Top Marketer 8i User Guide

Transcription

1 Top Marketer 8i User Guide Top Producer Systems Phone Number: Web Site: Document v TMK 3.0.2

2 Trademarks 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. Market Snapshot, Top Producer, Top Producer 8i, Top Producer for BlackBerry, Top Producer for Windows Mobile, Top Producer 8i Remote, Top Producer Assistant, Top Producer 8i SellPhone, Top Producer 8i for the Palm handhelds, Top Connector 8i, Broker Tools, Franchise Tools, Top Marketer and Top Producer Websites are trademarks of Top Producer Systems, a Move company, 4708 Caldwell Road East, Edgewood, WA USA. Microsoft, Windows, Windows 95, Windows 98, Windows ME, Windows NT, Windows 2000, and Windows XP are trademarks of Microsoft Corporation. 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.

3 Table Of Contents Introducing Top Marketer... 5 Getting Started... 6 End User License Agreement... 6 Using the Online Help System... 6 Starting Top Marketer... 7 Changing Your Password... 8 Control Panel: Using... 9 Top Marketer Control Panel... 9 Using the Sidebar... 9 Summary Reports: Managing Setup About the Setup Wizard Accessing the Wizard Link to Top Producer 8i Agent Profile Information Agent Photo and Logo Disclaimer and Additional Information Preview and Approve Your Profile Setting Up Your MLS Credentials Area Management - by Zip or Postal Code Inquiry Reports: View/Create/Use Inquiry Reports: Viewing and Using Performance Report: Viewing and Using Inquiries Status Report: Viewing Market Snapshot About Market Snapshot Setting up Your Market Snapshot Adding Inquiry Capture to a Web Site Adding Community Inquiry Capture to a Web Site Customizing Greeting or 'Interpret It' Message Customizing Market Snapshot s Setting up Snapshot Inquiries Market Snapshot Status Report: Viewing and Creating Subscriptions Viewing your Account Information from 8i Managing Your Subscriptions Using Market Snapshot with Top Producer Logging in to Top Marketer from Top Producer 8i Sending Market Snapshot to an 8i Contact Monitoring a Contact's Response Viewing Market Snapshot Contact History Working with Market Snapshot Creating a New Market Snapshot Creating an Advanced Market Snapshot iii

4 Top Marketer User Guide Creating a Contact Snapshot Fixing Failed Market Snapshots Unsubscribed Inquiries Stopping/Starting Market Snapshot Subscription Market Builder About Market Builder Creating your Campaign Selecting Your Market Builder Postcard Set Creating your Farm Using a Targeted List Editing Your Targeted List Creating Your Farm by Importing Addresses Editing Your Imported Addresses Previewing Your Account Settings Starting your Campaign Working with Market Builder Viewing Your Mailout Summary Assigning an Unassigned Address to a Mailing Slot Receiving Mailout Notifications Viewing the Requested Area Viewing Past and Future Mailings Resetting Your Farm Printing your Farm Cancelling Your Market Builder Subscription Managing Farm Addresses Adding with a Targeted List Adding by Importing Just Listed/Just Sold Postcards About Just Listed/Just Sold Postcards Setting Up Your Just Listed/Just Sold Postcards Working with Postcards Selecting Your Postcard Design Selecting a Listing Image Previewing Your Current Account Settings Required MLS Data for Postcards Postcards by MLS Number Search Creating Postcard Address Lists Managing Your Postcard Address Lists Approving or Rejecting a Postcard Mailout Viewing Your Postcard Status Report Viewing the Postcard Addresses Mailed Report Technical Support Index iv

5 Introducing Top Marketer Top Marketer is a suite of marketing applications accessed from the Top Marketer Control Panel. Top Marketer's current applications are the Market Snapshot real-time, trend analysis and update service, the Market Builder automated, direct-mail service, and the Postcards direct-mail marketing service for recently listed and/or sold properties. Market Snapshot Using Market Snapshot you can send automatically generated real-time Market Snapshots MLS market updates, trend analysis, and community and school reports to your customers. You can: Integrate this service into your own marketing Web sites. Invite anyone you to subscribe to the Market Snapshot service by simply adding a link. Provide consumers with up-to-the minute MLS graphical information while allowing you to see what consumers are viewing. Market Builder The Market Builder direct-mail service maximizes your Market Snapshot subscription by allowing you to direct traffic from targeted addresses and/or address ranges to the Market Snapshot service, facilitating their conversion into leads and clients. Using Market Builder, you can: Send 3 different postcards to each targeted address over the course of a campaign (1 year). Define your farm with addresses from multiple zip areas - The number of addresses that you can have in a farm depends on the bundle size that you purchased. Create and import your own address list. View the response rate of the previous mailout. View and edit the list of addresses for the next mailout. Send leads automatically to the lead management features of the Top Producer 8i product. Just Listed/Just Sold Postcards The Just Listed/Just Sold Postcard direct-mail marketing service sends personalized postcards that promote your recently listed or sold listing to addresses in the property's neighborhood. Using this service, you can: Send a postcard for every listing that you recently listed or sold. Import custom postcard address lists. Do a search by MLS number. Automatically keep track of all inquires that you received from consumers. Select the postage class to be used to send the postcards. Indicate the number of addresses that you want to include in each mailout. 5

6 Getting Started End User License Agreement The first time you attempt to access the Top Marketer Control Panel, you will see the End User License Agreement (EULA. The EULA is a contract between Top Producer Systems and those who use our applications. You must agree to the terms before you can access the Top Marketer Control Panel. After that, this page will launch in a separate window. Note: Keep in mind that the EULA is a contract. Make sure to read it carefully before agreeing to the terms. Using the Online Help System This online help system contains all the information you will need to navigate through Top Marketer. It is accessed from within Top Marketer, rather than as a printed user guide. The Help page is divided into a navigation bar on the left, and a topic pane on the right. Opening Online Help and Context Sensitive Help When using Top Marketer, you will see a Help icon on the top right corner of the main page. This accesses the entire Help documentation. In addition, there are other Help icons in selected areas (such as the Postcard Status Report). These icons access the Help that is specific to that feature of Top Marketer. Navigating the Contents While using Help, a Table of Contents appears in the navigation pane on the left. Section titles are displayed beside a book icon. Click a book icon to expand it and view the topics in that section. Click a topic to display its contents in the right pane. Revisiting Viewed Topics As you browse through Help topics you can use the following methods to return to topics you viewed previously in the current session: Use the Back and Forward arrows at the top of the Help page. Right-click anywhere within the Help page to open the action menu, and use the Back and Forward menu options. Press backspace on your keyboard to move back through viewed topics, press CTRL backspace to move forward through viewed topics. Related Topics At the bottom of most topics there is a Related Topics button. Click this to list other topics which may be of interest to you. Click a topic to open it. 6

