RE/MAX Mid-States and Dixie Region. Technology Program Clients Tab: What to do with Internet Leads

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1 RE/MX Mid-States and Dixie Region Technology Program Clients Tab: What to do with Internet Leads Page 12/8/2008

2 Table of Contents MUST RED! efore you begin please make sure you read the following requirements needed to accessing and managing your gent Intranet for your website. 1. MUST have taken or know the following: Read or taken the eginners Setup Course Have your website already fully setup Know how to navigate your website and your agent intranet quickly and easily. 2. The Following rowsers are support: Microsoft Explorer 5.5 or higher and running on a windows based system. 3. The following platforms and browsers are NOT guaranteed to work properly: Platforms-Macintosh and Linux rowsers-firefox, Safari or Opera What s In this ook? What to do with an Internet Lead: Page 3-10 ccepting Leads: Page 4 Client Profile: Page 5 Web ctivity: Page 6 ctivity Notices & Contact Notes: Page 7 a Client: Page 8 History & ulletin oard: Page 9 File rchive: Page 10 Messages to Client s Home Finder: Page 11 Setting Up Your Letters, Personal Campaigns and Groups: Page Creating Groups: Page 13 Creating Letters: Page Creating Custom Campaigns: Page gent Intranet Top Tool ar Descriptions: Page 20 How to get Help! - Website Support Contacts: Page 21 Page 2 12/8/2008

3 RE/MX Mid-States and Dixie Region Technology Program What to do with an Internet Lead Page 3 12/8/2008

4 What to do with an internet lead 1 Leads are sent to you via your or however you setup your USER MN- GER area so as to deliver s to your computer or your cell phone/ handheld device. Upon receiving the lead notification log into your gent Intranet.. Note that you have leads.. Select the CLIENTS MNGER tab to accept the leads C. Select the top ballot box to select LL leads. D. Select: ccept Lead button E. You will then be asked to confirm by ccepting Selected Leads. F. fter the lead is accepted you will note that the lead will show up under Recent Client Web ctivity-last 14 days If the lead is over 14 days without activity you will locate the client under the Contact List tab. G. Select the View link to access the clients activity. NOTE: The LV s which means Listings Viewed. C D E F G Page 4 12/8/2008

5 2 Profile: This area pertains to the clients contact information, campaign groups, access and global notifications. This is your Contact Management System. H C I D F E G. Client Contact information the client provided OR if you added the client you would provide all information known. The Client Contact will get all the s and drip marketing campaigns. 2nd Contact information This provides you with an additional contact name: spouse, Friend, family member etc. This contact will NOT get automated s. C. To Delete a client: Select this button. D. Lead Information: ctive, Incubating, Under Contract or Closed. You can search off these fields for contact management. NOTE: the transfer. E. Real Estate Needs Profile: Specify the needs of this client. You can search off these fields for contact management. F. Client Classification: Set the level at which this client is during the sales cycle. You can search off these fields for contact management. G. Distribution Groups: Preset your client into the appropriate group to receive automated s from your campaigns. You can search off these fields for contact management. H. Web Client-My Home Finder ccess: llow or disallow a client from accessing their Home Finder account on your website. I. Transfer Contacts. This features provides you with the tool to transfer a current client to another agents website who is within the system. Select the office and agent name statewide. Page 5 12/8/2008

6 3 Web ctivity: Provides you with the tools to view the searching habits, favorites, forms and needed information found on your website.. History: When the client first and last logged into your website. lso provides source, source type and if it came from a unique marketing link.. ctivity: quick view of what your client has been doing in regards to saving favorites, properties or submitting forms and searches. C. Website ctivity: This view provides the exact homes viewed. Where the client came in from etc. D. Searches and Notification: This is the My Home Finder by area whereas the consumer has requested these home be ed. E. Favorite Properties: Unlimited folder for clients to save favorite listings as well as rate and make notes on the homes F. Forms Submitted: ny forms filled out by the consumer on the websites will be located here. Note: On the acceptance of a Hot Leads always refer to this section to locate the form that the consumer submitted. copy of this form will also be ed to your address. C D E F Page 6 12/8/2008

7 4 ctivity Notices: This area provides the ability to be alerted when the client logs back into your website.. Client ctivity Notices ed to the gent-for This Client: You can control the notices ed to you for each individual client based on your need of knowing when they visit, save things or search for new listings. Do not forget to Update Client Settings once you have made changes. The default setting is Don t Me. 5 Contact Notes: Keep records of phone calls, s and any items during the course of the relationship.. This area is simply a text area. Develop a method to provide short notes, dates and times.. Do not forget to select the Submit button when completed. Note: This section is only visibly by the agent. Page 7 12/8/2008

