The Listing Agent Process with ShowingTime. Real Estate in Real Time TM

Transcription

1 The Listing Agent Process with ShowingTime Real Estate in Real Time TM

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3 Contents The Listing Agent Process with ShowingTime... 1 Setting Listing Agent Preferences... 6 Integrating with CSS... 9 Setting Your Listing Preferences View Instructions Only Courtesy Call or Go and Show Appointment Required Option Approving Showing Requests Access ShowingTime from MRIShomes Feedback Forms for the Listing Agent Creating Feedback Forms Adding Questions View Feedback Manage Feedback Add An Owner To Receive Listing Feedback ShowingTime Reports Run an Agent Activity Report Run a Listing Activity Report Run a Showings I Have Requested Report... 32

4 The Listing Agent Process with ShowingTime ShowingTime is a new application, accessed from the Keystone Homepage, Matrix and MRIShomes, which allows Listing Agents to automate showing requests and scheduling appointments for their listings. Showing Information cannot be added or edited until the listing has been submitted to the MLS and a MLS # has been assigned. All links will be inactive until that time and will read, Showing information can be set up after the listing is submitted to the MLS. All changes made in ShowingTime will be saved to the listing without having to submit it to the MLS in Keystone. You will be able to access ShowingTime from the Keystone Listing Submission Confirmation lightbox. Select the Click here to enter showing instructions link A message will appear at the bottom of the Participants, Showing Contacts and Listing Contract Info pages stating, Showing information can be set up after the listing is submitted to the MLS by clicking on the Showings icon on the Keystone homepage. 1

5 From the Keystone Homepage select the Showings icon on a displayed listing. You then are presented with the listing set-up page for the selected property in ShowingTime. 2

6 You can also access ShowingTime by selecting the ShowingTime Control Panel link in the External Links widget on the Matrix home page. If you login from the Matrix homepage, you will be taken to the ShowingTime homepage. You can also login to your MRIShomes mobile app to access the PRO Features and click the ShowingTime feature. 3

7 Select Listing Setup from the ShowingTime Control Panel to select the property you wish to edit. PLEASE NOTE: If your Broker chooses to Prevent listing agents from configuring ShowingTime for their listings, you will not be able to make any changes to your agent profile or listing preferences and your preferences page will look like the following: Although you are still able to view the drop down menu in the Default Appointment Mode option, you cannot save your changes. 4

8 If your Broker has chosen their Appointment Type as Appointment Required, skip to page 17 for instruction on how to confirm/cancel showing requests for listings. If your Broker has not chosen Appointment Required as their Appointment Type, please skip to page 20 for information on feedback and reports in ShowingTime. 5

9 Setting Listing Agent Preferences The Listing Agent can set default preferences for his or her listings in ShowingTime if their Broker has allowed them to configure listing preferences. Step 1: From the Home tab in the ShowingTime Control Panel you can make changes to your profile by selecting Edit Profile. You can also view Showings I Have Requested, Showings Requested on My Listings and Feedback Requests. Step 2: After selecting Edit Profile, you can update contact information and choose to add a photo or a note to all listings in the My Agent Setup section. Step 3: The Mass Add Listing Note is an additional note that will appear in the showing instructions for all of your unexpired listings for the appointment type chosen. 6

10 If you select Mass Add Listing Note choose whether the note is intended for your staff or Showing Agents and select the appointment type you would like to add the note to and where you would like to add the note and then enter your note. 7

11 Step 4: In the Listing Agent Preferences section, select your preferred settings. There are three appointment types to choose from for your listings: View Instructions Only allows the Showing Agent to view the listing instructions immediately without having to contact you to setup an appointment. Go and Show appointments require Showing Agents to schedule an appointment that will be immediately confirmed. Appointment Required, requests that agents schedule an appointment that must be confirmed by any of the designated listing contacts Note: The Default Appointment Mode will default to the preferences your broker has chosen for the office. If your broker has not chosen an appointment type, the default is the Appointment Required mode. If you have not been granted permission to configure ShowingTime you will not be able to save changes made in this section. 8

12 Step 5: In the Showing Agent Preferences section of the page, choose your preferences for when you act as a showing agent Be sure to select Save after you make all your changes. If you have changed your appointment type, you will be prompted to update all listings or just save as a new default for future listings. Integrating with CSS Current CSS customers can set up a web service to pass showing requests from ShowingTime to CSS. When the showing request is received by CSS, CSS will process the showing requests on behalf of the Listing Agent. To integrate your CSS enter CSS-MRIS into the Appointment Download Service Key field and save your changes. If you use another showing service, other than CSS, please contact ShowingTime directly to request the service key. your request to support@showingtime.com. 9

