Just Listed/Just Sold FAQ

Transcription

1 Just Listed/Just Sold FAQ General... 3 Where is my Agent Profile Information?... 3 What is the Just Listed/Just Sold Postcard service?... 3 How do I sign up for this service?... 3 Who will receive the postcards?... 3 Can I choose my own addresses for a mailing?... 3 How do I set up a list of addresses to import?... 3 Can I exclude specific addresses from a mailout?... 3 Can I get property information directly from MLS?... 3 What s new in MLS Credentials... 4 Why is my MLS not listed on the Postcards page?... 4 Postcard Setup... 5 Where do I select my postcards?... 5 How is the postcard different from normal postcards?... 5 What is the quality and size of the postcards?... 6 What s the minimum and maximum number of postcards that I can send out for each mailout?... 6 Why is the Quantity on the Postcard Confirmation page less than the number I entered earlier?... 6 Is there an easy way to check my account details?... 6 What information does Top Marketer need to print my postcards?... 7 Why is the salutation in my postcard wrong?... 7 Can I see where the postcards were sent?... 8 I do not like a listing photo that was selected for the postcard. Can I change it? s... 8 I subscribe to the service and have listed a property, but haven t received an notifying me about the postcard mailout opportunity?... 8 Why does No Image Available appear on the Postcard Confirmation ?... 9 Why did I get an Invalid Address ?... 9 Why did I get a Not Enough Addresses Found ?... 9 Why do I continue to receive an notifying me about the same property?... 9 Mailouts... 9 How do I approve a postcard mailout?... 9 How do I reject a postcard mailout? Can I approve a postcard mailout if I previously rejected it? What is the difference between First Class and Standard Class postage? How much will the mailing cost? How long does it take for a consumer to receive a postcard? How do I temporarily stop this service? Where can I see all the responses that I received from a postcard mailout? What could go wrong? Bill Payment Can I save my credit card information to use next time? How do I save credit card information?... 14

2 How do I remove a credit card from the list of saved cards? Market Snapshot Access Can consumers request a market snapshot? I don t subscribe to Market Snapshot. What will consumers see after they have viewed the agent branded property details? How do I enable the Market Snapshot option? How do consumers view the just listed/sold property details?... 15

3 General Where is my Agent Profile Information? A Access your agent profile through Control Panel > Setup > Agent Profile to enter or update your information using the Setup Wizard. What is the Just Listed/Just Sold Postcard service? A The Just Listed/Just Sold Postcards service is a direct-mail marketing component of the Top Producer suite of applications that promotes your recently listed or sold properties. It uses a print/mailing strategy to drive traffic to a Web page from which leads are gathered and ed to the agents. The Just Listed/Just Sold Postcard service will: Search your MLS for recently listed and / or sold properties that you recently added to your MLS. Send you an requesting your approval to send personalized postcards for the property. (If approved) Send out consumer mailers with unique personal codes and a reference to the Web landing page: Accept the personalized code at the Web landing page and store consumer s registration information. Display the agent branded Just Listed/Just Sold property details page. Enable consumers to request a Market Snapshot (if agent has a Market Snapshot subscription) How do I sign up for this service? A If you already have a Top Marketer and Top Connector subscription, this service is automatically added at no additional cost. Otherwise, contact us at to subscribe for this service. Who will receive the postcards? A The addresses surrounding the listed property will receive the postcards. You can choose how many addresses will receive a postcard. Addresses that are on the Do Not Mail list are excluded from the mailout. Can I choose my own addresses for a mailing? A You can create your own custom addresses and import the list. For information about the requirements for a successful import, and the import procedure, see Creating Postcard Address Lists in the Top Marketer Online Help. How do I set up a list of addresses to import? A Your file must be in comma separated values (csv) format. To insure that the file you are going to import meets the requirements for a successful import, see Creating Postcard Address Lists in the Top Marketer Online Help. Can I exclude specific addresses from a mailout? A This functionality is currently not supported. Can I get property information directly from MLS? A Yes, if you are the listing agent, you can retrieve information for properties listed on the MLS Boards you subscribe to. For information on how to do this, see Postcards by MLS Number Search in the Top Marketer Online Help. Note that some MLS Boards do not permit the retrieval of information for printing purposes. What s new in 3.0 The following enhancements will improve your ability to work with Just Listed/Just Sold Postcards.