8 C D 6 Use this tool to quickly your client.. The client s name will auto-populate or you can change it.. Type in a Subject line C. Select from your predesigned letters or... D. Type in a personalized based on the visiting habits of your client. E. You can elect to send this now or select Send Later and schedule the to go out at a later date. E e Creative! Time tested solutions for ing from other associates. 1. When you first accept the lead review the web activity and make determinations on the needs of the lead/ prospect. 2. Prior to your drip marketing campaigns rolling out the day after you accept the lead. Send a personalized from your website to the lead/prospect. 3. Make the personally from you as in making comments about the homes the lead/prospect had visited. Offer up links (every home on your website has it s own domain name) in your to other homes in the MLS that you feel is of importance. 4. sk questions in your that are relative to the searches done by the consumer. Get the client to want to get involved. 5. Make your s short and non-aggressive. Friendly and welcoming. NEVER TYPE IN LL CPS! 6. Check your spelling and grammar. Other ideas. Once you have a relationship with the client use your system to schedule happy birthday s since the system can be automated to send by date. Use your system to remind your clients of important dates prior to the closing. If the dates are pre-scheduled setup the by date for each event (termite inspections, home inspection, surveyor, landscaper, lenders etc.) Page 8 12/8/2008

9 7 History: This will provide you with a history of all s sent from the or from the drip marketing campaigns including newsletters. If you ever wonder if an was sent by the system to your client this is the place to look.. History Filter: llows you to select the s and run reports for the amount of days.. Shows you the s and you can select the and review them individually. 8 ulletin oard: Post a special message for your clients so that next time they come back to your website and log in your message will be waiting for them.. Gives a history of the messages you have posted.. This is the area where you post your message and hit submit. Page 9 12/8/2008

10 9 File rchive: Post documents and forms online for clients to receive and pull down to print. C. Files in rchive: This is the area that shows the documents that have been posted or archived. Upload File to rchive: You provide the name of the document then you browse your hard drive for the document or PDF to be uploaded. C. Then simply select Submit. Tip: Use the Google Toolbar to spell check your . Page 10 12/8/2008

11 10 Messages: Post online messages for all Clients.. Type in message: Use this text box to type in a message. This box is not HTML enabled.. Post Message: Select Date Range and Submit Message. C. Posted Messages: View previous messages up to 30 days. Page 11 12/8/2008

12 RE/MX Mid-States and Dixie Region Technology Program Setting Up Groups, Creating Letters and Personal Campaigns Page 12 12/8/2008

13 To-Do List efore Setting up your Campaigns. 1. Determine the Groups of people who you work with: New Home uyers, First Time uyers, Land or commercial etc. Or break your internet leads down into Types of leads and design campaigns to go to them. Note: You will be adding people to campaigns by the group they are in. 2. For each group determine the number of s over a period of time you want to be sent. 3. Compose your letters using Notepad or Microsoft word. (Do not get fancy, just plain text and simple to the point text. 4. Save your letters in folders on your computer, name after each group. 1 Creating Groups: dding Groups is like creating folders on your computer.. Under Create New Custom Group you will select the text box area for Group Name and enter the name of the group.. Then select the Group Description text box and enter in a description outlining the purpose of the group. C. To Create the Group select Create Group 2 Campaigns ctivity Campaigns for Groups:. Select Modify to turn on the new Campaign.. Select Recipients to select the Group you want the campaign to go to. C. Pop-Up Window showing Groups C C Page 13 12/8/2008

14 3 Create Letters: Select Letters already in the Letter Library or Create your own personal letters. Under the dd Letter to your personal letter library choose Category. Select the pull down menu and select New Category then type in the title of your category. In this example we will be setting up new sign up Letters. Give the letter a title: example: First letter out to welcome new internet lead C. Provide a Subject Line the consumer will see: Example : I hope my website helped you D. Then provide a short but personal letter E. When done select: dd Letter C D NOTE: Continue this process to add each letter to the Category E Page 14 12/8/2008

15 4 Letter Library: from here select Letters and then Letter Library. Verify that your letters are all there.. Select the Preview link to review them. Check for spelling errors. Remember to make them short, to the point but friendly. Tip: Use the Google Toolbar to spell check your letters. Page 15 12/8/2008

16 5 Campaigns: Scroll to the bottom of the page.. Select: Create Custom Campaign 6 Campaign ssistant: REMEMER: We are replacing the sign up letters with our own.. Give your Campaign a Name. Select Sign-Up C. Select Continue C Page 16 12/8/2008

17 7 Confirm Your Setup: Verify that this is correct.. Select: Continue 8 Campaign Letters: This is where you will select the letters from your library to add to the new campaign NOTE: I am choosing from my newly created letters.. Select the letter you wish to be sent first by selecting the radio button next to the letter.. Enter in the number days after the first event or lead acceptance in this case. C. Select Continue C Page 17 12/8/2008

