HAR Appointment Manager Quick Overview

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1 HAR Appointment Manager Quick Overview

2 Adding Showing Instructions To add showing instructions, select a listing from: - Your listing inventory - Your office s listing inventory - A specific agent s listing inventory - All offices listing inventory - Entering a street name or MLS number in the Quick Search box - The entire MLS system by entering specific search criteria (All MLS listings filter should be set to No Click on the listing, and a control panel will pop up. This will give you quick details about the listing, and the option to copy showing instructions from another listing or to manually enter showing instructions. To copy the showing instructions from another listing, click on the icon beneath Showing Instructions. You will be prompted to enter the MLS number of the listing you will be copying the showing instructions from. When entering temporary notes in the showing instructions, you can now set an expiration date for those notes. - When adding owner contact information, you can enable text or notifications so that owners can be alerted every time a showing is scheduled.

3 Scheduling an Appointment To schedule an appointment for a listing, select a listing from: - Your listing inventory - Your office s listing inventory - A specific agent s listing inventory - All offices listing inventory - Entering a street name or MLS number in the Quick Search box - The entire MLS system by entering specific search criteria Click on the listing, and a control panel will pop up. This will give you quick details about the listing, including property information, showing instructions, and temporary notes. Enter the showing agent s public ID in the text field, and then click on Schedule Appointments. You can then enter the type of appointment, date and time, and any special notes or remarks. If the appointment is not confirmed, you can click Save and it will appear in your To Do List on the right hand side, where you can easily access it when you re ready to confirm the appointment. - You can access the Listing Agent Calendar to view the currently scheduled appointments - If the appointment requires that the showing agent be accompanied, a drop down will allow you to assign a staff member. - Properties that are listed for sale and for lease are tied together, and denoted as such in the listing information when scheduling an appointment. - Showing agents can download showing instructions from confirming scheduled appointment.

4 Appointment Feedback There are several ways to provide feedback for a showing appointment. System Generated Once a property has been shown, the system will automatically send out an to the showing agent to request feedback. Once the showing agent provides that feedback, it will appear in the Appointment Manager. Manual Entry - You can view feedback by selecting a listing and clicking on View Feedback. You can then add or edit feedback for that listing. There are fields for feedback from the showing agent, from the property desk, and from the listing agent.

5 Creating/Assigning User Roles This is a new feature to Appointment Manager. Office administrators can create customized user roles to meet their company s business model and assign individual roles to each agent and/or assistant within the office. To create a new user role, click on the Admin tab from the top menu. Then click on Create New User Role. Assign a name to the new role, and check each feature that you would like to apply to this role. Once you re done, click on Update. You can create an unlimited number of user roles, and they can be edited and/or deleted at any time. - Import New Users : import all new agents/staff from HAR roster - List of Users without Assigned Roles: includes current staff who have not been assigned a user role - Check Invalid HAR Members: includes users who were previously with the company, but are no longer active HAR members - Check Agents who ve Changed Company: includes agents who transferred to another company, but still have active accounts with your company - Check Agents who ve Changed Offices within Company: includes agents who have transferred from one office to another within the company

6 Creating Reports The reporting section of Appointment Manager allows users to create reports based on showings, listing inventory, showing instructions and more. Appointment Report Creator- Allows the user to select multiple criteria to search scheduled appointments and produce a printable report based on this criteria. There is a save option which saves the criteria for the report but not the report itself. Inventory Report Creator- Allows the user to select multiple criteria to search the company listings and produce a one-liner printed report based on these criteria. Inventory Detail Report Creator- Allows the user to select multiple criteria to search the company listings and produce a descriptive printed report based on these criteria. Feedback Report Creator- Allows a user to select multiple criteria to search the past appointments/showings and display that showing information along with any available feedback for each showing. Showing Report - Displays all showing by an agent or by a specific property in a specified date range. The showing report also includes any feedback submitted on a showing and is available in an agent view or client view. The client view of this report has - All reports can be downloaded as a PDF or Excel spreadsheet - Ad Hoc Report and Saved Report capabilities - Reports can be automatically generated on sent via on a weekly basis - Saved Reports can be shared with entire office