7 Getting Started Expandable and Drop-Down Text Some topics contain hidden text, which is optional to view. These are indicated with text in blue, such as How? Example: More Info: Simply click these words below to show or hide the information. Example 1: This is expanding text. Example 2: This is a drop-down list: oranges apples pears Help Search When looking for a specific term or topic in the online help system, you can: Browse the Table of Contents -orclick Search at the top of the Help page and enter a word or phrase, and press Enter. Printing a Help Topic To print a topic from the online Help, place your cursor anywhere in the topic content to select that topic for print. Then do one of the following: Click Print Topic at the top of the Help page -or- Use the print feature of your Web browser; usually an icon on the toolbar, or a Print command under the File menu. Starting Top Marketer Some of the profile information that you set up with the Top Marketer wizard is reused across all of Top Marketer's component applications. To access Top Marketer: 1. Go to the Top Marketer Web page ( The Top Marketer Login page appears. 2. Enter your User name and Password, then click Sign In. 3. The First time you log in only, you are required to do the following: o Review and accept the End User License Agreement (EULA). o Select your time zone from the drop-down list. o Enter a secret question and answer. Note: If you forget your password later, this information verifies your eligibility to create a new one. 4. When you have finished, click Next. The Control Panel appears. Important: If you are starting setup, or have not completed all the steps, a Setup Wizard opens in place of the Control Panel. For the steps to perform or complete the setup of Top Marketer, see "About the Setup Wizard". 7

8 Top Marketer User Guide Changing Your Password To change your password: 1. From the Top Marketer Control Panel > Setup > Change Password. 2. On the Change Password page, enter your current password in the Old password field. 3. Enter a new password in the New Password and Confirm Password fields, then click Update. Passwords must follow some rules: Must contain at least 8 characters Must contain upper and lower case letters Must contain at least one number Cannot contain spaces Can contain special characters: asterisks, ampersands, and pound signs. 4. Either a Password Change Success page will appear or you will be asked to re-enter the new password. Click Continue. The next time you log in, use the new password. 8

9 Control Panel: Using Top Marketer Control Panel The Top Marketer Control Panel is the starting point for the Top Marketer applications. It is divided into the three areas described below. Note: Until setup is complete the Setup Wizard opens when you log in. You can log in more than once before you complete setup, but when you have completed the requirements, and all the items have been checked in the To Do list, the wizard is turned off automatically. Main Menu Bar Located across the top of the Control Panel, the Main Menu Bar gives you access to the Top Marketer applications. Market Snapshot, Market Builder, or Just Listed/Just Sold Postcards. Hover over an item to display a drop-down menu of available functions for that item. Click the required function. A page opens either in place of the Control Panel, or in a separate window. When you exit the function, you are returned to the Dashboard. Tip: Click the Home icon to return to the Control Panel. Sidebar Panel on the left side of the Control Panel. Gives access to your To Do List, Quick Access Links, and Quick Application Links. For information about the Sidebar functions, see Using the Sidebar. Main Area The area of the Control Panel, to the right of the Sidebar contains a set of summary tables of the recent Top Marketer activities for your account, and reminders of any outstanding actions or new events which have occurred. A link to the detailed information is provided on the right side of each table. The tables are: Notices: Messages from your customers and the date on which they were received. New Inquiries: see Inquiry Reports: Viewing and Using. Recently Viewed Market Snapshots: see Market Snapshot Status Report. Unviewed Market Snapshots: see Managing the Summary Reports. Recently Failed Market Snapshots: see Fixing Failed Market Snapshots. Note: Click the How to Fix link for information about fixing the failed Market Snapshots. Using the Sidebar The sidebar, located on the left of the Top Marketer home page, consists of three expandable options for easy access to frequently used features. These options provide you with: 9

10 Top Marketer User Guide Access to setup information for you to complete or edit. Quick access links to specific areas of the application. Quick access links to other Top Producer products. Tip: You can expand one sidebar option at a time by clicking until setup has been completed.. By default the To Do list is expanded upon login To Do List Upon login, Top Marketer checks which licenses you have already subscribed to, and displays the links to any outstanding setup items, that is, the items you still need to address to complete your initial setup. Note: As you complete a step in the setup process, the item is removed from the To Do List, and checked off in the Setup Progress menu in the Wizard. For information about the setup items, see "About the Setup Wizard". Quick Access Links The following Top Producer features can be accessed from the sidebar. For information about the items, follow the links: Agent Profile MLS Setup Create New Snapshot Create Contact Snapshot Inquiry Capture Community Inquiry Capture Quick Application Links Click the sidebar links to access the login page for the following Top Producer applications: Top Producer 8i Top Producer Web sites. Summary Reports: Managing The information on the Control Panel contains recent Top Marketer activities for your account, and outstanding actions or new events which have occurred. The summaries are presented in the groups described below. Notices This table displays messages from your customers, and the date on which they were received. You can: Click Show All to see the complete list. Click the icon on the right to delete messages. 10

11 Control Panel: Using New Inquiries This table lists the name, contact information and source of new inquiries. You can: Click View Full Report to see the complete list of inquiries. For each line item you can: Click to create a Market Snapshot. Click to view details of the individual inquiry. Click to delete individual messages For information about the full report, see Inquiry Reports. Notes: Recently Viewed, Unviewed and Recently Failed Market Snapshot summaries are all taken from the Market Snapshot Status Report. Therefore all icons behave in the same manner. When you click the stop icon, it toggles to start and vice versa. The status will change correspondingly, for example from Cancelled or Failed to Restarted. For information about the full report, see Market Snapshot Status Report. Actions for Individual Items in the Market Snapshot Summary Tables A set of icons appears at the right side of each of the three snapshot related summaries Recently Viewed, Unviewed and Recently Failed. The icons all behave in the same manner: Click to start or restart the Market Snapshot activity. Click to stop the Market Snapshot. Click to make changes to the Market Snapshot request form. Click to create a Market Snapshot. Click to view the full summary report. Click to view the Market Snapshot. Click to delete the individual entry and the Snapshot Request. Actions for All items in the Market Snapshot Summary Tables Recently Viewed Market Snapshots: A list of the Snapshots that have been viewed by the consumer. You can: Click View Full Report to see the Market Snapshot Status Report. Click Show All to see the complete summary list. Unviewed Market Snapshots: A list of the Snapshots that have not yet been seen by the consumer, including when they were created, and their current status. You can only perform actions on individual items. Recently Failed Market Snapshots: A list of the Market Snapshots that failed to generate for some reason. You can: Click How to Fix to see a table of error messages and how to resolve them. Links to Fixing Failed Market Snapshots. Click View Full Report to see the complete list of inquiries. 11

12 Top Marketer User Guide Click Show All to see the complete summary list. 12

13 Setup About the Setup Wizard The setup wizard steps you through the collection of all the information required to set up your Top Marketer account. You have the option of either running the entire wizard, or going to specific sections of the wizard, by selecting from the menu. For example, you can go directly to Agent Information if you need to update your profile. See Accessing the Wizard for opening the wizard at the page you need. Note: Initially, you are most likely to work through all the wizard pages, in order. However, you are also able to go directly to the item you want, by selecting it from the Setup Progress menu beside the Wizard Welcome page, or from the Setup menu on the Control Panel. You may need to log in more than once before you complete setup. Until you have completed all the setup steps, the setup wizard opens in the Activity Area when you log in. When you have completed the requirements, and all the items have been checked in the Setup Progress list, the wizard is turned off automatically. Notes: Setup progress: As you complete a step in the setup process, the item is checked off in the Setup Progress menu beside the Wizard, and removed from the To Do List on the Control Panel. Auto-complete: Some text entry fields support Auto-complete. When you have entered one character into the field, the system displays a list of the top 10 results for that field, for example, city name. Fields supporting this feature are: City (both display and mailing) Zip/Postal Code (all occurrences) Team name/motto Areas I serve Disclaimer text About Me My Experience Stepping through the Setup Process The setup steps are presented below in the order in which they occur in the wizard. Follow the links in these Setup Progress topics for procedures and information: Top Producer 8i Account: Links to your Top Producer 8i account. Agent Profile: o o o MLS Setup Agent Profile Information. Disclaimer and Additional Information. Previewing and Approving your Profile. Market Snapshot: 13