4 New Look and Feel The Control Panel has been updated with a new color theme and fresh icons for the menus. Hover over an icon to see the menu selections. View and update your postcard information from the Postcard menu. Make your postcard and mailing type selections from the Setup menu. Quick Access Access the pages you need most, such as MLS Setup, by clicking a link in the Quick Access Sidebar on the Control Panel. Agent Profile Information Your agent information no longer appears upon login. You now access this information through Control Panel > Setup > Agent Profile to enter or update your information using the Setup Wizard. Setup Wizard The new setup wizard will guide you through all the steps to enter your credentials and preferences in order to use Top Marketer. This includes setting up, and updating: Agent Profile Information MLS credentials Just Listed Postcards. You can return to the wizard at any time from the Setup menu on the control panel, to update your information and settings. See details about how to use the Setup Wizard in the Top Marketer Online Help. MLS Setup In this release, your MLS Setup is done on a separate page via the Setup Wizard. These MLS credentials are used by both Just Listed/Just Sold Postcards and Market Snapshot to access your MLS data. If you have more than one MLS, you must select a default one to use. Notice that the first MLS (4674) is highlighted in yellow, indicating that it supports automatic JLP searching. The second one has been selected as the default. For more information, see Setting up your MLS in the Online Help. To add another MLS ID and Board, contact us at MLS Credentials Why is my MLS not listed on the Postcards page? A All MLS credentials have been moved to a separate MLS Setup page. Access this through the Setup Wizard (Top Producer Control Panel > Setup > MLS Setup). Note: Your MLS information is used for Market Snapshot as well as for Just Listed/Just Sold Postcards. If you belong to more that one MLS, they will all be listed on the MLS setup page and you are required to select a default one so that the system can use the information for generating a Market Snapshot. You must enter your MLS ID on this page. On that page, MLS Boards that support postcard printing are highlighted in yellow. If you join another MLS Board, contact us at to add it to your profile.

5 MLS Setup page Postcard Setup Where do I select my postcards? A Use the Postcard Setup page to select default postcards for both just listed and just sold postcards, as shown in the following graphic: Portion of Postcard Setup Page You must set up your MLS credentials on the MLS Setup page before selecting your initial postcard set. Read about the new MLS Setup page in this document. Subsequently, you can access this page from the Top Marketer > Setup menu to change your postcard selection. See information about Postcard Selection in the Top Marketer Online Help. How is the postcard different from normal postcards? A Each postcard is personalized for each listed/sold address. The image below contains the personal access code together with instructions on how to obtain more details on the property.

6 Back of Just Sold Postcard What is the quality and size of the postcards? A All postcards are 5.5 x 11, 80#, matte cover, without UV coating and with color on both sides. What s the minimum and maximum number of postcards that I can send out for each mailout? A Minimum: 100 Maximum: 1000 (this value may change in the future). Why is the Quantity on the Postcard Confirmation page less than the number I entered earlier? A Top Marketer was unable to find the requested number of addresses surrounding the property. One common reason is that the property is in a new subdivision. You require a minimum of 100 addresses for each mailout. If Top Marketer finds less than 100 addresses, you will be notified via that there are not enough addresses for this mailout. Is there an easy way to check my account details? A Go to the My Account tab (Top Marketer Control Panel > Postcards > Manage Address Lists). You can view details of your current contact information, photo and company logo.

7 My Account tab What information does Top Marketer need to print my postcards? A Before Top Marketer can print postcards for your property, the following information is obtained from your MLS: MLS Number Status Property Type (Sold/Listed) Listing Price Street Address (House Number, Street Name, Suite Number, City, State, Zip). Not all fields must be entered Depending on the postcard design that you selected in your Postcard Settings page, it may also need the following information: Number of Units Square Feet Area Sale Date Bedrooms Stories Listing Date Status Date Total Bathrooms House Style Date on Market (DOM) Lot Size Garage If this information is unavailable, Top Marketer is unable to send you the Postcard Confirmation . If your property address (on the Postcard Status Report page) has a Missing Data status, log on to your MLS and ensure that the missing data is entered. Return to the Postcard Status Report page and click Go to start the Postcard Confirmation . Why is the salutation in my postcard wrong? A You have entered the recipient name incorrectly in your source file. You must follow some rules in order for the names to appear correctly in the salutation on your postcard. The following graphic contains example of how names should and should not be entered into your source file:

8 Because the salutation on the postcards is based on Dear First Name, Lines 1, and 4 are acceptable. Lines 2, 3 and 5 are incorrect. Here is how the use of first-name salutations will appear: Line 1 Dear John and Jane. Line 2 In cases where last name is used for salutation, it would be Dear and Jane Doe Line 3 Dear John and Line 4 Dear John Line 5 Dear Dear. Note that it is mandatory to complete all the fields in your source file. Can I see where the postcards were sent? A On the Postcard Addresses Mailed Report page, you can see all of the addresses that received a postcard for a property. You can access this report from the Postcards Status Report page by clicking the the right side of the page, on the line you want to check. icon on I do not like a listing photo that was selected for the postcard. Can I change it? A Yes. You can select a new listing photo in two ways: When approving the postcard mailout. On the Top Marketer Control Panel > Setup > Just Listed Postcard Setup page. All future postcard mailouts will use your new selection. s I subscribe to the service and have listed a property, but haven t received an notifying me about the postcard mailout opportunity? A If you recently subscribed to the service, ensure that this service is activated. On the Top Marketer Control Panel > Setup > Just Listed Postcard Setup page, select the Just Listed and/or the Just Sold check boxes. Click Update at the bottom of the page. Also, ensure that you entered a valid address on your Top Marketer Control Panel > Setup > Agent Profile page.

9 Portion of Agent Profile Page Why does No Image Available appear on the Postcard Confirmation ? A If your recently listed or sold property does not contain any images, the Postcard Confirmation will also indicate that no image is available for this property. To continue with the postcard mailout, you need to upload an image. Why did I get an Invalid Address ? A Top Marketer was unable to validate the property s mailing address. To resolve this, do the following: 1. Check on your MLS that the address is correct. 2. Go to Top Marketer > Postcards > Postcards Status Report page. 3. Beside the property for which you want to send postcards, click Approve. Why did I get a Not Enough Addresses Found ? A Each mailout must have a minimum of 100 postcards. When there are not enough addresses surrounding the listing address, you will receive this and will not be able to send out postcards for this listing. This may happen in new subdivisions or sparsely populated areas. Why do I continue to receive an notifying me about the same property? A When you receive your first , you need to respond by either approving or declining the mailout offer. If you wish to continue with this mailout, click Go. To decline, click Stop. Mailouts How do I approve a postcard mailout? A There are several steps involved in this process. They are described here. Step 1: Top Marketer sends you a Postcard Confirmation notifying you of the opportunity to send out postcards for a recently listed or sold property.

10 Sample notification Step 2: Click Go. The Top Marketer login page appears. Step 3: Log in with your user name and password. You are directed to the Postcard Confirmation page. Step 4: (Optional) You can change the default postage type here. The cost will be re-calculated on the next page.

11 Step 5: (Optional) In the Quantity box, change the default number of postcards that you want to send out. This number was automatically set during Postcard Setup. Step 6: (Optional): To select a different postcard for this mailout, click Change postcard. On the Postcards page, select the postcard that you want to use. You can click View Larger below the relevant photo, to see a larger image. Click View a sample to display the back of the postcard in a new window. When you are satisfied, click Update. Step 7: (Optional): To select a different listing photo for the postcard, click Change Property Photo. On the Postcards Photo Upload page, click Browse and select a new listing photo. Click Upload Photo. A preview of the photo is displayed. Click Close. Step 8: On the Postcard Confirmation page, click Continue. Your postcard order is calculated and displayed in the Order Summary. Step 9: Check and verify your postcard order, and then enter your billing address and payment information. You can either use a previously saved credit card or you can save a new one for future orders. Click Continue. Your order is not placed yet. You will confirm your order as the last step. Step 10: (Optional) To save a new credit card number, beside the Saved Credit Card drop-down list, select New. Enter your payment information in the spaces provided. Check the Save This Credit Card check box, and then click Continue.

12 Summary of Order Cost Step 11: Review your order and then click Confirm. Your order number displays. Step 12: Click Sign Out. Your order is processed and your postcards are mailed out within 7 business days. How do I reject a postcard mailout? A When you receive an notifying you of the opportunity to send out postcards for a recently listed or sold property, click Stop in the . Top Marketer continues to monitor your other listings but you are notified that you will no longer receive any more s about this postcard mailout opportunity. Can I approve a postcard mailout if I previously rejected it? A Yes. To view all of your postcard mailout opportunities, open the Top Marketer Control Panel > Postcards > Postcards Status Report. Portion of Postcards Status Report Click Approve beside the property address for which you wish to send out postcards. What is the difference between First Class and Standard Class postage? A First class mail takes priority over Standard class mail. First class mail can be delivered as soon as the next day. Standard class can take anywhere between 2-3 weeks. Note that delivery time varies according to volume and natural conditions.

