EZIhelp AgentsData 2018
INDEX *Google Chrome is recommended for the best performance of our CRM. Download Google Chrome here 1. AGENCY SET UP... 3 2. IF UPDATE OF STAFF PICTURE, LOGO OR OTHER (PHOTOS) HAVE NOT UPDATED... 3 3. SET UP PROPERTY... 3 4. CONTACTS / CONNECT CONTACT TO PROPERTY... 5 5. BROCHURE... 5 6. STRIP LIST... 6 7. VENDORS REPORT... 6 8. NEW LEADS FROM REA... 7 9. NEWSLETTER... 7 10. VIDEOS... 9 11. BLOG / OUR AREA / BUSINESS FOR SALE / WHATEVER YOU WANT... 11 12. SCREEN READJUSTMENT (ZOOM IN & OUT) ABLE TO SEE ALL INFORMATION ON PAGE... 12 13. BUYERALERT... 12 VIDEOS We created video with text not voice over, so you can pause and read the instructions at any time.
1. AGENCY SET UP We set up Principal's CRM account and send you ID & temporary PW, Once your principal account is set up, you can add logo and principal's photo and can create other staff members' CRM accounts. Permanent Password: once you access your account using temporary password 1. Go to Staff - Your Profile 2. Fill out both 'Password' and 'Confirm Password' fields and click 'Save Changes'. Creating Staff Member accounts: 1. Log in with your principal account 2. Go to 'staff' and select 'manage staff' 3. Click 'Add New' or 'ADD NEW STAFF' to create new account 4. Principal, Admin and Manger accounts allow full access to system 5. Fill out staff details & information 6. Email admin@agentsdata.com.au with new staff member s name and we will finalise the set-up Add / change main pictures of Website homepage: 1. Go to Website Website - 'Edit' - 'Theme' 2. Click 'Choose file' located on the right side of screen 2. IF UPDATE OF STAFF PICTURE, LOGO OR OTHER (PHOTOS) HAVE NOT UPDATED 1. Open 'Google Chrome' - top right corner, click 3 dot points 2. 'More Tools' - 'Clear Browsing Data' 3. Tick 'Cached Images and files' 4. 'Clear Data' 3. SET UP PROPERTY 'Property' - 'Create New' - Add property details - Add property features - continue to next page & add main property photo - you can change position of photos on next page - 'save' Add all other photos of property - Upload to portals Pending
If waiting for photos or text to upload to portals but want to fill out Detail and Feature Pages a) tick Pending box b) fill out Detail, Feature Pages c) upload main photo of property on 'Optional Page' d) 'save' Ready to upload 1. un-tick Pending box 2. save changes 3. upload to portals to send to portals Send to Portals - Watch Video Realestate.com.au N.B. REA has a $110 one-off up-loader set-up fee: and $22 p.m. management fee To proceed with REA set-up: 1. Activate your REA account: go to realestate.com.au / Agent Admin Log-in 2. XML Uploads - First time user - fill out page as requested / Submit or, 3. Change CRM Provider - Click Change my up-loader / complete the online form / Submit 4. REA will confirm to you via email they have received the Form / you will receive your ID N.B. Do not upload any properties by AgentsData or manually until process is completed 5. REA will email you and AgentsData, advising us they are ready to set up 6. AgentsData emails you once our set-up is complete (normally within 2 hours after REA email) 7. Your Agency can now upload via AgentsData Domain.com.au - Email support@domain.com.au - CC admin@agentsdata.com.au 'Please be advised 'Office Name' is now using AgentsData' Irene.com.au: Automatic upload Squiiz.com.au: Automatic upload Rent.com.au: Same process with domain.com.au Homesales.com.au: Same process with domain.com.au Homely.com.au: Same process with domain.com.au Ratemyagent.com.au: Same process with domain.com.au
4. CONTACTS / CONNECT CONTACT TO PROPERTY Create new contact Step by step or Watch Video N.B. Whilst you can enter Contacts or Properties in any order - It is best to add Contacts first Add Contact 1. Contact Contact & BuyerAlert 2. Add New - Choose contact type from drop-down box 3. Fill in Contact details and Save If new contact type is not in list 1. Contact - Contact Types 2. 'Add new contact type' 3. Name a new type a. Type - e.g Buyer or Buyer Hot or Buyer Cold or Seller local or Seller warm etc. b. Description - e.g. Buyer Hot - Description: Loan approved ready to go 4. 'Submit to create' Link Contact to Property Step by step 1. Contacts must be in AgentsData 2. Go to Property - Listings 3. Choose a Property and click on address 4. Add Owner/Tenant info on Dashboard 5. Brochures & Contacts add more related contacts if you need 5. BROCHURE Create a Brochure Brochure for your window card, open home, property flyers, etc. 1. Brochure is in step by step process when adding new listings 2. Create Brochure anytime: Properties - listings - choose the property - Brochure For Sale will auto show in Brochure as does Rental 3. 3 types Brochure show 4. Brochure 1 and 2 - Portrait 5. Brochure 3 is Landscape - Choose A4 or A3 on your printer 6. Click one of the brochures 7. Yellow message ' click to change' - change text 8. Text won't be saved unless saved in Description section in 'Detail' 9. To save Brochure but not save new text in property description a) click Print Brochure b) download and save in your file
10. Bullet points: use asterisk symbol 11. Open Home Times is automatically inserted 6. STRIP LIST How to print a Property Strip List 1. Properties - Listings 2. In 'Property Type' section, select Sale Residential (or Rental Residential, Land) or Tick box to show Open for Inspections only 3. STRIP LIST (Red button) 4. STRIP LIST is now loading 5. Place curser on screen and right click on your mouse 6. Select Print and click 7. VENDORS REPORT Why? The Vendors report is your best tool at the weekly vendor meeting, either face-to-face or via email Sellers will read and re-read and then register buyers feedback when in writing They take little notice of verbal feedback from buyers Take your phone /ipad to open home and add your buyers directly Tip. When setting up in realestate.com.au for their report, add your email address You receive the report and attach to Vendors Report - Seller prefers all-in-one Report EZI-Instruction: Add buyer's comments / can be emailed or printed for Vendors Meeting Go to Listings Owner (if not already ) - click? Add Owner (must be in the contact list - if not, add owner s info in it first) - Connect To then Vendor Report (Buyers, not the salesperson educate Seller, allowing salesperson to maintain good third party relationship) Add attachments 1. REA Report: Give REA your email not Sellers Attach REA report to your weekly Vendors report Great for you and Seller to see pattern Makes way to discuss price and further marketing
2. Marketing Campaign: - Send weekly to show activity and receive payment 8. NEW LEADS FROM REA Leads from REA will go to AgentsData (new leads from REA) You can delete or transfer to 'Contact' Automatically connect to 'Property listing', 'Staff', and 'Vendor Report' You still receive enquiry emails to all of your devices How to Setup Step by step Instruction or Watch Video (easy to follow) Instructions 1. Login to your REA Agent Admin account 2. Your Profile link 3. Add/Edit Agents 4. Each Agent account in the list Edit ( if not already setup) 5. In the email field, add enquiry@agentsdata.com.au - insert comma between email addresses - e.g. Jason@gmail.com.au, enquiry@agentsdata.com.au N.B. Do not put any spaces between your email address and the comma 6. Click save How to use 'New Leads from REA' in AgentsData Watch Video Watch the video that will guide you how to use 'New Leads from REA' in AgentsData. 9. NEWSLETTER Create Newsletter with Template 1. Go to Newsletter Create & Edit Newsletter Template a. Click Add New Template b. Template Name - type the name you want to call your template c. Complete your newsletter with features below: - Create your Heading write your heading & highlight it - Click heading in the Format on menu bar - Fill in the contents - Create your footer write footer & highlight it and use Font size 2. Use your pre-made Template a. Create & Edit Newsletter Template b. Click Detail of the Template you want to use a. Edit b. Save Changes Features on menu bar
Bold Preview Template Increase Indent Centre Link Photo Table Italic If you put your cursor on the icons of the menu bar, it shows the meaning of the icon above Text Color AgentsData 1 May 2018 Dear (RECIPIENT-NAME) We thank everyone for their support and know with our new found focus, research analysts world class programmers and unique integration with irene.com.au and Homesales.com.au that AgentsData will be second to none - starting now. Please note current and new functions and easy step by step instructions are in EZIhelp. Regards AgentsData Team admin@agentsdata.com.au www.agentsdata.com.au You support us - We support You AgentsData - IRENE www.agentsdata.com.au *How to create your newsletter - Write your heading & highlight it - Click & choose one of Styles, Format, Font, Size, and colour for Heading. - To get multi recipients, write Dear or Hi and click the icon Template choose Recipient Name. - Fill in the contents. - To link website, highlight the word and click the link icon and add URL (e.g. web address) in the box which comes up after clicking it. -To add a photo, put your cursor on the place you want to add and click the photo icon and add URL in the box which