14 Top Marketer User Guide o o o Setup: Set Snapshot up after you have done your MLS setup. Customization: Optionally customize the text in Snapshot greetings and Interpret It messages (you can use the default messages if you wish). Text Customization: Optionally customize the text in your outgoing s (you can use the default messages if you wish). Inquiry Capture setup. Area Management: Select zip/post codes of the areas you specialize in, to receive mailings. Just Listed Postcards setup. Market Builder: o o Select Market Builder Postcards: First step is to prepare your Market Builder postcard set for your campaign. Launch Market Builder: Next step is to create the farm to start your Campaign. Accessing the Wizard When you create your agent information, and whenever you need to update it, you use the wizard to access it. Until you have completed all the setup steps, the setup wizard Welcome page opens when you log in. The procedures below describe the different ways to access the wizard for adding or editing your information. Initial Access To access the setup wizard initially: When you first log in to Top Marketer, the wizard automatically opens in the Activity Area, at the Welcome page. Returning to the Setup Wizard If you did not provide all the information in your initial setup session, you can complete the information later. You can either access the setup wizard and step through to the pages you want, or you can go direct to a specific page to update one item. To step through the setup wizard for finishing profile information: Go to Top Marketer > Setup > Setup Wizard. The Wizard Welcome page opens. From here you have these options: o o o o Click Start Wizard to step through the wizard from start to end Click Resume to open the wizard at the first incomplete setup page (if setup is still incomplete) Use the next button to step through to the page you want At the top of the page, click Skip this step to go to the next wizard page. To access a specific item in the wizard: From Top Marketer > Setup select a menu item. 14

15 Setup Notes: Setup progress: As you complete a step in the setup process, the item is checked off in the Setup Progress menu beside the Wizard, and removed from the To Do List on the Control Panel. Auto-complete: Some text entry fields support Auto-complete. When you have entered one character into the field, the system displays a list of the top 10 results for that field, for example, city name. Fields supporting this feature are: City (both display and mailing) Zip/Postal Code (all occurrences) Team name/motto Areas I serve Disclaimer text About Me My Experience Hiding the Wizard If you do not want to see the setup wizard when you log in, check the Do not show me the wizard again check box at the bottom of the wizard Welcome page, and click Close. and the wizard will not be opened again when you log in unless you purchase a new product. Accessing the Wizard at a Later Time Periodically you will need to change or update your information: For example, add an MLS, or change your Snapshot photo set. To access the setup wizard: 1. From Top Marketer > Setup select the feature to update. 15

16 Top Marketer User Guide The relevant Wizard page appears. 2. Make your changes and click Update. Link to Top Producer 8i When you first log in to Top Marketer, if the system detects that you have a 7i/8i account, you are automatically linked to it. If the link fails, a linking option will appear in the setup wizard, giving you the ability to set up the link to your 7i/8i account. To access the link to the Top Producer 8i page: 1. Access the Setup Wizard -or- From the Top Marketer Control Panel > Setup > Top Producer 8i. The setup wizard opens at the Top Producer 8i page. To set up your link to your 8i account: 1. On the 8i page, enter your Top Producer username and password. -or- If you have no Top Producer account, check the I don't have a Top Producer 8i account check box. 2. Click Next to continue through the wizard, or Save and Close to exit. Agent Profile Information Your Agent Profile information is used in mailings sent to your customers. Your full name is taken from your account information, and displays in the Agent Information area. It will be used on all your Market Snapshots s and your Just Listed/Just Sold Postcards. If you prefer to display a different name, enter it in the Display First Name and Display Last Name fields while completing the procedure below. Note: For initial setup, Agent Profile information is entered using the Setup Wizard. To complete your agent information: 1. Access the Setup Wizard -or- From the Top Marketer Control Panel > Setup > Agent Profile. The setup wizard opens at the Agent Profile page. 2. In the Agent Information area, enter your information, referring to the tool tips for any assistance. Tip: To increase the font size, click. To decrease the font size, click. Click Update and then View Profile to see the different font sizes. 16

17 Setup 3. Enter your valid address. Why? Top Marketer uses this address to send you: A Market Snapshot that has been created for one of your contacts. An notifying you of the opportunity to send out a postcard for a Just Listed or Just Sold listing. A sample postcard at the start of each Market Builder campaign. This address is also used when a consumer requests more information by clicking Contact Me at the bottom of the Market Snapshot. 4. (Optional) Check the check box to receive inquiries, and then enter the address to be used for the inquiries. 5. (Optional) Enter your Web site URL. 6. Upload a new photo and logo, or change the existing one. For information about doing this, see Agent Photo and Logo below. 7. Click Update to save your information, or go to the next procedure. To complete your address information: 1. In the mailing Address area, enter your mailing address and Zip/Postal Code. Important: When you enter your zip/postal code, it is automatically entered in Area Management with a wild card. For example: 9810* or V6X*. For more information on how these zip codes are used, see Area Management. 2. (Optional) Enter your display address if different from your mailing address. 3. At the bottom of the Agent Profile page,click Save and Close. 4. Click Next to go to the next page to complete your disclaimer and additional information. Agent Photo and Logo The photo and logo displayed in your Agent Profile will appear in all of your mailouts These are the Market Snapshots that you send out as well as your Market Builder and Just Listed Postcards.. If you choose not to upload a photo or a logo, a blank image is inserted in its place. Tips for best photo results: For best print results, your agent photos and company logo should be at least 500 pixels wide with a minimum resolution of 72 pixels per inch (recommended: ppi). If you save your images as.jpegs, make sure that the compression setting in your image editor is set to Very High or Maximum (Quality of 85% to 100%). Click Preview below your logo to see the photos you have currently uploaded for display. Note: For initial setup, Agent Profile information is entered using the Setup Wizard. To access the Agent Profile page after initial setup: 1. From the Top Marketer Control Panel > Setup > Agent Profile. To change your photo or logo: 1. On the Agent Profile page, click Change Photo, or Change Logo. 2. In the Agent Photo or Agent Logo page, click Browse and navigate to the location of the replacement picture on your computer. 3. Double-click on the photo or select it and click Open. 4. Click Update Photo, or Update Logo. You return to the Agent Information page, where the new picture is displayed. 17