13 How much will the mailing cost? A It will depend on the number of postcards that you order and the type of mailing you select, plus any applicable taxes. When you approve a postcard mailout, Top Marketer will take you through the steps of placing your order and calculating your final cost. Note that the rate will change if the postage rate increases. How long does it take for a consumer to receive a postcard? A This depends on the bulk mailing you select. You are offered two options: Standard bulk mailing, which takes from days to reach the consumer. First class bulk mailing, which takes 2-3 days. How do I temporarily stop this service? A Go to the Top Marketer Control Panel > Setup > Just Listed Postcard Setup page. Clear the Just Listed and Just Sold check boxes, then click Save & Close. The service will be suspended immediately. Where can I see all the responses that I received from a postcard mailout? A Top Marketer receives all the responses from the postcard mailout and displays them on the Inquiry Report. To view your responses, open the Top Marketer Control Panel > Inquiries > Inquiry Report. Enter the Start and End Dates for your report. Select Postcards from the Inquiry Source drop-down list. Then click Reload Report. Portion of Inquiry Report A copy of these responses is also sent to Top Producer 8i, if you have a subscription linked to Top Marketer. What could go wrong? A Top Marketer provides you with a report of all your listed/sold properties along with their status. Open the Postcard Status Reports page (Top Marketer Control Panel > Postcards > Postcard Status Report). Locate the address of the property that you recently listed/sold to see its status. Address Failure: Top Marketer was unable to validate the mailing address for your property. To resolve this, log on to your MLS and enter the correct mailing address. Missing Data: Top Marketer did not receive sufficient information on your property from your MLS. To resolve this, log on to your MLS and ensure that it contains the minimum MLS information. Not Enough Addresses: Top Marketer was unable to retrieve at least 100 valid mailing addresses for this mailout. Unfortunately, a postcard mailout cannot be performed for this property. No Response: This status appears if you ignore the that notifies you of the mailout opportunity. Cancelled: This status appears if you declined the mailout opportunity. Credit Card Problem: Displayed if Top Marketer was unable to process your credit card.

14 Bill Payment You are automatically taken to the Postcard Confirmation page when you place a postcard order. This page contains your billing information. Can I save my credit card information to use next time? A Yes, You can save your credit card information and reuse it for future orders. Do this on the Postcard Confirmation page. How do I save credit card information? A On the Postcard Confirmation page, under Payment Information, select New. Enter your details in the spaces provided. Check the Save This Credit Card check box. Click Continue. How do I remove a credit card from the list of saved cards? A On the Postcard Confirmation page, from the Payment Information Card Type drop-down list, select the credit card that you want to remove. Check the Use this Credit Card but remove from saved list check box. Then click Continue. If you want to permanently remove this credit card, contact Tech Support at Market Snapshot Access Can consumers request a market snapshot? A If you have a Market Snapshot subscription and you enabled this option, consumers can request a Market Snapshot. I don t subscribe to Market Snapshot. What will consumers see after they have viewed the agent branded property details? A If you don t have a Market Snapshot subscription, you can direct consumers to your personal web site. To specify this Web site, open the Postcard Setup page (Top Marketer Control Panel > Postcards > Postcard Setup). Portion of Postcard Setup Page From Feature Listings, select Agent Website Link with Listing Details. Enter the Web site link in the space provided, then click Update. How do I enable the Market Snapshot option? A Follow the steps described below. Step 1: Open the Postcard Setup page (Top Marketer Control Panel > Postcards > Postcard Setup).

15 Portion of Postcard Setup Page Step 2: Select the Market Snapshot Request with Listings Details option and then click Update. If this option is grayed out, please contact our Sales Department at to subscribe for the Market Snapshot service. How do consumers view the just listed/sold property details? Each postcard contains a unique personal access code along with instructions on how to view the listed or sold property details. Step 1: Consumers will visit and enter the access code as displayed on their postcard:-, and click Go. Step 2: Consumers enter their contact information and then click Register. An agent branded page displays the listing. Step 3: Consumers can click Continue at the bottom of the listing to request a Market Snapshot. (This feature is available only if the agent is subscribed to Market Snapshot and enabled this feature). A report request page opens. Step 4: On the Report Request page, Consumers enter their address, phone, and home attributes, and then click Get Free Report.

16 Report Request Page After the request is submitted, an agent branded confirmation displays: