Top Producer IDX User Guide

Transcription

1 Top Producer IDX User Guide i

2 Top Producer IDX User Guide Top Producer IDX Information in this document is subject to change without notice. Companies, names and data used in examples herein are fictitious unless otherwise noted, and are used for illustration purposes only. No part of this document may be reproduced or transmitted in any form or by any means, electronic or mechanical, recording or otherwise for any purpose, without the express written permission of TOP PRODUCER Systems, a Move company, 4708 Caldwell Road East, Edgewood, WA USA. System Requirements for Top Producer IDX v2.61 Internet Explorer 7.0 (or higher) plus service packs; Firefox 3.0 (or higher) plus service packs. Windows OS Trademarks TOP PRODUCER, TOP PRODUCER 8i, TOP PRODUCER 8i Remote, TOP PRODUCER Assistant, TOP PRODUCER 8i SellPhone, TOP PRODUCER 8i for the Palm handhelds, TOP CONNECTOR 8i, Broker Tools, FranchiseTools, TOP MARKETER, Top Producer Blogs, and Top Producer Websites are trademarks of TOP PRODUCER Systems, a Move company, 4708 Caldwell Road East, Edgewood, WA USA. Featured Website and Featured Blog are the registered trademarks of Move Inc. Microsoft, Windows, Windows 95, Windows 98, Windows ME, Windows NT, Windows 2000, and Windows XP are trademarks of Microsoft Corporation. REALTOR, REALTOR.com and One REALTOR Place are the registered trademarks of the NATIONAL ASSOCIATION OF REALTORS. Palm, Hotsync, Palm OS, and Palm Computing are trademarks of Palm Computing Inc., a 3Com Company. Adobe Acrobat and Adobe Acrobat Reader are trademarks of Adobe Systems Incorporated. The Sentry Spelling-Checker Engine 2000 Wintertree Software Inc. All other product names, company names, trademarks or service marks are the property of their respective owners TOP PRODUCER Systems Company. All rights reserved. ii

3 Table Of Contents Table Of Contents Getting Started... 1 Welcome to Top Producer IDX... 1 Navigation Basics... 1 My Dashboard... 1 Viewing My IDX Site... 2 Checking My Billing and Licenses... 2 Contacting Website Support... 2 Accounts... 4 Updating My Profile... 4 Changing My Password... 4 Managing My Picture... 4 Managing My Office Logo... 5 Viewing my MLS Info... 6 Adding an IDX link to Your Website or Selecting a Color Scheme... 6 Sending Leads to Top Producer 8i... 7 Integrating with Top Producer Websites/Featured Website... 7 Search Settings... 8 Customizing My MLS Search Fields... 8 Customizing My City List... 8 Customizing My Zip Code List... 9 Customizing My Community List... 9 Customizing My Subdivision List Customizing My Price Range Settings Listings Adding an Open House Editing an Open House Deleting an Open House Adding Listing URLs Creating a Custom Search Editing a Custom Search Deleting a Custom Search Auto Responder Customizing My Auto-Response Message Property Alerts Creating a New Subscriber Managing Expired Subscribers Reports Generating a Lead Report Generating a Listing Hit Report Generating a Property Alert Report Appendix EULA iii