13 Setting Your Listing Preferences ShowingTime provides agents with three showing types: View Instructions Only Displays showing instructions to the Showing Agent without asking for an appointment date and time. Courtesy Call or Go and Show option Requires the Showing Agent to request an appointment date and time and automatically confirms all requests. Appointment Required Requires the Showing Agent to request an appointment with date and time and requires the Listing Agent to confirm it. This is the ShowingTime default setting. Note: If your broker has set preferences, your preferences will default to the settings your broker has chosen and will automatically be applied to all Active/Pending listings upon release. If you have not been granted permission to configure ShowingTime you will not be able to save changes made in this section. View Instructions Only View Instructions Only presents the Showing Agent with the showing instructions immediately. They do not need to contact you and no appointment will be required. Step 1: Select Listing Setup from the ShowingTime Control Panel and in the Appointment Basics section, select the View Instructions Only from the drop down menu. 10

14 Step 2: The Additional Instructions section automatically pulls your listing s showing instructions entered into Keystone prior to the ShowingTime launch. After ShowingTime is released, you can add showing instructions exclusively in ShowingTime or in Matrix. You can add content to the Showing Instructions by clicking Add From Predefined Notes + 11

15 When a Showing Agent schedules a showing for a listing with the View Instructions Only option, you will receive an whenever an agent clicks on the Schedule a Showing icon in Matrix or MRIShomes. You have the option of turning the notification s off in the agent set up tab. 12

16 Courtesy Call or Go and Show The Courtesy Call or Go and Show appointment type requests Showing Agents to schedule an appointment date and time that will be immediately confirmed via with the showing instructions, and will not require any additional work for you Step 1: From the Appointment Type drop down menu, select Courtesy Call or Go and Show and choose if you want to allow Overlapping Appointments. Step 2: In the Contacts section, you can select additional co-listing agents or the owner/occupants to receive notification of confirmed or cancelled appointments. Note: If you would like the designated listing contacts of the property to receive feedback results later, they must have their listed in this section. 13

17 Step 3: Click on Add New Owner/Occupant + and enter their contact information; and Save. Step 4: Select your showing restrictions. Click Add New Showing Restrictions + to determine times of day that the owner/occupant does not want the property shown. Step 5: Select your preferences for your new Showing Restriction. Choose the time and date for the duration of the showing restriction. Then click Save Showing Restriction. 14

18 Step 6: Driving Directions must still be entered & edited in Keystone and will be pulled over into ShowingTime. Any changes made to Driving Directions in ShowingTime, will be overwritten by the most current data entered into Keystone. When a Showing Agent schedules a showing for a listing with the Courtesy Call or Go and Show option, you will receive an of the confirmed showing appointment: 15

19 Appointment Required Option The Appointment Required showing type asks Showing Agents to schedule a showing request; which is delivered to designated listing contacts for approval. Showing agents are provided the showing instructions only if their requests are approved. This is the ShowingTime default setting. Step 1: Select Appointment Required from the Appointment Type drop down menu and choose if you want to allow Overlapping Appointments. Step 2: Select your preferred method to receive and respond to showing requests by clicking the applicable check boxes in the Contacts area. You can also select additional co-listing agents or the owner/occupants to receive notification of confirmed or cancelled appointments by choosing Add new Co-Listing Agent +. 16

20 Step 3: In the Showing Restrictions section select a required or suggested lead time for showings and select Add New Showing Restriction to choose the duration and dates of the restriction and save changes. Once you save your restriction you will then be able to see it blocked on your calendar. To delete the restriction, click the block on the calendar and select Delete then, OK to confirm. 17

21 Approving Showing Requests When a Showing Agent requests a showing for a listing with the Appointment Required option, you will receive an requesting confirmation for the requested showing. Step 1: In the Requested Appointment for a listing, select Click for Full Appointment Details to accept or decline the showing request. 18

22 Step 2: You are prompted with the Requested Appointment window, which includes the Appointment Details, Showing Agent Details, Owners and Occupants, Appointment History and Showing Instructions for the Showing Agent. Select Confirm Appt to allow the Showing Agent to show the property, or select Decline Appointment to reject a Showing Agent from showing that listing. 19

23 You can also confirm or cancel requested showing appointments from ShowingTime. In the Showings section of the ShowingTime Control Panel select On My Listings and the Showings Requested on My Listings will be displayed. Click on the appropriate button to Confirm or Cancel appointments requested for a listing. 20

