GO!3 Introduction. Contents. 1. Navigation

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1 GO!3 Introduction Contents 1. Navigation Icons Create Contacts and Properties Search Demands and Matching Actions Internet Profiles Navigation Login with your user name and password (OWA data). GO!3 opens within the Dashboard. You will find following information Hotline Support Button (Creates an that will be sent to the hotline, see chapter Help ) Log off Button (GO!3 does not log you off automatically) Calendar (Viewings are displayed in red, other appointments in grey) Tasks (displays tasks from the past (red) as well as tasks for today and tomorrow (black) ) Hotsheet (displays changes in statuses of the shops properies)

2 The menu is for quick and easy navigation. A single click on one of the menu items will show the contents at the right window area. The menu is always located at the same place and is available from every position. There is a maximum of two levels. Particular menu items can be hidden and unhidden by clicking the dark grey buttons. If it is necessary you can hide and fade in the menu: The menu itself can be hidden and unhidden by clicking the white triangle at the menu margin, thus improving your overall view when using small displays or very broad tables.

3 2. Icons Several icons can be used to work efficiently in GO!3. The following list contains all icons and their function: New Outgoing Referral New Contact (Quick Data Entry) New Property (Quick Data Entry) Refresh Screen Add New Data Base Record Edit Data Base Record Mandatory Open Quick Search (Filter) Print Preview Print Send Screen as Create Reports, Labels, Factsheet New Template Letter Mailing New Exposé Mailing New Appointment New Task New Viewing New Open House Copy Data Base Record Reallocate Data Base Record Apply Flags Remove Flags Export to Excel Sheet Show / Recreate (Document Details) Synchronize Calendar New Viewing Report

4 Change Task Status Send Forward Reply Reply All Trash Copy into GO!3 Search in TMS Archive Scan to TMS Archive Upload to TMS Archive Open Calendar Delete Date / (inactive / active) / (inactive / active) Go to Next Page Go to Previous Page Go to Next Detail Screen Go to Previous Detail Screen One Liners / Photo Manager: Move selected items to the right One Liners / Photo Manager: Move selected items to the left One Liners / Photo Manager: Move selected items up One Liners / Photo Manager: Move selected items down Add to Search Remove from Search Remove All from Search Clear all checkboxes Edit Data Base Record Show Details or View Report Delete Item Undelete Record Map Search, Filter: Center Area

5 Map Search, Filter: Delete Area Map Search, Filter: Rename Area New Pin for Geocoding Setting Remove Linked Item 3. Create Contacts and Properties Please use the quick data entry masks for contacts and for properties. Moreover, you can create contacts and properties quickly and easily by opening the menu Contacts or Properties and then click the icon New. Existing contacts can be edited by clicking the icon Edit dataset. From a list, you can edit datasets by clicking the in front of the dataset. Please consider following definitions for contact and property status: Contact Status Owner Active Inactive Closed Status Active means that the owner can be found within the system with an active property Owner pulled back the property; Contract ran out; any reason why we did not sell/rent the property Owner sold the property through E&V Contact Status Buyer Active Inactive Closed Buyer is searching actively for a property; we are in contact with him Buyer does not search anymore; he found a property somewhere else; is not searching anymore due to other reasons Buyer bought / rented a property through E&V

6 Property Status Active Pending Offer Show Offer No Show Property is marketed actively by E&V Property is not yet marketed by E&V; some documents or a signature are still missing before status can be changed to Active Someone is interested in this property, but it still can be shown to other clients Property is to be sold and may not be shown to others anymore Sold / let by E&V Property was sold / let by E&V and not active anymore Sold / let by others Property was sold / let by another real estate agency Withdrawn Expired Cancelled Street Index Property was withdrawn by the owner and is not active anymore Contract expired and property is not active anymore Contract was cancelled and property is not active anymore Property is known but not marketed Inactive Property is active but not offered for some time (e.g. if owner is not available for some time) Following graphic illustrates the available statuses:

7 4. Search Demands and Matching A property will never find a customer by itself. The GO3! Software will support you to find the right property for your search clients and vice versa. In order to secure every pot will find its lid, there is a need to create demands. With the demands of a client matching those of a property, a wonderful relationship is likely to start. This function is called matching. Creating Demands Demands can be created for contact category search client only! Demands deal with a special kind of authorization. You may create a search demand for and assign to any search client of the database. Just create a demand by clicking the Demands tab in a search client s detail view: In order to create a new demand click the icon New Demand within the Search Demands tab of your search client. The content of the demand is entered into the next window. Note: The mandatory field Expiration Date must not be changed manually. It is set to half a year from today by default. Every time you complete an action that is linked with a contact who has one ore more demands created by you, the expiration date will be changed to the date half a year from today. Note: If you create an action for a colleague, only his demands will be extended. Those changes will avoid demands expiring when taking care actively of your search clients.

8 After having saved your demand, it will be displayed in the search demands of your contact. If you want to see matching properties immediately, you can start the matching process right now. However, you can of course continue with the matching process later if you like.

9 Matching Select the demand you want to match and then click Start Search The following list shows all matching properties. You can now select those property, you want to offer your search client. Hint: By switching the view to Thumbnail you may get a better impression of the properties. You will now see the selected properties stated below in the search demands window. From this window you can create actions quickly and easily. Just select the property and then click the respective icon in the menu bar.

10 After booking an action resp. sending an exposé, the status of the Matching will change to Proposed. If you want to change the status manually, you can do so by clicking

11 You can filter the displayed properties by opening the Filter and then selecting the status: Adding properties manually You may want to add further properties manually, e.g. if you know there is a property that can be of interest even though it does not match the search demand. Select a demand, then click Add Manually and follow the search process. By assigning the properties to existing demands you can avoid to miss them. Select the favoured properties in order to add them to the matching list: Properties that were added manually are displayed italic. You will find all matching properties when clicking the button Start Search.

12 Checking for new Properties New properties are added to your database frequently. In order to check if any new matching properties were entered since you last checked the search demands, just click the button Check for new properties All matching properties will still be displayed when clicking Start Search. Matching Having created the demands you can also see from the properties view to which client would probably match the property. To do so, call a property and open the detail view. Now click matching in order to look up the clients matching the search demands of the property data: The resulting list may be specifically browsed for names or A,B,C. Subsequently, click Search for limiting the list view. Users having an office manager authorization can further filter the view choosing either All or My Demands. Agents will by default settings see only contacts carrying a demand created by the Agent. You may tag the contact in this view and create additional actions by the icons situated above.

13 5. Actions GO!3 offers a variety of actions that can be used for contacts and properties. Those actions are based upon the actions that are carried out every day. The easiest way is to book the action directly from the matching tab (either form the search demands of a contact or the menu Matching of a property). Select the data set you want to book an action for and then click the respective icon in order to create the action. Note: When matching within a contact s Search Demands tab you can only book actions if search demand and property are created for you. However, you can of course book actions with all contacts and properties when starting from the properties or contacts. You can also create action directly from the details of a contact or property (tab Actions ). You will then have to link the property or contact manually. Action Types There are following appointments in GO!3: An appointment can be created without linking a contact or property. For a Viewing, you will have to link one contact to one or several properties or projects. For an Open House, you may select one or several contacts but link to a single property only.

14 Following sub-types can be used for Appointments Valuation Appointment with the seller in the property itself Notary Miscellaneaous Price Modification Listing Presentation Appointment once a sale has been closed successfully Appointment with the owner in the property itself Appointment with the owner in the Shop Tasks You can use following tasks in GO!3: Action type Active Buyer Contact Active Seller Contact Follow Up Incoming Buyer/Seller Contact To Do Activity Report Acquisition Place advertisement Price-reduction Ownership anniversary Miscellaneous Usage Activity with a buyer with concrete result(s), e.g. weekly calls, call after viewing, listing presentation with the owner in the shop Activity with a seller which leads to concrete result(s), e.g. meeting in the shop, telephone call which leads you closer to a deal Activity when the result is yet to be achieved, e.g. simple phone call with a buyer after the viewing, exposé was sent, without a result yet Buyer / seller calls us, walks into shops, calls because of sign / ad etc. Recording of mailing to clients Recorded to display the date / time of the complete acquisition of a property (status Active ) Recording an ad placement Making a record of the date / time of a price reduction Follow-up entry for a property, e.g. expiry date of a leasehold agreement, for planning after-sales activities Action status Actions may have following statuses: Open Completed Cancelled The action was planned but not completed yet (e.g. an upcoming appointment). Open actions can be displayed as deleted and undeleted if needed. You can add feedback to open viewings, before completing them. As soon as an action is completed or the appointment took place, the status shall be changed into completed. Completed actions cannot be displayed as deleted. Feedback of completed viewings cannot be changed anymore. Cancelled actions can be edited or labelled as deleted. Thus you could for example cancel an appointment and change the status into Open again once a new appointment was found.

15 Viewings A viewing always takes place with one contact and one or more properties. As long as the viewing status is Open you can add feedback for this viewing. Once the status is set Completed you cannot add feedback anymore. The given feedback for the viewing is inserted automatically when sending a viewing report. Thus, the feedback serves two purposes: You can send your feedback to the owner automatically and you generate a precise picture of the search clients demands. Thus you will be able to offer a high level of service. 6. Internet Profiles It is possible to create internet profiles for each property. Those profiles can be published on the E&V Homepage, your subdomain and further portals. You can create as many profiles as you want for each property. Please find following an instruction on how to create an internet profile: To create an internet profile open the property. Click on the button Internet Profiles and then click the icon New. Some information that was entered fort he property are already being adopted into the profile. Fill out the other fields or change them if necessary. As soon as having added a description for one language, the same field appears another time. Thus you can create the description in several languages, too. If the fields were filled out in the Marketing section of the property, the description will be inserted automatically. The customer will then be able to read the description in different languages when switching the site language i.e. on the E&V Website. At the end of the edit screen, you can select the portals you would like to publish the property on ( Others is shown for technical reasons and has no functionality here). You may select several portals to upload to different portals at once:

16 Note: You may create several profiles for a property if you want and thus are able to have i.e. different descriptions for the portals you will upload the profile to. This could be useful if you know about the special characteristics of the target groups generally using the website. You can also copy existing profiles, edit the text and select only the portal(s) where you would like to publish to. Complete the process by clicking Save and Close. Usually the profiles will be online within a short time delay on the E&V Website. The other portals will be updated each night (German Time). The internet profile is now being saved and will be opened in the detail view, tab Photo Manager, within Profiles menu (sales or letting depending on property type). All photos that were uploaded when creating the property, are displayed in the Photo Manager. Chose the pictures which you would like to publish on the portal(s) by checking the box in front of each picture. Click Select All to choose all pictures to appear on the website(s).

17 Use the arrow to move selected picture to the website or to remove them from the website i.e. for existing properties. To order the pictures on the websites you can use the checkboxes and move the pictures up- or downwards. The top picture will be the first to be seen on the website, the others will be next. Make sure to repeat selection for all types of pictures (Floorplan, Sitemaps). The clients will then be able to select the different picture types on the website as well. To see also different picture types uploaded, use the Photo Container dropdown above.

18 Land Register Map will not be used in Residential. Click Save & Close to finish. You will be forwarded back to the Property Details and see the profile. Within the Internet Profiles Tab (Property Details) or Internet Profiles Menu (Navigation bar) you can open the details of an internet profile, edit, copy or delete profiles. Property Details Navigation bar NOTE: Several fields will be directly taken from the property details and be sent to the website without being editable displayed in the internet profile. After creating the profile, you can see which fields will be transferred to each website. To do so, open a profile in detail view and select the portal you wish to receive the information about:

19 All shown fields are transferred to the corresponding website. Fields with a red star in front are mandatory. If those are not filled, the property will not be published! Deleting Internet Profiles To delete a profile from a website, open the profile in edit mode and uncheck the portal box(es). You can also delete a profile in GO!3 by clicking. It will still be in your database, though, but is hidden per default from the Internet Profiles Browse view. By searching also for deleted profiles, you can review deleted profiles and also undelete if necessary: Search for deleted Undelete