18 9 Campaigns: dd another letter. Select: dd Letter 10 Campaign Letters: Continued from step 6.. Select the second letter you wish to be sent by selecting the radio button next to the letter.. Enter in the number days after the first event or lead acceptance in this case. C. Select Continue C Page 18 12/8/2008

19 11 Campaigns: When you have added all of the letters simply finish by.... Select: Finish 12 ctivating the Campaign:.. Select Settings for the Welcome Letters and select OFF. You should have a Red Flag when turned off.. Select the Modify button next to your new letters and select the ON button. You should have a Green Flag when turned on. You have just created three new letters Created a New Campaign dded the Letters to the Campaign Replaced an old campaign ctivated your new campaigns Page 19 12/8/2008

20 gent Intranet Top Tool ar Descriptions The User tab contains all the contact and user information for your website. Your website is Database Driven. This means that the information that you enter in the User section of your website is what displays on the website. It is essential that this information be kept up-to-date. In brief, if a prospective buyer/ customer can t find you, you run the risk of losing that prospective buyer/customer. You need to be sure your contact information is correct! This tab controls all of your Contact information, Password, ddresses, Zip Code Marketing rea, Wireless Instant cceptance, gent MLS ID, gent Photo, and Domain Name's) Management. The Site uilder tab controls all of your website s customization tools. This section contains some of the most powerful tools available in your industry. The Site builder tools allow you the flexibility to edit the default content or to completely customize your website. Move Page Objects from page to page, Change the template of your Featured Properties, dd Slogans and scrolling footers, one of a kind Search Engine Optimization tools and submit to search engines features, powerful website reporting tools and unique return of investment marketing source codes to track the value of your internet marketing locally or nationally. The Listing Manager is the driving force for adding site value. Even though the tools in this section may be perceived as only for dvanced (Power) Users, making an effort to learn these tools means you ll be able to more effectively attract buyers and market your listings. Enhance your listings by adding photos, editing the remarks, or create manual listings or Demo listings as well as maintain a list of Sold Properties that will enhance your profile. This is also where your Featured Property Controls reside. Included are uyers Tours, Sellers reports, reports on internet traffic to any listings within our system, Listing reports, Every Homes has it s own domain name feature, flyers and manual listings. Key area to accepting leads and generating your customizable campaigns. oth site usage reports and your prospective buyer/customer activity records are located in this section. Powerful Drip marketing and auto-responders and editable letters to meet your marketing needs. In addition, there is a robust add clients, upload or download your contact management list, contact management system with tasks, calendar and capabilities. Easy to view online self help movies to assist on your time table. The library is growing and new items are added based on the needs of the associates. Page 20 12/8/2008

21 RE/MX Mid-States and Dixie Regions LeadStreet Websites Online Help Easy as: WWW. REMXTRINER. 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 managers have access to help and assist all associates, brokers and office staff in relation to the websites, design center and realping. Page 21 12/8/2008

22 RE/MX Trainer: 1 Putting in a service ticket is easy. Please visit: w:ww.remaxtrainer.com. Hours: Note the hours of operation in the upper right hand corner... Home: This is the start page. You can select any of the tabs on the level for your needs. However, the Home level is the start for placing a ticket in to the website support group. C. Placing a Ticket: Choose from the list provided as it pertains to your needs or issues. If you do not see it in the list, please use the General Help. D. Select Next C D Page 22 12/8/2008

23 RE/MX Trainer: Create Service Ticket 2 Creating a service ticket.. Your Info: Provide your first and last name and your address.. Subject: Provide some type of description of the issue for the subject line. C. Message: Provide us with as much detail as possible. s much information as possible will speed up our response and a solution for your issue. D. Priortiy: The ticket is not determined by this field. Select the priority based on the urgency of your issue. E. Provide your city, state and office name. F. Select this box so you will be notified via when your ticket is responded to. G. Select Create Ticket. C D E F G Page 23 12/8/2008

24 Website Support Contact Go Online Now! I am here to support your RE/MX Technology Internet usiness Platform. Please feel free to contact me about the website or the Marketing Design Center. Sincerely, Mid-States Region: Kelly Powell Dixie Region: Traci McKinley Website Support Manager Website Support Manager Kelly@remaxtrainer.com traci@remaxtrainer.com Make the following steps part of your daily business program. 1. Check your regularly or at least three times a day. 2. Check your website to assure your clients are listed properly and that all your photos are online, viewable for your internet clients. 3. Search your website daily so as to be familiar and experienced to guide your potential new clients online to their real estate needs. 4. e the Technology Pro in your market! The entire Technology Program has been developed to help our RE/MX professional sales associates in their daily needs to improve their internet business avenues. s part of this program we present a professional standard in your website needs and support items. Please contact your office administrator for further information about our programs. Sincerely, David Teefy Chief Technology Officer dteefy@remax.net RE/MX Mid-States and Dixie Regions Page 24 12/8/2008

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