4 Top Producer IDX User Guide FAQ Index iv

5 Getting Started Welcome to Top Producer IDX Welcome to Top Producer IDX, a powerful tool that allows you to display other realtors' listings on your website. Internet Data Exchange (IDX), commonly called Broker Reciprocity, is the primary means of enhancing cooperation between REALTORS to facilitate the purchase and sale of real estate property. Under IDX, you and other brokers exchange consent to display each others' listings on the Internet. This arrangement offers many advantages, including allowing your visitors access to all local listings, while maintaining direct contact with the consumer in the real estate transaction. With our easy-to-use interface, Top Producer IDX allows you to Generate multiple reports Manage your open houses Customize your auto-response messages. Navigation Basics This topic explains how to work with the elements within Top Producer IDX (for example, menus and lists). Check box: Used to enable or disable an option, like an on/off switch. Click the check box to check (enable) it or clear (disable) it. Drop-down list: Shows only the currently selected item or first item in a list. Click the down arrow to display the full list of items available for selection. Once you click a list item to select it, only the selected item is displayed. Main Menu: A horizontal bar spanning the top of the screen. Hovering the mouse cursor over each menu item displays a drop-down list of related functions, called a sub-menu. Click an item from the sub-menu to access another part of the program. Utility Menu: A horizontal bar at the top right corner of the screen. It is used to access online help, Billing & Licenses, Dashboard, and to sign out of the application. My Dashboard Your Top Producer IDX Dashboard is designed to offer you quick access to important information. These include: Product news (i.e., Scheduled System Maintenance) Hot Subscribers: Consist of Property Alert subscribers who have logged in during the last 30 days. For each subscriber, you can view the number of times this subscriber logged in, the number of properties and search criteria that were saved, and the number of Contact Me and Request for more Information that were submitted. You can also see subscriptions that have expired since your last login so that you can take action to contact them. Note that data obtained from your Property Alert subscribers is updated on your Dashboard once a day. Hot Listings: Displays all of your listings and the number of times each one of them were viewed by an active Property Alert subscriber. These statistics are vital to the seller. Lead Summary: (i.e., Contact, Appointment and Property Alert requests) that you have received since you last logged in. Click on the links to view a detailed report of your latest leads and subscribers. 1

6 Top Producer IDX User Guide Upcoming Open Houses: Click Add Open Houses to create a new open house. For more information, see "Adding an Open House". Viewing My IDX Site View your site to ensure that your listings, your picture, office logo, and color schemes are displayed properly. To view your IDX site: 1. From the main menu, select Account > My Profile. 2. Next to IDX URL(s), click View. 3. Click on the URL you wish to view. Your IDX site opens in a separate browser window. Checking My Billing and Licenses Use the Billing & Licenses page to check the status of your subscription and to find the contact information for the Customer Service staff. To view your subscription information: 1. From the utility menu, click Billing & Licenses. 2. Click the link marked click here. A new window opens to display your account and subscription information. Contacting Website Support If you are unable to find answers to your questions, please call our Website Support department during the following times: Monday to Friday, 9 a.m. - 8 p.m. (EST or EDT) North America: International: Fax: websites@topproducer.com Sales If you would like to either inquire about or purchase Top Producer IDX, please contact us during the following times: Monday to Friday, 9 a.m. - 8 p.m. (EST or EDT) Saturday, 11 a.m. - 6 p.m. (EST or EDT) Phone: sales@topproducer.com Billing and Account Inquiries (Customer Service) For all inquiries about your account and billing, please contact us during the following times: Monday to Friday, 9 a.m. - 8 p.m. (EST or EDT) 2

7 Getting Started Phone: International: Fax:

8 Accounts Updating My Profile Use the My Profile page to update your picture, office logo, contact information, and other profile details. Your profile details are displayed next to your listings. To update your profile: 1. From the main menu, select Account > My Profile. 2. Click Update My Profile. 3. Modify your profile using the spaces provided. Note: Items marked with an asterisk (*) are required. 4. To enter a Website URL, enter your URL in the space provided, then click Check URL. Tip: Ensure that your URL contains a prefix ( Example: A separate browser window opens displaying the content of the URL. This URL will appear in your banners, in your default auto-responder s, Property Alert subscriptions and alerts, and printable brochures. 5. To change your password, enter your new password in the space provided. Otherwise, leave it empty. 6. Click Update My Profile to save your changes. Note: When you make a change to your profile, you'll be asked if you would like to update your subscription information. Clicking OK launches the subscription management page in a new window. Changing My Password From the My Profile page, you can change your password. To change your password 1. From the main menu, select Account > My Profile. Your profile is displayed 2. Click Update My Profile. 3. Next to New Password, enter your new password. 4. Click Update My Profile to save your changes. Note: When you make a change to your profile, you'll be asked if you'd like to update your subscription information. Clicking OK launches the subscription management page in a new window. Managing My Picture From the My Profile page, you can upload your picture, replace it with a new one, or delete your current one. Your agent picture must be of a high resolution, have a portrait (shorter in width, longer in height) orientation, and be a minimum of 124 pixels in width. To upload a new picture: 4