18 Top Marketer User Guide To remove your photo: 1. On the Agent Information page, click Change Photo, or Change Logo. 2. In the Agent Photo or Agent Logo page, click Remove Photo, or Remove Logo. 3. Click Yes to confirm. The picture is removed. A blank image will be inserted in all postcard printouts and mailouts. Previewing your Profile Output At any time, you can see how your profile information will appear in your mailings. To preview your agent information, see Preview and Approve your Profile. Disclaimer and Additional Information While the information you enter on this page is optional, it gives a customer more details about you, your experience and the zip/postal code areas in which you specialize. You can add your agent disclaimer text here so that it appears in your mailings: All your correspondence: Disclaimer appears at the end of your s and on the back of your postcards. Web pages that contain your branding. Note: For space considerations, blank lines are removed from your disclaimer. To complete the Additional Information page: 1. Access the Setup Wizard -or- From the Top Marketer Control Panel > Setup > Agent Profile. The setup wizard opens at the Agent Profile page. 2. Scroll to the bottom of the page and click Next. The Additional Information page appears. 3. Enter your license number. 4. Enter your disclaimer in the Disclaimer Text field located at the bottom of the Agent Profile page. 5. Complete other information fields on this page. Preview and Approve Your Profile At any time, you can check how your profile information will appear in your mailings, and make any adjustments. To review your agent information: 1. Access the Setup Wizard -or- From the Top Marketer Control Panel > Setup > Agent Profile. 18

19 Setup The setup wizard opens at the Agent Profile page. 2. Click Preview below your photo and logo. The Preview & Approve page appears, showing how the Market Snapshot and Agent Confirmation information will appear to your potential customers. A list also appears at the bottom of this page, of any fields you omitted to complete, with suggestions for their content. 3. (Optional) Click edit in the list for any field you want to edit. You go to the appropriate place on the Profile page. 4. When done, click Save & Close. Setting Up Your MLS Credentials The Market Snapshot and Just Listed/Just Sold Postcards services depend on access to your MLS data in order to create real-time market reports. During setup, you must specify the MLS Boards to which you have access; they appear in the MLS Setup page. Your Agent MLS ID is required in order for Top Marketer to search for your Just Listed/Just Sold Postcards. You can configure this information with the Setup Wizard. Tip: The MLS Boards that support automatic searching for postcard orders are highlighted in yellow on the MLS Setup page, for easy identification. You are required to enter your default MLS credentials for system validation before you can continue. However, If you have multiple MLS's to enter, those additional credentials do not need to pass validation. To set up your MLS credentials: 1. Access the Setup Wizard -or- From the Control Panel > Setup > MLS Setup. The wizard opens at the MLS Setup page. 2. If you have more than one MLS in your list, select the one you want to use as your default. Why? The default MLS information is automatically used to generate a Market Snapshot. 3. Enter your MLS username and password. 4. If the MLS supports Just Listed/Just Sold Postcards, enter your Agent MLS ID. 5. Click Save & Close. Area Management - by Zip or Postal Code Using the Area Management page, you can enter the zip/postal codes of the areas you specialize in to achieve two goals: 19

20 Top Marketer User Guide Occasionally, Top Producer receives consumer inquiries from either the Top Producer site or affiliated sites. When you enter your areas of expertise, you can sign up to receive complimentary inquiries from these areas. If you belong to more than one MLS, you can specify which MLS you want to obtain data from to generate a Market Snapshot. For example, when a customer requests a Market Snapshot for a specific area (zip code), Top Marketer searches the list of zip codes to ascertain which MLS it should obtain data from. If this zip code is not on the list, the default MLS will be used. To specify the areas that you specialize in: 1. Access the Setup Wizard -or- From the Top Marketer Control Panel > Setup > Area Management. The setup wizard opens at the Area Management page. 2. Beside Zip/Postal, enter the code for the area from which you wish to receive complimentary inquiries. Tip: To expand your area, enter a wild card (*). For example, if you enter 9800*, you include all the zips from In Canada, you can type the first 3 characters of the postal code, for example V5Z. 3. For this area, select the MLS from which to obtain data for your Market Snapshots. 4. Click Add Area. The code is added to the list. 5. To delete a code, click beside the zip/postal code you wish to delete. 6. Click Update. 20

21 Inquiry Reports: View/Create/Use Inquiry Reports: Viewing and Using All the inquiries you receive are listed on the Inquiry Report page. If there are multiple requests from one address they are consolidated and only one report is displayed. If more than one person uses the same address to request a Market Snapshot report, the Inquiry Report page will display the name of the first person to make the request. The additional names can be viewed on the Market Snapshot Status Report page. Note: You can access the Market Snapshot Status Report by clicking the number (if more than 0) in the # MS's column beside the item you want to see. To view inquiry reports: 1. From the Top Marketer Control Panel > Inquiries > Inquiry Report. 2. Specify the date range for the inquiries you want to view, using the calendars beside the Start Date and End Date fields. 3. (Optional) Filter the report by including the first or last name, address or agent source. 4. Select the inquiry source from the drop-down list. More Info: This list can change. Example sources are: 5. Click Reload Report. Tip: Click a column heading to sort by that category. 6. Perform any of the actions described below. 7. Click Back to return to the Control Panel. To view the full list of Market Snapshots for a single address inquiry: Click the number in the # MS's column beside the relevant inquiry. (Must be more than 0.) 21

22 Top Marketer User Guide To view the original inquiry from an address: Click to open the Market Snapshot Status Report. To view report details of a single address inquiry, if there are multiple: 1. Click the number in the # MS's column. The Market Snapshot Status Report appears, displaying all the instances. 2. Click beside an item to view Snapshot details. To generate a Market Snapshot: Click beside the relevant inquiry to open the Market Snapshot Request page. To delete an inquiry: Click beside the item then click Yes to confirm. The inquiry (lead) is removed from this report and from all reports generated from this lead. For Top Producer Online users, a note is inserted into the contact record for whom the Market Snapshot inquiry was deleted. To export or edit the report: 1. Click the icon at the top right side of the report. The File Download dialog opens. 2. (Optional) Open the report and edit. 3. Click Save and save the report to your desktop. Performance Report: Viewing and Using This report displays information about the following: New Leads displays: Total number of new leads Inquiry source Agent inquiry source # of new leads per source. New Market Snapshots displays: Total number of new snapshots Inquiry source Agent inquiry source # of new snapshots per source Most Viewed Market Snapshot displays: Total number of Snapshots viewed. Total number of Snapshots sent but not viewed. 22

23 Inquiry Reports: View/Create/Use Times viewed. Customer first and last name. View Market Snapshot icon. Leads by Zip/Postal code displays: zip/postal code Number of leads per code. Tip: The default date range for the report covers the last 30 days - you can change this range. To view the Performance Report: 1. From the Top Marketer Control Panel > Inquiries > Performance Report. 2. Do one of the following: From the Quick Pick drop-down list, select the range you want. The report automatically updates. In the Start Date and End Date calendars, select a date range for the reports you want, and then Click Reload Report. The refreshed information displays. Inquiries Status Report: Viewing You can use the Inquiries Status Report to review the leads, the status of the inquiry and of the Market Snapshot. The report contains the following information: Source: The source of the lead. Received: The date that the lead was received. MS Status: This indicates whether the Market Snapshot was successfully sent and if the customer viewed it. MS: Click View to display the Market Snapshot that was sent. To view the Status Report: 1. From the From the Top Marketer Control Panel > Inquiries > Inquiry Status Report. 2. Select the date range you want to view. 3. From the drop-down lists, select the Inquiry source and status to view. 4. Click Reload Report. A list displays of the leads that meet your requirements. 5. Complete any of the actions described below. 6. Click Back to Control Panel at the bottom to exit this page. Note: You can sort each column by clicking the column heading. 23

24 Top Marketer User Guide Actions The icons on the right of each item enable you to carry out some tasks: Click to create a Market Snapshot. Click to view the content. Click to view the Market Snapshot. 24

25 Market Snapshot About Market Snapshot Using Top Marketer, you can send automatically generated real-time Market Snapshots MLS market updates, trend analysis, and community and school reports to a set of subscribers for the purpose of generating leads and listings. Market Snapshots provide rapid, automatic, informative responses to new Web leads and to existing contacts. From the Top Marketer Control Panel, you can: View a summary of the recent activity for your account Monitor your Market Snapshot users Start and stop report subscriptions Customize the automated messages used to communicate with inquiries Access details about your Market Snapshot subscription. Before you can use the Market Snapshot service, you must set up your MLS data connection to access your listing information. Once that is complete, you are ready to generate your first Market Snapshot. Note: You must first subscribe to the community and school reports feature before you can add them to your market snapshot. Once subscribed, these reports appear as tabs next to the 'Market Info' tab. For a list of Frequently Asked Questions, see "Market Snapshot FAQ". Setting up Your Market Snapshot Before you set up Market Snapshot you should have set up your MLS data access information. The Market Snapshot service depends on access to your MLS data in order to create its real-time market reports. When you bought your Market Snapshot subscription, you specified the MLS Boards to which you had access; they should appear in the Market Snapshot Agent Setup page. To set up your Market Snapshot: 1. From the Top Marketer Control Panel > Setup > Market Snapshot Setup. 2. Click one of following Minimum Listing Required radio buttons: Require at least 1: The Market Snapshot will not be sent unless at least one property within the customer's zip code was listed or sold in the past three months. (Recommended) Allow 0: The Market Snapshot can be sent without any comparable listings being found. 3. (Optional) Change the color scheme of the Snapshot. 4. Check the Auto send MS check box if you want to send the market snapshot to all new inquiries automatically. 25

26 Top Marketer User Guide Note: If the MLS does not support automatic Market Snapshot generation, this option will be disabled. If you wish to enable it, contact Top Producer. 5. To Include Sold Homes in the snapshot, select On Seller's MS or On buyer's MS as appropriate. Clear a check box to exclude the item. 6. Click Save & Close. Adding Inquiry Capture to a Web Site You can set up your personal, or company Web sites, or your Top Producer Web site, to offer the Market Snapshot inquiry capability to your consumers. To do this, you provide access to the Inquiry Capture form. You can do this on as many of your Web sites as you wish, using the Inquiry Capture Setup page to generate the link (or the code) to be included on your Web pages. There are two ways to present a Market Snapshot inquiry on a Web site: As a framed form: Position the form onto an existing Web page, as shown in this example: As a separate externally linked page: Place a link on an existing Web page to open the form on its own separate Web page, shown in this example: 26

27 Market Snapshot To customize the Market Snapshot information: 1. From the Top Marketer Control Panel > Setup click Inquiry Capture Setup. 2. Complete the information fields: URL Text Link: Customize the text that will appear for the link (not the link itself). Contact Form: Customize the heading and subheading text to appear on the form. Optional Fields: Use the radio buttons to select whether you want this information to be required, optional, or hidden. Indicate if you want to ask if the consumer is using another agent. Agent Inquiry Source: Choose how you want to identify newly-submitted inquiries. Form Style: From the Drop-down list, choose a curved or box style, or have the style match Top Producer Web sites. Form Color Scheme: If you have selected the box or curved style, you can select a color scheme. Note: If you subscribe to Top Producer Web Sites, you can add Market Snapshot as a form to your Web site by selecting it from the Manage My Web Boxes area in your administration interface. Select the Top Producer Web sites option from the Form Styles field or the Inquiry Capture Setup page for the form to inherit its color palate from your Top Producer Web sites theme. 3. Click Preview Form to see how your form will look, and click Close to return to the setup page. 4. Make any changes and click Update to save your settings, or Reset to return to the default settings. You are ready to complete the setup for your Web site. 5. Select one of the following options: To add the Inquiry Capture form to an existing Web page, click Get Web Form. The code appears in the Web Form text box. To add an external link pointing to a separate Inquiry Capture Web page, click Get Web Link. The URL appears in the Web Link text box. 27

28 Top Marketer User Guide To get a link to paste into an , pointing to a separate Inquiry Capture Web page click Get Link. The link appears in the Link text box. 6. Follow the instructions that appear above the text box, to copy and paste the code or link into the appropriate area. Tip: You can repeat the last two steps as many times as you need, to set up the Inquiry Capture in the required locations. Adding Community Inquiry Capture to a Web Site If you have a Web site, you can offer prospective clients a form for them to complete, by providing search information such as zip code or city, so they can receive community and school information about an area of interest. On the Community Inquiry Capture Setup page, you can determine how this form should look. There are two ways to present a Community Inquiry on a Web site: As a framed form: Position the form onto an existing Web page. As a separate externally linked page: Place a link on an existing Web page to open the form on its own separate Web page. To add Community Inquiry Capture form or link: 1. From the Top Marketer Control Panel > Setup > Community Inquiry Capture Setup. 2. Complete the information fields: URL Text Link: Customize the text that will appear for the link (not the link itself). Request Form: Customize the heading and subheading text to appear on the form. Agent Inquiry Source: Choose how you want to identify newly-submitted inquiries. Optional Fields: Use the radio buttons to select whether you want phone number to be required, optional, or hidden. Form Style: From the Drop-down list, choose a curved or box style, or have the style match Top Producer Web sites. Form Color Scheme: Select a color scheme that matches your Web site color scheme. The default color scheme is black. 3. Click Preview Form to see how your form will look, and click Close to return to the setup page. 4. Make any changes and click Update to save your settings, or Reset to return to the default settings. You are ready to complete the setup for your Web site. 5. Select one of the following options: To add the Community Inquiry Capture form to an existing Web page, click Get Web Form. The code appears in the Web Form text box. To add an external link pointing to a separate Community Inquiry Capture Web page, click Get Web Link. The URL appears in the Web Link text box. To get a link to paste into an , pointing to a separate Community Inquiry Capture Web page click Get Link. The link appears in the Link text box. 28

29 Market Snapshot Tip: If you just need the text link, without the HTML tags, copy the information between "href= and the next " (do not include the quotation marks). 6. Follow the instructions that appear above the text box, to copy and paste the code or link into the appropriate area. You can repeat the last two steps as many times as you need, to set up the Community Inquiry Capture in the required locations. Note: Subsequent changes made to your Community Inquiry Capture tool will not be reflected on your Web site. To add these new settings to your site, you need to repeat the steps listed on this procedure. Customizing Greeting or 'Interpret It' Message The Greeting and Interpret It messages of your Market Snapshot can be customized at any time. What are they for? Use the Greeting message to send your customers a report about MLS listings, sales or market trends in their neighborhood. The Interpret It message displays at the bottom of the Market Snapshot. It encapsulates and interprets the benefits that can be gained from the information in the report. It also gives a contact link: To customize the Greeting or 'Interpret It' message: 1. From the Top Marketer Control Panel > Setup > Market Snapshot Setup click Market Snapshot Customization. 2. From the Type drop-down list, select the message you want to customize. 3. To modify the default content, clear the Use Default check box. The Content section is activated. 4. Customize the content as desired using the formatting tools and its predefined values. 5. Click Preview. A preview of the message is displayed. If you are previewing the Greeting message, optionally click View Market Snapshot to see how your content will appear in a Market Snapshot. 6. Click Close. 7. Click Update to save your changes. To continue using the default text: 1. If you selected a message from the Type list (perhaps in error), cleared the Use Default check box, and made changes you do not want, do one of the following: Check the Use Default check box again or Click Reset. 2. You are asked to confirm that you do not want to save the changes. 29

30 Top Marketer User Guide Customizing Market Snapshot s The Market Snapshot service uses a number of automatically generated messages to maintain communication with leads. You can use the default messages or customize the content of the messages sent from the Text Customization page to reflect your own style. Warning: Do not use the Microsoft Windows copy-and-paste method to add images to your custom messages. While the image appears to be in place in the message body when you click the Preview button, it will appear as a "broken" image on the message recipient's computer. To customize the content of an template: 1. From the Top Marketer Control Panel > Setup > Market Snapshot Setup click Text Customization. 2. Select the type of message you want to customize: Pre-Market Snapshot Automatically sent to leads when they request a Market Snapshot report. Market Snapshot Delay: Sent when the Market Snapshot report fails to generate, usually due to MLS server load. The system will retry until the report is generated. Market Snapshot Ready: Sent when a lead's first Market Snapshot report is ready for them. Market Snapshot Update Ready: Sent when each scheduled or manual update is made to a lead's Market Snapshot report. Assigning Agent: Sent when the lead is obtained from the Home Insight Web site and you are selected as the lead recipient. 3. Clear the Use Default check box. You can now edit the Subject and Content text fields. 4. To insert merge codes into your message, place your cursor in the Content text area, then select the merge code you want to insert from the Predefined values drop down list. Once the merge code is inserted, you can select it and apply styling that will be applied to the real value when the is sent. To delete a merge code, place your cursor after the merge code and then press Backspace. 5. Select the radio button next to the color scheme that you want the message to use. 6. When your changes are complete, you have the following options: Click Update to save your changes and return to the Top Marketer Control Panel. Click Preview to see your changes. Click Reset to return the current page to its original values and remain on the text customization page. Click Cancel to remove your changes and return to the Top Marketer Control Panel. Click Save & Close to save your changes and return to the Top Marketer Control Panel. 30

31 Market Snapshot Setting up Snapshot Inquiries The Inquiry settings provide a way of sending inquiries generated by other inquiry generation services to your Market Snapshot service. Once you have set up your external inquiry source, you need to configure Market Snapshot to send any leads generated to the address specified for the external source. To set up a new Inquiry source: 1. From the Top Marketer Control Panel > Setup > Inquiry Setup. 2. From the Select Source drop-down list, choose the desired Source, for example Featured CMA. 3. If you want the inquiries to be forwarded to another address, select the Auto-forward Inquiries check box, then enter the recipient address, for example your agent address. 4. Click Add to add the new inquiry source. The Inquiry Setup page reappears displaying the address that will receive the inquiries in the Received at column. 5. Click Update to save your changes and return to the Top Marketer Control Panel. Important: You must contact your inquiry-source provider and give them the address entered in step 3. This ensures that the inquiries are sent to the proper address. Once this is done, inquiries generated by the service will automatically be signed up for a Market Snapshot report subscription. Market Snapshot Status Report: Viewing and Creating The Market Snapshot Status Report lists the status details of all Market Snapshots that you have sent out to inquiries. For example, you can find out the last time an inquiry looked at a Market Snapshot or how often an inquiry receives a Market Snapshot. To view the Market Snapshot Status report: 1. From the Top Marketer Control Panel > Market Snapshot > Market Snapshot Status Report. The current report appears. To create a Market Snapshot Status report: 1. Access the existing report page as described above. 2. Define the start and end dates of the period you want the status report to cover. 3. To check the status for a specific inquiry, enter the consumer's first or last name (or both) in the available fields. Notes: You can use an asterisk as a wildcard to search on partial first or last names. For example, enter th* to display the names start with those letters. Leave the name fields blank to display all available inquiries. 4. Click Reload Report to run the search. The matching inquiries are displayed. You can sort and view the report: 31

32 Top Marketer User Guide Sort the search results by clicking on the column-header labels. View a consumer's address, etc. by clicking the Details link. Examine the information the consumer received by clicking the View link. 5. Click Back to return to the Control Panel. To export or edit the Market Snapshot Status report: 1. Click the export icon at the top right of the report. 2. (Optional) Open the report, edit and save it to your desktop. To print the Market Snapshot Status report: Click the print icon at the top right of the report. Subscriptions Viewing your Account Information from 8i From your Top Producer Account Manager page, you can view your subscription details and edit your billing and account information. To view your account information from Top Producer 8i: 1. From the Top Producer 8i utility menu (top-right menu), click My Account. 2. Click the View/Update your Subscription Bundle link. The Subscriber Management page opens in a separate browser window. Managing Your Subscriptions The Subscription Manager allows you to manage your subscription information. To view/modify your subscription information: 1. Open the Subscriber Management page. From the Top Marketer Control Panel > Help > My Subscriptions. From the Top Producer 8i utility menu (top-right menu), click My Account. Then, click the View/Update your Subscription Bundle link. The Subscriber Management page appears. 2. To view/modify your contact information, in the Contact Information line, click Edit. In the Customer Information section, make your modifications and then click Update. The Subscriber Management page reappears. 3. To view/modify your billing information, in the Subscription Information section, click one of your subscription's Subscription Detail button. To make changes, click Edit Billing Information for this Subscription. Modify the information and then click Update. The Subscriber Management page reappears. 32

33 Market Snapshot 4. To view your invoice information, in the Subscription Information section click Invoices. When finished, click Back to Account Manager to return to the Subscriber Management page. Using Market Snapshot with Top Producer Logging in to Top Marketer from Top Producer 8i You can access the Top Marketer Control Panel directly from 8i. To log in to Top Marketer from Top Producer 8i 1. Log in to your Top Producer 8i account. 2. Click the Quick Application Access bar in the left sidebar to reveal your list of subscribed products. 3. Click Market Snapshot Control Panel. Note: The first time that you log in, the End User License Agreement (EULA) page will appear. When you've read the license agreement, click Accept. The Top Marketer Control Panel is displayed. Sending Market Snapshot to an 8i Contact You can subscribe any one of your 7i or 8i contacts to the Market Snapshot report service. Once you send them a Market Snapshot, they will be subscribed to receive regular updates. Your contacts can change their subscription schedule from within the Market Snapshot. Similarly, you can modify or stop their subscription. To send a Market Snapshot to an 8i contact: 1. From Top Producer 8i main page, locate your contact from the Contacts look-up portlet (right side of the page). 2. Select the contact, then click View Contact. The Contact Details page opens. 3. Select Create Market Snapshot from the action menu. The Market Snapshot Request form appears. 4. Enter the contact address in the Address field. This is where the Market Snapshot will be sent. 5. Fill in the rest of the contact s information, then click Generate Market Snapshot. The Market Snapshot is generated and sent to the contact. You will also receive a message confirming that it has been sent. Monitoring a Contact's Response Top Producer 8i enable you to monitor your contact responses to the Market Snapshot. An entry is created in the contact's Notes every time a Market Snapshot is sent and the first time a contact views it. To view 8i Market Snapshot contact responses: 1. From the 8i main page, locate your contact from the Contact look-up in the right side of the page. 2. Select the contact, then click View Contact. 33

34 Top Marketer User Guide The contact's Details page opens. 3. Do any of the following: To display a pop-up of the entire note, click on anywhere on the note. From this pop-up view, you will see the date and time when the Market Snapshot was sent or viewed. To see more of each note without going to the pop-up view, click the Full Screen action link at the top of the control. At this point, you can view the notes in this way, or click each note to view the full note. Viewing Market Snapshot Contact History Top Producer 8i enables you to monitor your contacts responses to the Market Snapshot. An entry is created in the contact Notes every time a Market Snapshot is sent and the first time a contact views it. To view an 8i contact's Market Snapshot responses: 1. From the 8i main page, locate your contact from the Contact look-up at the right side of the page. 2. Select the contact, then click View Contact. The contact's Details page opens. 3. Do either of the following: To display a pop-up of the entire note, click on anywhere on the note. From this pop-up view, you will see the date and time when the Market Snapshot was sent or viewed. To see more of each note without going to the pop-up view, click the Full Screen action link at the top of the control. At this point, you can view the notes in this way, or click each note to view the full note. Working with Market Snapshot Creating a New Market Snapshot Market Snapshot provides an automatic response to new Web inquiries. However, you can also send Snapshots to customers. The Market Snapshot Request page enables you to generate a new Market Snapshot for a contact. Note: The Market Snapshot Request page only contains the search fields that are supported by all MLS Boards. If you wish to narrow down your property search criteria, see Creating an Advanced Market Snapshot. The advanced fields that are available depend on whether your MLS supports them for searches. To create a Snapshot: 1. From the Top Marketer Control Panel > Market Snapshot > Create New Snapshot. 2. Enter the customer name and address. 3. From the Contact Type drop-down list, select the type owner or interested buyer to insure that the correct type of information is included in the Market Snapshot. 4. (Seller only) Enter the street and city location of the property. 34

35 Market Snapshot 5. From the drop-down list select the province or state. 6. Enter the zip/postal code of interest. Tips: If you are using a Canadian Postal Code, you can use the FSA feature as described below to search for an address. Click Search to use the Address Locator to find a target property. Help is available on the Address Locator page. 7. (Seller only) From the drop-down lists, select property details. Home type, number of bedrooms and bathrooms, and square footage. -or - (Buyer only) From the drop-down lists, select property requirement details. Home type, price range, number of bedrooms and bathrooms, and minimum square footage. 8. If you belong to more than one MLS, select the MLS from which to obtain data for your Market Snapshot. Note: If you only belong to one MLS, that one is displayed. 9. Click Generate. The Market Snapshot is generated and ed to the customer at the address provided. You will also receive a confirmation message. Using the FSA feature The first 3 digits of a Canadian postal code are called the FSA (Forward Sortation Area). Each FSA comprises all postal codes that start with the same digits, and are always adjacent to each other. To use the FSA feature: 1. In the Zip/Postal Code field of the Request form, Enter the first 3 digits of the Canadian postal code of the target property, for example V6T, and then click search. 2. The Address Locator page opens, displaying a map of the appropriate area. 3. You can add more address information in the Address Search field to refine your search, and then search again. 4. Set the marker to the location and click Submit. You return to the Snapshot Request page, where the street address has been added. Creating an Advanced Market Snapshot To narrow down your property search criteria, use the Advanced Market Snapshot Request window to include more information for the search. Using this, you have the option to see which properties appear from each search before generating the Market Snapshot. Note that only the search fields that are supported by your MLS are enabled. Search Results The results that match your search criteria are displayed on a map/listing page. This page allows you to confirm that the results meet your advanced search criteria. It does not represent the actual look of the Market Snapshot. 35

36 Top Marketer User Guide Note: This may be a lengthy process, depending on the number of listings that meet your criteria. You can return to the Control Panel or perform a different task while waiting for your list to be created. Alternatively, you may opt to Cancel this process. If this search was created for a buyer, the map is centered on all the properties found. You can move the map around, zoom in/out, and move the Target Area pin. Note: Only the properties from the initial search are displayed. If you move the pin to a location outside the search area, no new properties will be displayed. If this search was created for an owner, the home address is used as the center point. To create an advanced Market Snapshot: 1. From the Top Marketer Control Panel > Market Snapshot > Create New Snapshot. Click Advanced. 2. Complete the contact and MLS information as you would for a regular Snapshot request. 3. In the Advanced Search area, enter any additional search criteria you have. 4. (Optional) Click Display Results. Click Back to return to the previous Advanced Market Snapshot Request page. 5. Click Generate Market Snapshot. The Market Snapshot is generated and ed to the customer at the address provided. You will also receive a confirmation message. Caution: If your MLS removed a field that was previously saved for a Market Snapshot, or if it added a new required field, then the Market Snapshot will be not be generated. You must modify the search criteria to include (or exclude) the field before you can regenerate. Creating a Contact Snapshot The Create Contact Snapshot page allows you to generate a Market Snapshot for an existing contact within Top Marketer. To create a contact snapshot: 1. From the Top Marketer Control Panel > Market Snapshot > Create Contact Snapshot. 2. Enter the First and/or Last name of the desired contact, then click Reload Report. The Create Contact Snapshot page is refreshed displaying the contacts that match your search criteria. 3. Click beside the required contact to create a Market Snapshot. The Market Snapshot Request form appears displaying the contact information. 4. Make any changes that may be necessary. 5. Click Generate. Note: if any fields are missing, you are prompted to complete them before you can generate the Snapshot. The Market Snapshot is sent to the contact. You will also receive a message confirming that the Market Snapshot has been sent. 6. Click Close to return to the Create Contact Snapshot page. 36