24 Access ShowingTime from MRIShomes Access ShowingTime by logging into your MRIShomes mobile app and select the ShowingTime link under the Pro Features section from the homepage. View showing appointments requested on your listings by clicking Showings - On My Listings. Select Feedback On My Listings to view feedback received from showings made on your properties. View your listing details and showing instructions from the My Listings section. 21

25 Feedback Forms for the Listing Agent As a listing agent, another great feature of ShowingTime is the ability to automatically send Feedback forms to Showing Agents after they have shown a property This gives them you chance to provide the Listing Agent with details on what they found to be positive and negative about the property. Creating Feedback Forms Select Feedback from the ShowingTime Control Panel Select Form Design & Setting and fill out the fields you want in your feedback form 22

26 Adding Questions Select Add Multiple Choice Question and type your questions in the Question box. You can change the multiple choice answers by clicking inside the Answers box and manually typing your answers. Select Add Free Text Question to add a question where the Showing Agent will be able to type in an answer. Type in your question in the Question box and do not type anything in the Answers box. Click Save to keep your changes. 23

27 View Feedback Once a Showing Agent fills out a feedback form, it will automatically be sent to the address provided for in the Contact section of your Agent profile and the selected in the Feedback Settings: 24

28 You can also view feedback directly in ShowingTime. Step 1: Click on Reports from the ShowingTime Control Panel Step 2: Select Listing Activity Report and click on a listing Step 3: Feedback is displayed under the Feedback Responses section Step 4: To allow homeowners to view feedback responses from this window, select Publish within the Feedback Responses section. Or select Remove to delete the feedback responses. Manage Feedback You can manage your feedback for your listings by selecting the On My Listings option in the ShowingTime Control Panel under Feedback. 25

29 Select a listing and click the Manage Feedback option. The Manage Feedback link gives you the option to manually Enter Feedback, Resend , and Mark Unresponsive for feedback requests for the listing chosen. Enter Feedback you can fill out the feedback form for the Showing Agent. Resend Form will resend the feedback form for the Showing Agent if he/she has not responded. Mark Unresponsive will cancel the feedback form and will be marked not responded to. 26

30 Add An Owner To Receive Listing Feedback If the Listing Agent wishes for Owner/Occupants to have the option to receive feedback results, they need to be added on the Listing Setup page. Step 1: From the ShowingTime Control Panel select Listing Setup. Step 2: In the Contacts section, select Add New Owner/Occupant + Step 3: Enter name and contact information for new owner/occupant and save. 27

31 Step 4: For the Owner/Occupant to receive the listing feedback results click Publish for Owner in the selected feedback received or select Publish from the Listing Activity Report. 28

32 ShowingTime Reports ShowingTime gives the agent the ability to run a number of reports: 1. Agent Activity Report allows the agent to view a summary of their activity in one report. 2. Listing Activity Report reviews all activity details for the life of one listing 3. Showings I Have Requested displays Showing Agents all appointments they have scheduled with any office. Listing Agents can use this report to approve/reject requested showing appointments. 29

33 Run an Agent Activity Report This report shows an agent s activity in one report, including new listings added, price changes, status changes, total showings and listings nearing expiration. Brokers and office managers can also monitor each agent s activities by viewing their Agent Activity Report. Step 1: Select Agent Activity Report from the Reports Homepage. Step 2: You will be presented with your Agent Activity Report. 30

34 Run a Listing Activity Report You can review the activity details of a listing by running a Listing Activity Report. This includes feedback from showings, open houses, advertisements or other events, appointments and agent inquiries per week, price and status change. Step 1: Select Listing Activity Report from the Reports Homepage. Step 2: Select the line displaying the particular listing you wish to see. You will be presented with a Snapshot view of the listing, Feedback Responses and Listing Activity Details. 31

35 You can also run this report using your mobile app. Login to ShowingTime using the link provided from the MRIShomes homepage under the PRO Features section and select Listing Activity Report under the Reports section. Run a Showings I Have Requested Report This report will give you access to your listing showing appointments. You will be able to confirm or cancel showing appointments requested. Step 1: Select Showings I have Requested from the Reports Homepage. Step 2: You are taken to the Showing section of your Control Panel. If you haven t requested any showings, your report will read There are no requests in selected date range 32

36 Step 3: However, as a Listing agent, you can also confirm and cancel showing Appointments in the On My Listings section in the Showings Tab. Click the On My Listings option to view showings requested on your listings and select Confirm to approve or Cancel to reject showing appointments. 33