9 Accounts 1. From the main menu, select Account > My Profile. 2. In the My Picture box, click Upload a Picture. 3. In the Agent Picture Upload window, click Browse, locate the picture to upload, and click Open. 4. Click Upload. Your picture is uploaded. To replace your current picture: 1. From the main menu, select Account > My Profile. 2. In the My Picture box, click Replace Picture. 3. In the Agent Picture Upload window, click Browse, locate the picture to upload, and click Open. 4. Click Upload. Your picture is replaced with the new one. To delete a picture: 1. From the main menu, select Account > My Profile. 2. In the My Picture box, click Delete Picture. 3. When prompted to confirm, click OK. Your picture is deleted. Managing My Office Logo From the My Profile page, you can upload a new office logo or replace the existing one. Your office logo will appear on all your banners and request forms. The logo must be high resolution, have a landscape (longer in width, shorter in height) orientation, and be a minimum width of 124 pixels. To upload a new office logo: 1. From the main menu, select Account > My Profile. 2. In the My Office Logo box, click Upload a Logo. 3. In the Office Logo Upload window, click Browse, locate the image to upload, and click Open. 4. Click Upload. Your office logo is uploaded. To replace your current logo: 1. From the main menu, select Account > My Profile. 2. In the My Office Logo box, click Replace Logo. 3. In the Office Logo Upload window, click Browse, locate the image to upload, and click Open. 4. Click Upload. Your office logo is replaced with the new one. To delete a logo: 1. From the main menu, select Account > My Profile. 2. In the My Office Logo box, click Delete Logo. 5

10 Top Producer IDX User Guide 3. When prompted to confirm, click OK. Your office logo is deleted. Viewing my MLS Info Your MLS Info includes your office ID, agent ID, office name, phone, and MLS status. If you wish to change your MLS Info, contact Website Support. To view your MLS Info 1. From the main menu, select Account > My Profile. 2. In the My Profile box, next to MLS Info, click View>>. Your MLS details are displayed. Adding an IDX link to Your Website or Top Producer IDX provides you with several IDX links that you can add to your Web site or s. When clicked, these links enable your customers to search for listings or to sign up for property alerts. These links are all listed under IDX URL(s) on your Account page. MLS Search: Using this search, customers can conduct sophisticated listing searches based on the property type, zip code, city, and MLS. If any of your own listings match the customer's search criteria, they are displayed at the top of the results list. Multi Search: This search enables customer to look for listings in all of the MLSs that you are subscribed to. This link is only available if you are subscribed to multiple MLSs. My Listings: This searches and displays only listings that match your agent ID. My Office: This searches for listings that match your office ID. Note than only one office ID is supported. Property Alert: This is a link to a Property Alert sign-up page. To add an IDX link to your Web site or 1. From the main menu, select Account > My Profile. 2. Next to IDX URL(s), click View. Top Producer IDX displays a list of all the IDX URLs. 3. Right-click on the URL that you wish to add to your Web site or and select Copy Shortcut. 4. Open the or Web site where you want to include an IDX link. 5. Right-click on the place where you want to have the URL and select Paste. 6. The URL link is copied and pasted into your Web site or . Tip: To add a single listing to your , Website or other publication, see "Adding Listing URLs". For more information on how to add an IDX URL to your Top Producer Website, see "Adding an IDX Page" in your Top Producer Websites online Help or user guide. Selecting a Color Scheme When you first register with Top Producer IDX, the system default is to automatically synchronize your Top Producer IDX and Top Producer Websites color schemes. If you do not intend to use Top 6

11 Accounts Producer IDX with Top Producer Websites or if you have different color scheme requirements, contact Website Support and we will assist you with your selection. Sending Leads to Top Producer 8i By default, all of your leads are sent to the address entered in your My Profile page. If you have a Top Producer 8i account, you can set up Top Producer IDX to automatically send all of your leads to your 8i Address Book. To send my leads to Top Producer 8i: 1. From the main menu, select Account > Top Producer Settings. 2. On the Send Leads to 8i drop-down list, select Yes. 3. In the 8i Username field, enter your 8i account username. 4. Click Update My 8i Settings. Your leads will now be sent to both your Top Producer 8i account and your address. Integrating with Top Producer Websites/Featured Website If you have a Top Producer Websites or Featured Website account, you can integrate it with your IDX account. With a successful integration, you can: Access your Top Producer IDX account directly from your Top Producer Websites/Featured Website Home page (under Other Resources). Display your Property Alert sign up/login page, Search Listings page, Search Results, Listing Results, and Listing Details within your Top Producer Websites/Featured Website Web site. To integrate with your Top Producer Websites/Featured Website : 1. From the main menu, select Account > Top Producer Settings. 2. Under Edit Websites Settings, enter your Top Producer Websites/Featured Website username and password in the space provided. 3. Click Update My Website Settings. Your username and password are saved. 7

12 Search Settings Customizing My MLS Search Fields Top Producer IDX enables you to customize the available fields in the MLS search (Search Listings) and Property Alert forms displayed to your customers. Choose from property features, lot features, location, custom features, and the option to search visually on a map. Different search criteria can be set for each MLS. The more features you offer, the more detailed the search can be. If you want customers to receive more listings per search, restrict the options available. If you have hundreds of listings, however, more search options is ideal for customers to find the properties relevant to them. To customize My MLS Search Fields: 1. From the main menu, select Search Settings > MLS Search Fields. 2. To add a search field to your form, select the check box next to the search field name. 3. To remove a search field from your form, clear the check box next to the search field name. 4. Optionally select any of the following Search Results: Map View Only: Select this option to only display search results on a map. This option is available only if your Administrator enabled this option. Otherwise, only the List View Only option is available. List View Only: This option is available only if your Administrator disabled the Map View option. List and Map View: Select this option to offer your customers the option to view their search results either in a list or on a map. They can then toggle between list and map view at any time. This option is available only if your Administrator enabled the Map View option. Gating Lead Form: The purpose of this check box is to capture leads. Select this check box to display a Property Alert Service form before customers can view detailed property listing. New customers are required to sign up for a Property Alert Subscription. Those with a subscription can log in with their address. After signing up/logging in, your customers will not be prompted to log in again from the same computer for the next six months. 5. When you are finished, click the Update {MLS Name} button. Customizing My City List Top Producer IDX enables you to customize the list of cities that are available to your customers when they are searching for a property (Search Listings) or when specifying their Property Alert subscription. Customizing your list of cities may be necessary when there are specific cities within your MLS that you do not service. Alternatively, you may also choose to include all of the cities in your MLS or Property Alert form. Follow the steps below to customize the list of cities available to your customers. Note: The default setting for each City List is to display all MLS cities. To customize my city list: 1. From the main menu, select Search Settings > City List. 2. To add cities to your list: 8

13 Search Settings Click on the city in the Available MLS Cities column, then click. The selected city is moved to the Selected Cities column. While pressing the CTRL key, click on the cities in the Available MLS Cities column, then click. The selected cities are moved to the Selected Cities column. Select all the cities from the Available MLS Cities column by clicking. All the cities are moved to the Selected Cities column. 3. To remove cities from your list: Select a city from the Selected Cities column, then click. While pressing the CTRL key, select the cities from the Selected Cities column, then click. The selected cites are removed from your list. Remove all the cities from the Selected Cities column by clicking. All the cities are removed from the list. 4. Click Update My {MLS Name} City List. Customizing My Zip Code List Top Producer IDX enables you to customize the list of zip codes that are available to your customers when they are searching for a property or when specifying their Property Alert subscription. Doing this could be necessary when there are areas within your MLS that you do not service. Alternatively, you can also choose to include all of the MLS's zip codes. Follow the steps below to customize the list of available zip codes. Note: The default setting is to display all zip codes. To customize my Zip Code list: 1. From the main menu, select Search Settings > Zip Code List. 2. To add zip codes to your list: Select a zip code from the Available MLS Zip Codes column, then click. The selected zip code is moved to the Selected Zip Codes column. While pressing the CTRL key, click on the zip codes from the Available MLS Zip Codes column, then click. All of the selected zip codes are moved to the Selected Zip Codes column. Select and move all of the available zip codes to the Selected Zip Codes column, by clicking. 3. To remove zip codes from your list: Select a zip code from the Selected Zip Codes column, then click. The selected zip code is no longer available to customers.. While pressing the CTRL key, click on the zip codes in the Selected Zip Codes column, then click. All of the selected zip codes are moved to the Available MLS Zip Codes column and are no longer available to your customers. To remove all of the zip codes from the Selected Zip Codes column, click. 4. Click the Update My {MLS name] Zip Code List. Customizing My Community List 9

14 Top Producer IDX User Guide Top Producer IDX enables you to customize the list of communities that are available to your customers when they are searching for a property or when specifying their Property Alert subscription. Customizing your list of communities may be necessary when there are specific communities within your MLS that you do not service. Alternatively, you may choose to include all of the communities in your MLS. Follow the steps below to customize the list of communities available to your customers. Note: The default setting is to display all the communities. To customize my Community list: 1. From the main menu, select Search Settings > Community List. 2. To add communities to your list: Select a community from the Available MLS Communities column, then click. The selected community is moved to the Selected Communities column. While pressing the CTRL key, click on the community names from the Available MLS Communities column, then click. All of the selected communities are added to the Selected Communities column. Click to add all of the available communities to the Selected Communities column. 3. To remove communities from your list: Select a community from the Selected Communities column, then click. The selected community is returned to the Available MLS Communities column. While pressing the CTRL key, click on the communities in the Selected Communities column, then click. All of the selected communities are removed from your list of selected communities. Click to remove all of the communities from the Selected Communities column. 4. Click the Update My {MLS name] Community List. Customizing My Subdivision List Top Producer IDX enables you to customize the list of subdivisions that are available to your customers when they are searching for a property or when specifying their Property Alert subscription. Customizing your list of subdivisions may be necessary when there are specific subdivisions within your MLS that you do not service. Alternatively, you may also choose to include all of the subdivisions in your MLS. Follow the steps below to customize the list of subdivisions available to your customers. Note: The default setting is to display all the subdivisions. To customize my Subdivision list: 1. From the main menu, select Search Settings > Subdivision List. 2. To add subdivisions to your list: Select a subdivision from the Available MLS Subdivisions column, then click. The selected subdivision is moved to the Selected Subdivisions column. While pressing the CTRL key, click on the subdivisions from the Available MLS Subdivisions column, then click. All of the selected subdivisions are moved to the Selected Subdivision column. To select and move all of the available subdivisions to the Selected Subdivision column, click. 10

15 Search Settings 3. To remove subdivisions from your list: Select a subdivision from the Selected Subdivision column, then click. The selected subdivision is returned to the Available MLS Subdivision column. To remove multiple subdivisions, while pressing the CTRL key, click on the subdivisions in the Selected Subdivision column, then click. To remove all of the subdivisions from the Selected Subdivision column, click. 4. Click Update {MLS Name} Subdivision List. Customizing My Price Range Settings Top Producer IDX allows you to set minimum and maximum price ranges in your search form. To customize my Price Range Settings: 1. From the main menu, select Search Settings > Price Range Settings. 2. Use the drop-down lists to select the minimum and maximum range values. 3. Next, use the drop-down lists to choose the increment values. For example, if you choose $100,000 as the minimum, $400,000 as the maximum, and your increment is $100,000, the drop-down menus that your customers will see when they perform a search will look like this: Price Range: Any Price 100, , , , When you're finished, click the Update {MLS name} button. A message is displayed indicating that your changes have been saved. 11

16 Listings Adding an Open House If you are having an open house for your listing, add open house details to the listing for your visitors to view. You can create up to two open houses per listing. To add an open house: 1. From the main menu, select Listings > Open Houses. Your listings are displayed, organized by MLS. If you only have one listing, it is displayed in the Add an Open House page. 2. If you have more than one listing, click Add next to the property for which you are creating an open house. Otherwise, skip this step. 3. Enter the date for the first open house even in the Date field. The date must be entered in the following format: mm/dd/yyyy. (Example: 02/12/2006) 4. Enter the time when the open house will occur. 5. Optionally repeat steps 3-4 for the second open house event. 6. Enter any open house instructions in the space provided. Use the formatting tools to customize the look and feel of your directions. 7. Click Add Open House. Note: You can only create open houses for your own listings; hence, only your own listings are displayed in the Open House Manager page. Editing an Open House You can edit your open house details at any time. To edit your open house details: 1. From the main menu, select Listings > Open Houses. Your listings are displayed, organized by MLS. If you only have one listing, it is displayed in the Update My Open House page. 2. If you have more than one listing, click Edit next to the property whose open house you wish to edit. Otherwise, skip this step. 3. After editing the open house details, click Update Open House. Your changes are saved. Deleting an Open House If an open house has expired and you do not wish to modify it, delete it from your system. Note that the steps below are only deleting the open house and not the listing itself. To delete an open house 1. From the main menu, select Listings > Open Houses. 12

17 Listings Your listings are displayed, organized by MLS. If you only have one listing, it is displayed in the Update My Open House page. 2. Do one of the following: 3. If you have more than one listing, find the one whose open house you wish to remove and click Del. - or - Click the Delete, which is located at the bottom of the page. The open house is removed. Adding Listing URLs The Listing URLs page contains the links to each one of your listings. You can include these links in your s, Websites, or other publications. You can also display the listing with a banner or without a banner. URL with Banner The URL with Banner is used when presenting the listing as a standalone Website. The listing appears with your branding (photo, logo, and contact information) and uses the color scheme selected for your IDX account. Customers can see all the listing details (including photos) and can use many listing tools (including Request a Showing, Map This Listing, and a Neighborhood Report). The single listing site has no Search or Property Alert features. URL without Banner The URL without Banner is used to frame the listing in the IDX page on Top Producer Websites or Featured Website. The listing takes on the Website colors and themed framework, so it does not require a banner. Customers can see all the listing details (including photos) and can use many listing tools (including Request a Showing, Map This Listing, and a Neighborhood Report). They also have the ability to save the listing, search for listings, and access the Property Alert feature. To add a listing URL 1. From the main menu, select Listings > Listing URLs. 2. Locate the listing that you wish to display. Tip: The listings on the Listing URLs page are sorted in ascending MLS order. 3. Click on the URL of the listing (with or without banner) to select the entire URL. 4. Right-click and select Copy. 5. You can now paste the URL onto your , Website or other publications. Note: To add an IDX search link to your , Website, or other publications, see "Adding an IDX Link to Your Website or ". Creating a Custom Search You can create up to ten "pre-set" searches for your IDX site. After selecting specific search criteria (such as location, listing features, and property features), the custom search creates a URL. The search URL can be used as a standalone website or framed into Top Producer Websites or Featured Website. When a customer clicks the URL, a summary page appears with listings that match the pre-set search criteria. Tip: If you've used all your searches and need to create a new one, delete one of the previous searches. 13

18 Top Producer IDX User Guide To create a custom search: 1. From the main menu, select Listings > Custom Searches. 2. Click the Add button next to an empty custom search. The screen refreshes with a list of search criteria. 3. Select the criteria that you would like factored into the search results. 4. At the bottom of the page, type a relevant name at the end of the URL. Note: Only numbers and letters may be used in the search name. Names are limited to a maximum of 40 characters. 5. Click Save. 6. Copy and paste the URL into your website. Editing a Custom Search To edit a custom search: 1. From the main menu, select Listings > Custom Searches. 2. Under Action, click the Edit button. The screen refreshes with a list of previously-selected search criteria. 3. Edit the search criteria. 4. Click Save. Deleting a Custom Search To delete a custom search: 1. From the main menu, select Listings > Custom Searches. 2. Next to the custom search you wish to remove, click the Del button. The custom search is deleted. 14

19 Auto Responder Customizing My Auto-Response Message When customers sign up for alerts or to ask for information, or when you sign them up for a Property Alert subscription, they automatically receive an that confirms their request. You can choose what to include in this by selecting the System Default (the default message written by your IDX administrator) message or by customizing your own. When customizing your message, you add a personal touch -- a personalized welcome, information about your services, and/or any other details you want a new customer to have right away. To customize your auto-response message: 1. From the main menu, select Auto-Responder > ( type: Request More Info, Request a Showing, Property Alert Sign-Up, Property Alert Agent Sign-Up, Property Alert , Property Alert Extension, Property Alert Expiry) 2. From the Type drop-down list, select Customize Auto-Response. 3. If you are customizing the auto-response message for the Request More Info and Request a Showing forms, you can edit the Subject line. 4. In the Message fields, edit the message and your name. Be sure to include your contact information and a link to your website. Fields with a red asterisk (*) are required. Note: Pressing the Enter key creates a double-space effect between paragraphs. If you want single-spacing, use Shift-Enter. 5. Optionally use the formatting buttons to customize the look of your message. 6. Click Save. 15