37 Market Snapshot Fixing Failed Market Snapshots When a Market Snapshot fails to generate, you receive an informing you of the failure. The will contain the reason for the failure, and the action you should take to fix it. Refer to the table below for a list of errors and how to resolve them. The summary report on the Control Panel contains a list of the Market Snapshot inquiries that have recently failed. Failure can occur for new Market Snapshot inquiries, new HomeInsight inquiries, and failed updates. Market Snapshot Failure Messages FAILURE MESSAGE ERROR RESOLUTION Your MLS login credentials were not accepted The address entered for the consumer could not be found. The MLS returned too many listings that matched the property details of the consumer. The MLS did not find any or enough listings that matched the property details of the consumer. The consumer s address is not valid. We could not contact the MLS. MLS login credentials are incorrect The given address can not be found MLS returned too many results MLS returned no listings, or too few results address validation MLS interface unavailable Re-enter your MLS username and password in the Market Snapshot Agent Setup. Then try generating the Market Snapshot manually. Check address details and fix any typos. Then regenerate the Market Snapshot manually. Check the details to see if the criteria can be narrowed to return fewer comparable listings. Then regenerate the Market Snapshot manually. Check the details to make sure the property entered is in an area that is covered by your default MLS. OR expand the property details and generate the Market Snapshot manually. Check the address to fix any obvious typos. Then regenerate the Market Snapshot manually. Wait minutes and try generating the Market Snapshot manually. Your MLS no longer supports the Market Snapshot. Market Snapshot unavailable Contact Customer Support to see if another MLS in your area does support the Market Snapshot. We could not contact the MLS. You have not turned on the Market Snapshot to automatically be sent to newly received leads. MLS no longer supports search request Temporary network error Automatic Market Snapshot is not turned on Fields may have been changed or removed in the search request Wait minutes and try generating the Market Snapshot manually. Check the appropriate box in the Market Snapshot Agent Setup and/or generate a Market Snapshot manually for this consumer. Modify the Market Snapshot search request and request a new report. Any unusual error Unspecified error (default) Wait minutes and try generating the Market Snapshot manually. If this does not succeed, contact Customer Support. 37

38 Top Marketer User Guide Unsubscribed Inquiries All system-generated messages include an option to unsubscribe from the Market Snapshot service, in the footer. When a recipient unsubscribes from the service, their Market Snapshot status is set to "Cancelled/Stopped by Consumer (Unsubscribed)" and their MS scheduling is set to "Never". When a lead has unsubscribed, you are legally bound to stop sending them Market Snapshot messages unless they specifically request that you recommence their subscription. You can re-start their subscription by clicking their Start link on the Market Snapshot Status Report. Note: Market Snapshot unsubscribe requests will not affect a lead's Top Producer Online contact record. Stopping/Starting Market Snapshot Subscription If your customer no longer wishes to receive Market Snapshots, you can stop their subscription. Alternatively, you can re-start a subscription that was previously stopped. To stop or start a subscription: 1. From the Top Marketer Control Panel > Market Snapshot > Market Snapshot Status Report. 2. To stop a subscription, click beside the lead whose subscription you wish to stop. Click Yes to confirm, and return to the status report. 3. To re-start a subscription, click beside the lead whose subscription you wish to re-start. A new Market Snapshot is sent to your contact and the details display in the Restart Market Snapshot window. Click Close to return to the status report. 38

39 Market Builder About Market Builder The Market Builder direct-mail service enables you to direct inquiries from targeted addresses and/or address ranges to the Market Snapshot service, where they have the potential of becoming leads and clients. Use Market Builder to define a "farm" of multiple street addresses and then apply a timed direct-mail campaign to those addresses. Each campaign consists of a set of postcards mailed out at roughly 4-month intervals. The exact dates are determined by a Top Producer effectiveness research. Postcards are personalized with the homeowner's information, and with your photo, logo, and branding information. In addition, each postcard features a personal access code that will both auto-populate the homeowner's address information when they visit the BetterHomePrice.com Web site (makes completed responses more likely) and allow you to track the responses that originate specifically from the Market Builder service. Responding recipients who request a Market Snapshot report from the BetterHomePrice.com Web site are automatically removed from any subsequent mailouts, and automatically replaced with a new address from the farm reserve of unassigned addresses. For a list of Frequently Asked Questions, see "Market Builder FAQ". Creating your Campaign Campaigns are created in three steps: 1. Select the postcard set you want to use. 2. Create your farm, using one of the following methods to define the addresses for your campaign: Create a Targeted List Import a Custom List Note: When creating your farm you may use only one of these methods. However, when you add addresses to an existing list you can use either method. 3. Start the campaign. Note: You can preview your account settings from the Market Builder Farm Management page. Selecting Your Market Builder Postcard Set Market Builder's direct-mail campaigns use a series of unique postcards to attract responses from their recipients. The postcards available have been sorted into sets of postcards. Use the setup wizard to select or change your postcard set. Notes: You can change your postcard set at any time, using the Postcard Selection page. There are two ways to access the Postcard Selection page, as described below. 39

40 Top Marketer User Guide Any changes will be effective immediately and will apply to the next mailout. To select or change your Market Builder postcard set: 1. Do one of the following: Go to Top Marketer Control Panel > Market Builder > Postcard Selection. Go to Top Marketer Control Panel > Setup > Market Builder, and click Select Market Builder Postcards. The Postcard Selection page opens, showing your current selection. Tip: If you have not uploaded your photo or company logo, a blank photo/logo will be printed on the postcards. To include a photo and logo in your postcards, upload them using the Agent Profile page. 2. Click Change. 3. Select the radio button for the set of postcards you want to use and click Update, then click Yes to confirm. 4. Click Close to return to the Control Panel. Creating your Farm Using a Targeted List There are two methods for creating your farm. You can define your addresses using a targeted list as described below, or you can choose to Import Addresses. Before you define addresses, you must first select your postcard set. Creating a Targeted List You can define a street address, and enter the number of addresses you want returned from the area surrounding that address. You can repeat this process multiple times to create your farm for a single campaign. Your farm can contain multiple zip codes. Example of a targeted list: You would like 200 addresses returned using the following addresses as the center points: 1003 E. Jefferson Street, Washington Street, addresses surrounding each address are returned, for a total of 400. The address on Washington Street is close to the zip boundary. Because a search will not cross zip boundaries, the returned addresses will only include searches from the same zip. The image below illustrates how the search would look on a map: 40

41 Market Builder More Info: If you have any overlapping searches, duplicate addresses are automatically deleted. A search will not cross zip or state boundaries. The number of addresses you can select for your farm depends on the bundle size that you purchased. You can increase your bundle size by contacting the Top Marketer Sales Department. Whenever an address responds to a postcard via the BetterHomePrice.com Web site, the address is immediately dropped from its mailing slot. You are then required to assign inactive addresses to mailing slots. To ensure that you have additional addresses to replace the ones that have been dropped, you must have the required number of Total Available addresses for your farm (Total Available = purchased bundle size + 10% of bundle size). Bundle size example: Purchased bundle size: 400 addresses. Total Available Limit: 440 (purchased bundle size + 10% = 440) ZIP CODE QTY. EXCLUDED AVAILABLE * Total 440** * 20 addresses were excluded. Market Builder automatically tops up the list to the requested Quantity so that there will always be 40 available addresses for this zip code. ** Your Total Available should be your bundle size + 10% of bundle size. Warning: If you are using Internet Explorer, ensure that your Discuss feature is disabled. From your browser's main menu, View > Explorer Bar > Discuss. The Discuss feature is disabled when it does not have a check mark next to it. Repeat this step for all your open browser windows. 41