monthly spreadsheet, please see below: You may add rows to the YTD Statistics Template for Affiliates that are not listed Please do NOT delete columns. You may however delete rows for Affiliates that have zero (0) YTD transactions If the Affiliate s production fields are left blank, this indicates that the current YTD total equals that of the month before. Example: If Susan earns $20,000 January through June, but does not earn a commission in July, leave the field blank for July s report. If a zero was added on July s report, her previously earned commission of $20,000 would be erased. All YTD totals you report override the Affiliate s previous YTD totals for award purposes. For Affiliates whose YTD totals do NOT change, please enter the current YTD total. YTD Statistics Template Guide Use the guide below to assist you when completing the monthly spreadsheets. Template Fields Column Title Example Definition Comments Office ID# Office Legacy ID# Office Name R RE/MAX BEACH Associate ID# Associate Legacy ID# Statistic Submission Questions? New Office ID number up to nine digits for all OPEN and TOCLOSE Offices affiliated with your region Old Office ID number up to eight digits for all OPEN and TOCLOSE Offices affiliated with your region Office Name with starting with RE/MAX for all OPEN and TOCLOSE Offices affiliated with your region New Associate ID number up to nine digits for all Affiliates with the Title Code: Associate, Manager, Owner and Licensed Administrator Old Associate ID number up to eight digits for all Affiliates with the Title Code: Associate, Manager, Owner and Licensed Administrator; Not all Affiliates will have an old Legacy ID Number Pre-populated Field Pre-populated Field Pre-populated Field Pre-populated Field Pre-populated Field Associate Name Lopez, Ruby Last Name, First Name, Middle Pre-populated Field Statistics Date 04/20/2017 MM/DD/YYYY; Month/Day/Year; Last day of the month Pre-populated Field Statistics Type Statistics Scope Residential YTD (Year-to- Date) RES or COMM; One row for each Statistics Type of Residential or Commercial for each Affiliate YTD (Year-to-Date) Pre-populated Field Pre-populated Field Currency USD Currency Rate Pre-populated Field CommissionAmount Number up to two decimals; Report total Gross Commissions Earned Listing 7.5 ListingAmount Sale 2 SaleAmount Team ID# Number up to two decimals; Number of all closings for the month where one of your Affiliates was the listing agent. Number up to two decimals; Dollar volume of all closings for the month where one of your Affiliates was the listing agent. Number up to two decimals; Number of all closings for the month where one of your Affiliates was the selling agent. Total price up to two decimals; Dollar volume of all closings for the month where one of your Affiliates was the selling agent. New Team ID number up to nine digits for all Teams; Please reference the Team Guidelines for further explanation regarding Team status Team Name The Smith Team Name of the Team Please report the affiliate's current YTD commissions Please report the affiliate's current YTD listing transactions Please report the affiliate's current YTD listing volume Please report the affiliate's current YTD sale transactions Please report the affiliate's current YTD listing volume Pre-populated Field for all affiliates who are on a team Pre-populated Field for all affiliates who are on a team Please membershipservices@remax.com or mglose@remax.com with any statistics questions. 11

14 Statistics Viewing Your Statistics 1. Select the Office YTD View button to view all transactions entered into the system. 2. Utilize the search fields to narrow down the search results. Click on the Column Headers to sort the columns. View transaction totals at the bottom of the page. 3. Select the Office MTD View button to view the Monthly totals for your offices as extracted from reported YTD totals. *All statistics information submitted prior to Portal launch is available for viewing. 12

15 Statistics The Agent & Office Portal allows for simplified statistics entry to facilitate billing and awards accuracy. In this section... Uploading YTD Commissions, Transactions and Volume YTD Summary Upload Template Guide Viewing Your Statistics 9

16 Statistics Uploading YTD Statistics 1. Select Statistics on the left hand menu. *Beginning in January 2017, all independent regions will report YTD Commissions, Transactions, and Volume for every agent, every month YTD Summary Upload Template Guide Field Name Format Example 2. Select the Download YTD Summary Template button. 3. Enter transaction information into the template. Use the template guide for correct formatting. 4. Once the template has been completed and saved to your computer, select the Upload File button and complete steps indicated. 5. Select the Statistics Upload Status button to see reports on all uploaded statistics files. Office ID Associate ID Statistics Date Statistics Type Statistics Scope Currency Commission Amount Listing Listing Amount Sale MM/DD/YYYY 3/31/2017 RES (Residential) COMM (commercial) YTD (Year to Date) USD RES YTD USD Whole number, no cents Number of listings closed 10 Whole number, no cents. Total volume of listings closed Number of sales closed *All entries must match formats exactly in order to be accepted by the Portal *If there are any formatting issues in the file you will receive an error log with details about the issue. Errors must be corrected before the file can be uploaded. Sale Amount Whole numbers, no cents Total volume of sales closed Team Statistics Select one of the following methods to indicate the Affiliate s team in order to report team statistics 1. Team ID Populate the RE/MAX Team ID For a list of Team IDs for your region, contact ecare@remax.com 2. Team Leader ID and Effective Date Populate Team Leader ID and Effective Date if you do not have the Team ID. Effective Date = any date between the team start and end dates /31/

17 Statistics Viewing Your Statistics 1. Select the Office YTD View button to view all transactions entered into the system. 2. Utilize the search fields to narrow down the search results. Click on the Column Headers to sort the columns. View transaction totals at the bottom of the page. 3. Select the Office MTD View button to view the Monthly totals for your offices as extracted from reported YTD totals. *All statistics information submitted prior to Portal launch is available for viewing. 11

18 Regional Billing The New Agent & Office Portal now allows you to pay your regional bills online In this section... Viewing Your Regional Bills Paying Your Regional Bills 13

19 Regional Billing Viewing Your Regional Bills If RE/MAX generates a bill for your region, it will show as an open Order. There are two ways to access your open regional orders: Select Pay Region Monthly Billing on the left hand menu. From the homepage select the green Pay Now button under Monthly Billing Order Balance. Paying Your Regional Bills 1. On the Pay Open Orders screen, you may view your bill details by either selecting the arrow to the left of the order, or by clicking the blue order number which will then allow you to print or the billing statement. 2. On the Pay Open Orders screen, use the checkboxes to indicate which order(s) you would like to pay. You may have multiple orders if you have past due bills, or multiple offices. 3. Select the payment option, fill out all required information and click Pay Now. *If the total you want pay exceeds $15,000, the maximum payable by credit card limit, only the EFT Bank Account option will be available. 14