20 Property Alerts Creating a New Subscriber Property Alert subscriptions provide customers with a list of listings (new and existing) that match their search criteria. Customers can define their criteria and the frequency in which they wish to receive Property Alert notices. There are two ways to subscribe customers to your Property Alert Service: Customers subscribe themselves via the Property Alert Service form. They can access this form by clicking on the Property Alert Service link located on the Listing Results page. You can add them via the Property Alerts page from within Top Producer IDX. Follow the steps below: To create a new Property Alert subscriber 1. From the main menu, select Property Alerts > Create New Subscriber. The Create New Subscriber page is displayed. 2. Enter the customer's address in the space provided. 3. Enter the customer's information. Required fields are marked with an asterisk (*). 4. To refine the customer's search, select the required listing features from the drop-down list. To expand their search, select "Any". 5. In the Search Description field, optionally enter a custom description of the search criteria. If you leave this field blank, the default description will be used. 6. Enter the customer's update preferences. These preferences determine the frequency and duration of these Property Alert s. 7. Click Create Account. Managing Expired Subscribers The Manage Expired Subscriber page displays a list of expired Property Alert accounts. From this page, you can reactivate their account. The subscriber's search criteria will be retained. In order for subscribers to retain their previously-saved search criteria and listings, you must either resubscribe them or they must renew their subscription before it expires. If their subscription expired, they can also create a new account using a different address. To manage an expired subscriber 1. From the main menu, select Property Alerts > Manage Expired Subscribers. The Manage Expired Subscriber page is displayed. 2. Next to the customer whose account you wish to reactivate, click Edit. The subscriber's details and previously-saved search criteria or saved listings are displayed. Note: If previously specified, the subscriber's custom description will appear in red and directly above the system defined description. This will facilitate your conversation with the subscriber when discussing about previously-defined search criteria. 3. Optionally change the subscriber's Property Alert Update preferences. 16

21 Property Alerts 4. Click Re-subscribe <name>. Your customers will receive a Property Alert Extension . In this , they can cancel their subscription or they can click on a link that takes them to the site where they can modify their subscription and search criteria. Note that you can customize the content of this . For more information, see "Customizing My Auto-Response Message". Note: If the option to Re-subscribe is not available, there is already another account with the same address. You can only subscribe with a new address. 17

22 Reports Generating a Lead Report While viewing a property, your visitors will often request additional information. These requests are saved in our database. You can compile and view them in a report format at any time. To generate an agent lead report: 1. From the main menu, select Reports > Lead Reports. 2. In the Date Range boxes, enter the date range of the lead forms you wish to retrieve. 3. From the Lead Form drop-down list, select the type of form you want to display in your report. 4. From the Format drop-down list, select whether you want a summary or a detailed report. 5. Click Search. A report is displayed. Click on the date to view the report details. Generating a Listing Hit Report This provides a detailed report of the number of times your listings have been viewed over a specified time period. To generate a listing hit report: 1. From the main menu, select Reports > Listing Hit Reports. 2. Enter the date range for this report. 3. On the Page Location drop-down list, select the type of report to display: Listing Detail Page: Displays the number of times a listing's details were viewed on a specific date. Listing Results Page: Displays the number of times a listing was displayed to a customer as part of a search result. The results are grouped by the date when the hit occurred. Listing Map Detail Popup: Displays the number of times consumers launched a popup of the listing's details while in Map View. Property Alert Property Results: Displays the number of times a listing's detail was viewed by subscribers who accessed the listing from their a Property Alert account. Property Alert Results: Displays the number of times a listing detail was viewed from the subscribers' Property Alert s. 4. Optionally enter the MLS number of the listing you wish to include in the report. 5. Optionally enter the address of the listing you wish to include in the report. 6. Click View Report. A report is displayed. Click on the date to view the report details. Generating a Property Alert Report 18

23 Reports Customers can sign up for your Property Alert service if they wish to be notified whenever a property that matches their search criteria has become available. Using a search criteria, such as a zip code or a city name, they can create and save listing searches for repeated viewing. The Property Alert Report consists of two types of reports: 1. Notifications Report: This lists the number of notifications that have been sent out for a listing. Note that customers are made aware of the number of new properties that meet their search criteria since the last alert. 2. Subscribers Report: This lists the number of customers subscribed to this service and provides detailed information about their listing search criteria and their saved listings. Each saved listing search gives the notification frequency, expiration date, address, property description, and MLS name. Each saved listing shows the listing address, type, price, MLS number, square footage, etc. To generate an Notifications report for a listing: 1. From the main menu, select Reports > Property Alert Reports. 2. Under the Search Notifications section, type in the listing's MLS number. Note that the red asterisk indicates that this is a required field. 3. Click Search. The report is displayed. To generate a Subscriber's report: 1. From the main menu, select Reports > Property Alert Reports. 2. Under the Search Subscribers section, enter the date range for this report. 3. Enter additional search criteria. Note: To display a report of all your subscribers, leave these fields blank. 4. Click Search. The report is displayed. 19

