NTREIS LISTINGS. Preferences and defaults should be set in Tempo before adding a Prospect and making choices stated above.

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Eustacia Thompson
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1 NTREIS LISTINGS Using the Prospect Gateway The Prospect Gateway will allow the user to choose which link to send to their client: a link to Property Reports as they do currently or a link to the Prospect Gateway, a personalized website created for that particular client. The user can still choose which way prospect searches will be updated, either by manual updates or by using Autonotification. Note: The Prospect Gateway displays only listings for searches set up by the agent the client cannot use the site to set up their own searches. Preferences and defaults should be set in Tempo before adding a Prospect and making choices stated above. Setting Preferences The user can, if desired, save their Agent Photo and their Signature in Tempo for use in allowed places. To set Preferences, Step 1: Place cursor on the My Pages selection on the Navigation Bar. Step 2: Click on the My Page option from the drop down box. Created on 1/24/2005 8:58 AM 1

2 Step 3: Click on Preferences selection from menu. To Save Agent Photo Step 1: If not already chosen, click on the General Preferences selection. Step 2: Click the Browse button and select and Open the Agent photo desired from the appropriate file location. Created on 1/24/2005 8:58 AM 2

Step 4: If desired, the User can view the image saved by clicking on the View Image link.

3 Step 3: The selected file location will display in the Agent Photo field. Click Save button and photo will be saved in Tempo for later use. Step 4: If desired, the User can view the image saved by clicking on the View Image link. The image can be deleted later by clicking in the box before Delete this Image and click the Save button. Created on 1/24/2005 8:58 AM 3

4 Note: Broker Logos may only be uploaded by those persons with permission. The Broker Preference link will only be visible to those with that permission level. The steps to add a broker logo are the same as with an agent photo upload. To Save Signature Step 1: Click on the Preferences selection. Step 2: Key the information desired in the box provided. Step 3: Click on the Save button at the bottom right of the screen. Created on 1/24/2005 8:58 AM 4

5 Your Preferences are now set and may be used anywhere allowed within Tempo. Setting Prospect Gateway Defaults Users desiring to send links to a Prospect s personalized website will use the Prospect Gateway. This website will include chosen marketing or branding information about the agent. That information must be saved in Tempo. To Set Prospect Gateway (Branding) Defaults, do the following: Step 1: Place cursor on the Prospects selection on the Navigation bar. Step 2: Click on the Prospect Gateway Defaults selection from the drop down box. Note: The information displayed for selection on the Prospect Gateway Defaults screen is populated from the Agent s Roster. If information is grayed out, that indicates the information is not in the Agent s Roster and must be added to be available for selection. The Agent s photo will only appear if the photo was saved in Tempo under Preferences referenced above. Created on 1/24/2005 8:58 AM 5

The Prospect Gateway Defaults will produce the marketing or branding information as illustrated below. Step 3: The following screen will display.

6 The Prospect Gateway Defaults will produce the marketing or branding information as illustrated below. Step 3: The following screen will display. Click in the box to the left for each piece of information you would like to have appear on the left, Branding side, of the client personal website. Created on 1/24/2005 8:58 AM 6

7 Explanation of allowed fields: Name: Address: The Name field is a default field and will always display from the Agent s Roster. If checked, will display the address of the Agent as it appears in the Agent s Roster. Address: If checked, an link will be provided making it easy for the Client to the Agent. Main Phones: Fax: Photo/Logo: Logo at Top: If checked, the Agent s primary phone and/or office phone will be displayed. If checked, the Agent s fax number will be displayed. If checked and the Agent s photo has been loaded using Preferences the photo will display. The Broker s logo will also be displayed if the Broker saved the logo in Tempo. If checked, the Broker logo will appear at the top of the branding area. It will always appear at the bottom if available. Show My Website Link: If checked, any website address referenced in the Agent s Roster will display. Created on 1/24/2005 8:58 AM 7