24 Appendix EULA When you log on for the first time, you will see your End-User License Agreement (EULA). Read it carefully before accepting the terms. The EULA can also be reviewed any time you want to by following the steps below. To view your EULA: 1. Log on to Top Producer IDX. If this is the first time you've logged on, the EULA will be displayed. Note: If you have previously accepted the EULA, proceed to the next step. 2. On the bottom-right corner of the screen, click Disclaimer. A new browser launches with the Top Producer IDX subscriber disclaimer. 3. Click Subscriber Agreement. Your EULA is displayed. FAQ Getting Started How do I add a photo? 1. From the main menu, select Account > My Profile. 2. In the My Picture box, click Upload a Picture. 3. In the Agent Picture Upload window, click Browse, locate the picture to upload, and click Open. 4. Click Upload. 5. Your picture is uploaded. How do I add a logo? 1. From the main menu, select Account > My Profile. 2. In the My Office Logo box, click Upload a Logo. 3. In the Office Logo Upload window, click Browse, locate the image to upload, and click Open. 4. Click Upload. Your office logo is uploaded. How do I change the colors of my IDX page? When you first register with Top Producer IDX, the system default is to automatically synchronize your Top Producer IDX and Top Producer Websites color schemes. Ifyou do not intend to use Top Producer IDX with Top Producer Websites or if you have different color scheme requirements, contact Website Support and we will assist you with your selection. How do I add an IDX search page to my Top Producer Website? IDX search pages (and webboxes) are added via your Top Producer Website's tool. For more information on how to add a page to your website, see the topic "Adding an IDX page" in your Top Producer Websites Online Help. 20

25 Appendix MLS What if I subscribe to more than one MLS? IDX supports accessing multiple MLSs from one account. You can select the MLS you wish to search when viewing your reports or city list. On your website, you can specify which MLS your customers can search. How do I give my customers access to more than one MLS? When adding an IDX page to your website, you'll be prompted to insert the IDX URL. You can give your customers access either to a specific MLS or to every MLS on your account. The URL you enter determines what they see. For more information on entering the URL, contact Website Support. Why can't I access the listings in my MLS? If you subscribe to more than one MLS, you may have paid for each subscription on a different credit card. Hence, your IDX account may only have information for one card. It could also be that a subscription has expired. Contact Website Support to resolve this problem. Listings Can I add/remove photos from my listing? Yes, you can. However, you will need to contact Website Support to perform this action. Can I add/remove a virtual tour from a listing? Yes, you can. However, you will need to contact Website Support to perform this action. Other Features What is tell a friend? Tell a friend allows visitors to your web site to forward listings to their friends and acquaintances. All the visitor has to do is: 1. Click the TELL A FRIEND link below the listing; an message form will appear. 2. Type in the required name and addresses, as well as an optional message, then press enter. The listing information is sent with the , then a copy of the is forwarded to you. 21

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27 Index A Auto-Response Messages B Billing and Licenses, Checking... 2 C City List, Customizing... 8 Color Scheme, Selecting... 6 Community List, Customizing... 9 Contact Support... 2 Custom Search, Creating Customization Auto-Response Message City List... 8 Community... 9 MLS Search Fields... 8 Price Range Settings Subdivision Zip Code List... 9 D Dashboard My Dashboard... 1 Office Logo... 5 Picture... 4 Profile... 4 E Notification Report I IDX, Viewing... 2 Integrating IDX and Websites... 7 L Lead report sending... 7 Licensing Billing... 2 EULA Listing URLs, Adding Listings Custom Searches Listing Hit Reports Single Listing URL Types of Searches... 6 M Main Menu... 1 MLS Info, Viewing... 6 MLS Search Fields, Customizing... 8 N Navigation Basics... 1 O Office Logo, Managing... 5 Open House creating deleting editing P Password, Changing... 4 Picture, Managing... 4 Price Range Settings, Customizing Profile, Updating... 4 Property Alert Report R Reports Notifications Leads Listing Hit Property Alert Subscribers S Subdivision List, Customizing Subscribers Report Support, Contact... 2 U Utility Menu... 1 W Website Color Scheme... 6 login settings... 7 Support... 2 Z Zip Code List, Customizing