8 View My Listings Link: If checked, the Client will be able to click on this link and view all Active listings for the Agent setting up the personal website. Show Contact Agent Link: If checked, this link will appear on each listing s detail page allowing the client to send an referencing the specific listing being viewed. The displayed page will include a link allowing the prospect s agent to see the specific listing being questioned. Step 4: Click on the Save button at the bottom of the screen. Note: Once the Prospect Gateway Defaults have been saved, they do not need to be changed unless you wish to change fields displayed on all future Prospect Gateways. Setting Prospect Defaults Setting Prospect Defaults will save time and effort when adding a new Prospect, but you can always change settings for a particular prospect. The agent should ask themselves these questions when setting the Prospect Defaults. How will I choose to search for most of my prospects? Will I chose to send a link to Property Reports or a link to the personalized website to most of my prospects? And, what default messages would I choose to send to most of my prospects? To Set Prospect Defaults, do the following: Step 1: Place cursor on the Prospects selection on the Navigation bar. Step 2: Click on the Prospect Defaults selection from the drop down box. Created on 1/24/2005 8:58 AM 8

Click the yes radio button if you want your Email Signature to be displayed. Note: Email Signature must be saved in Tempo in Preferences as indicated earlier.

9 Step 3: Key in the Welcome Message that you want at the top of the Prospect s Personalized Website. Step 4: Key in the default Subject and Message that you would like to include in the first sent to the client notifying them that a new Prospect Gateway has been built for them. Click the yes radio button if you want your Signature to be displayed. Note: Signature must be saved in Tempo in Preferences as indicated earlier. Step 5: Determine whether or not you want to use Auto-notification to search for properties for most of your Prospects. If you want to use Auto-notification, click the Yes button. If you want to manually search, click the No button. Step 6: Key in the default Subject and Message that you want as your message when new or changed properties are sent to your Prospect. Click on the Yes button if you want your Signature included at the bottom of the . Step 7: Indicate whether you want to send a link to the Prospect Gateway (Personalized Website) or a link to Property Reports to most of your Prospects. If choosing Property Reports, click on the Report or Reports you will most often send. Created on 1/24/2005 8:58 AM 9

Step 8: If you choose to send a Tickler Message to your client periodically, you may edit the default message giving it a unique name and choose whether to send that message Monthly, Every Two Weeks,

10 Step 8: If you choose to send a Tickler Message to your client periodically, you may edit the default message giving it a unique name and choose whether to send that message Monthly, Every Two Weeks, Weekly or Never if you don t want to use Tickler Messages. Note: A Tickler Message might be a follow-up message to past Prospects asking them to keep you in mind if they or any of their friends need your services. This message will be sent automatically to the person and you will be copied if you click on the Client and My Boxes. Step 9: When entering a new Prospect, you will have the option of having the searches for a Prospect expire in a certain number of days or never expire. If you click the Expiration Message box, you will be sent an seven days prior to the searches expiring notifying you and allowing you to choose to not expire. Step 10: Click the Save button to save your Prospect Default settings. Remember: The Defaults you have saved may be changed for any Prospect you are entering into the system. Created on 1/24/2005 8:58 AM 10

Adding a Prospect This documentation will assume that a Custom Search has already been saved in the system, but it will be noted that a Search can be

Step 2: Click on the Add a New Prospect selection on the drop down box.

11 Adding a Prospect This documentation will assume that a Custom Search has already been saved in the system, but it will be noted that a Search can be built while adding a prospect to Tempo. Step 1: To Add a Prospect, place your cursor on Prospects on the Navigation Bar. Step 2: Click on the Add a New Prospect selection on the drop down box. Step 3: Complete the Prospect s contact information in the fields provided including the Prospect s address. If you choose to have the Prospect s searches expired, indicate the number of days in the Expire Prospect in field. Created on 1/24/2005 8:58 AM 11

12 Step 4: If this entry is a Contact only and you do not care to have a search attached, click on the Save Contact Info Only button. Step 5: If you are going to attach this prospect to a search you have already built or choose to build a search for the Prospect now, click on the Save and Continue Prospect Set-up button. Step 6: If you choose to build a new search for the Prospect, click the Select a property type for a new search down arrow and follow the instructions for Building a New Custom Search. If you choose to attach the Prospect to a search already built, click the Select an existing saved search down arrow. Note: We will assume a search has been built and saved for our Prospect already. Step 7: Choose the search you wish to attach from the drop down list and click the Continue button. Created on 1/24/2005 8:58 AM 12

Step 9: On the screen below the Agent will decide whether to accept the default for how the search will be performed and what kind of link will be sent to the Prospect, OR the Agent may wish to

13 Step 8: In the Description field, the Agent may key in a simple description of the search criteria for each search attached to this Prospect. This description will appear next to the Search Name on the Personalized Website and remind the Prospect and the Agent of the properties being searched for. Click the Continue button. Step 9: On the screen below the Agent will decide whether to accept the default for how the search will be performed and what kind of link will be sent to the Prospect, OR the Agent may wish to change the search method or the link sent. How you will search: Click on the Auto-notification button if you wish Tempo to run searches automatically for you. Auto-notify will be run according to the specifications set by your MLS. OR Click the Manually Notify if you wish to search manually whenever you wish. Created on 1/24/2005 8:58 AM 13

14 Step 10: Determine for this Prospect what link will be sent to this Prospect. You may select the Default set or change for this Prospect only. Click on A Personalized Prospect Gateway radio button if you wish to send the personalized website link to the client. OR Click on the Property Listing Information only radio button if this is your choice of what to send to this client. Click the Continue button. Step 11: On this screen the Agent can accept the default subject and message to be sent to this Prospect notifying the Prospect that new listings have been found or change the subject and/or message for this Prospect if desired. The Agent may also choose to have their Signature displayed at the end of the if they have saved a Signature in Preferences mentioned earlier. Created on 1/24/2005 8:58 AM 14

Step 12: The Agent may choose to have a history of these emails saved in the Prospect s record if desired by clicking on the Save Prospect Email History Yes radio button.

Step 14: On this screen, the Agent may choose to push or send all listings found for this Prospect on this search to the Prospect Gateway now without seeing them, or send only listings that have been

15 Step 12: The Agent may choose to have a history of these s saved in the Prospect s record if desired by clicking on the Save Prospect History Yes radio button. Step 13: The Agent may choose to send a Tickler Message by choosing the Tickler message to send and the frequency or choose Never. Click on the Continue button. Step 14: On this screen, the Agent may choose to push or send all listings found for this Prospect on this search to the Prospect Gateway now without seeing them, or send only listings that have been modified in the last number of selected days chosen, or send none now. The Agent might want to do a Manual Search later and review the listings selecting those to be sent. Step 15: The Agent may accept the greeting default message set in Prospect Defaults or change the message for this Prospect. Click the Continue button. Created on 1/24/2005 8:58 AM 15

Step 17: The Agent may choose to include their Email signature by clicking in the Use Signature for Email box.

16 Step 16: On this screen the Agent can accept the initial Gateway notification message or change it for this Prospect. The Agent may also send a copy to themselves by clicking in the Send a copy to my box. Step 17: The Agent may choose to include their signature by clicking in the Use Signature for box. Step 18: If the Agent does not wish to send the now, the Agent should click on the Save Prospect without sending button. If the Agent chooses to send the now, the Agent should click on the Send Now button. Step 19: If the Agent chose to send the now, a confirmation screen will appear. Created on 1/24/2005 8:58 AM 16

Using the Prospect Gateway What the Prospect will see The Prospect will receive the

17 Click the Continue button and the Agent will be taken to the View Prospect Screen. The Prospect has been saved in the system. Using the Prospect Gateway What the Prospect will see The Prospect will receive the from the Agent. The Prospect will open the and click on the Link to the Gateway. Created on 1/24/2005 8:58 AM 17

Message at the top and the Search Name and description of the search below.

18 The Prospect Gateway will display on the Prospect s Screen. The Prospect will see the branding information on the left side of the website, the Welcome Message at the top and the Search Name and description of the search below. To View Properties To view the properties sent to the Prospect s personalized website, the Prospect will click on the Search Name. Created on 1/24/2005 8:58 AM 18

the Property Address, depending on how your MLS

19 To view details about an individual property, the Prospect can click on the View Details link (or on the Property Address, depending on how your MLS set up this screen). Created on 1/24/2005 8:58 AM 19

20 The Prospect can now view each listing and file that listing away in one of three file folders, Favorites, Possibilities or Rejects. To File a property in Favorites the Prospect will click on the I like this one link on the right side of the screen. This action will open a screen that confirms saving to the Favorites folder and allows the Prospect to write a message to the agent. Created on 1/24/2005 8:58 AM 20

21 Click on the Submit button to save the property to the Favorite folder. To File a property in Possibilities the Prospect will click on the Possibility link on the right side of the screen. This action will open a screen that confirms saving to the Possibilities folder and allows the Prospect to write a message to the agent. Click on the Submit button to save the property to the Possibilities folder. To File a property in Rejects the Prospect will click on the I don t like this one link on the right side of the screen. Created on 1/24/2005 8:58 AM 21

22 This action will open a screen that confirms saving to the Rejects folder and allows the Prospect to write a message to the agent. Click on the Submit button to save the property to the Rejects folder. Other Links from Property Detail Report From the property Detail Report, a prospect may choose other links. They are: Edit Notes: Allow the Prospect to move a property to a different folder and change the note written to the agent. Contact Agent: Allows the Prospect to send an to the Agent referencing the specific property being viewed. Created on 1/24/2005 8:58 AM 22

Email to a Friend: Allows Prospect to send this property information to another email account.

23 to a Friend: Allows Prospect to send this property information to another account. The that is sent contains a link to this listing on the Prospect Gateway and allows the recipient to view any Client or Agent notes about the listing, but does not allow them to view additional properties. Map this Property: Allows the Prospect to map this specific property in MarketLinx Mapping. Note: The Prospect only has access to the website from the link sent by the Agent. The same website will be referenced each time properties are sent to the client. What the Agent will see The Agent will access the Prospect s personalized website from Tempo s View Prospect Screen. Columns on the View Prospect screen will provide the Agent with important information. Search Last Run: This column will indicate the date and time a prospect search was last run whether by Auto-notification or by manual search. Last Listing Sent: This column will indicate the date and time the last prospect notification was ed to the client. Last Prospect Gateway Access: This column will indicate the date and time the Prospect last accessed the Gateway. If the Prospect has accessed the Gateway and flagged listings as Favorites, etc., then a Saved Listings link is displayed to the right. If any have been saved since the last time the agent visited the Gateway then the link is New Saved Listings and highlighted in yellow. Clicking on this Link will take the Agent to the Prospect s personalized website. Created on 1/24/2005 8:58 AM 23

When the agent accesses the Gateway, either from a link in Tempo or the link in the agent s copy of a prospect update email, their link identifies them as the agent, not the prospect.

agent can flag any listing to add it to the Agent Recommendation folder on the Gateway home page Any notes the agent adds to a listing will be displayed as Agent s Notes to the client The agent has

24 When the agent accesses the Gateway, either from a link in Tempo or the link in the agent s copy of a prospect update , their link identifies them as the agent, not the prospect. Most of the content the agent sees is the same, but: The agent sees search results flagged as new or changed based on the last time they visited the Gateway, not the last time the client visited The agent can flag any listing to add it to the Agent Recommendation folder on the Gateway home page Any notes the agent adds to a listing will be displayed as Agent s Notes to the client The agent has access to an Agent Report link on each listing, which displays the Agent Full Report for that listing in a new window The Agent my click on any of the folders to see if the Prospect filed any properties in Favorites, Possibilities or Rejects and read notes written by the Prospect as indicated below. Favorites Folder Possibilities Folder Created on 1/24/2005 8:58 AM 24

25 Rejects Folder Created on 1/24/2005 8:58 AM 25

Tempo Client Gateway Course Handout by the Houston Association of Realtors

Tempo Client Gateway Course Handout by the Houston Association of Realtors 2 Hours MCE Credit Course #: (_02-00-014-23957_) The Client Gateway The Client Gateway is a prospecting module that will save