comes up after clicking it - can change the photo size editing smaller number of width and height of the photo in it, too. -To get URL for your photo, go to Website Web Files- Add New File Image Choose a File from your computer Target (choose next window) - Submit to Create Copy the URL. -To have space for the left side, you can use Increase or Decrease Indent icon after making highlight the paragraph. -Create your footer - change the word size and move the line into the centre by the icon with 3 lines (centre). To send Newsletter 1. Newsletter send Newsletter 2. Type 'Email subject' 3. To choose recipients - 'Select Recipients' 4. Click tick box on left to choose the Recipients 5. After choosing the contacts - 'Select' 6. 'Save and Continue'
7. Click 'Template' drop down box and choose the template 8. Add attachment 9. 'Save and Continue' 10. To send on certain date - 'Scheduled date time' bottom of the page 11. Click the calendar icon to set the date 12. Click the clock icon to set the time 13. 'Submit' 10. VIDEOS Video Function We can turn your still property photos into a virtual Video with text for $35 - elsewhere $110 plus. Please see below why it is (text video) a great listing tool. Also the function allows you to add your Youtube videos. 1. Video - Virtual AgentsData does this for you - Please send email to admin@agentdata.com.au to request for property video listings 2. Video - Youtube Step by Step instruction a. Make the property video b. Up-load onto Youtube c. Then right click on the video d. 'Copy embed code' (Code will be copied into memory)
e. Open Notepad or Word f. Paste it(ctrl+v) into Notepad or Word e.g. The link will look like this: <iframe width="854" height="480" src="https://www.youtube.com/embed/_nyiqdoduwc?ecver=1" frameborder="0" allowfullscreen></iframe> g. Copy(Ctrl+C) this part of the link h. And then Paste it into the VideoLink in AgentsData - Properties/ Listings/ Features/ External Links/ Video Link i. To upload to Portals, click the Upload to Portals button at bottom of that page e.g. https://www.youtube.com/embed/_nyiqdoduwc?ecver=1 Virtual Video benefits for your listing presentation book * Mrs Seller or landlord as the text video is very successful our Agency (if you want to pay) pays for it. a. Enjoyment of video ads increase brand awareness by 139%(Source: Comscore) b. Viewers retain 95% of a message when they watch a text video compared to 10% when reading it in text. (Word Stream) c. Video is 50 times more likely to get organic page ranks in Google than plain text (Source: Forrester Research) d. Video search results have a 41% higher click-through than plain text results (Source: aimclear) e. People stay two minutes longer on your site if you have video. (Source: Comscore) f. Videos attract three times more inbound links than plain text posts. (Source: Moz) g. 87% of marketers said visual marketing was the most important form of content for their business (Source: Social media examiner) * Please Click the video to watch below Video 1 Video 2 Video 3
11. BLOG / OUR AREA / BUSINESS FOR SALE / WHATEVER YOU WANT To add photos and documents on Custom Pages you need to have URL 1. To get URL go to the left side menu bar - Website - Web File 2. Add New File (red button on the top right corner) 3. Select theme in File Type in the create box 4. Choose a file from your computer 5. 'Submit to create' 6. This creates URL for the submitted file - copy the URL for Custom page e.g.) http://www.agentsdata.com.au/website/files/1/news_flash_feb_2017.pdf Go to the Website - Custom pages for Blog, Businesses For Sale or Community work etc 1. 'Edit' the template(e.g. Community work) to add or change the photos 2. 'Custom page detail' comes up 3. Click image icon after placing mouse pointer where the image is going to be 4. Insert/edit image - Source - copy URL from web files you created and paste If you want to link 1. Click link icon and fill in the box using URL you created e.g. http://www.agentsdata.com.au/website/files/1/news_flash_feb_2017.pdf 3. Target (choose next window)
12. SCREEN READJUSTMENT (ZOOM IN & OUT) ABLE TO SEE ALL INFORMATION ON PAGE If you are using a relatively small computer screen, ultra-book or small laptop, your screen may not display all the information on certain pages of AgentsData CRM. There are three options to resolve this: 1. Option A: You can use scroll bar provided at the bottom of tables. 2. Option B: you can click on the menu symbol on your screen. The symbol will be located on both left and right side of your screen (one is right next to the AgentsData logo & the other one is underneath the logout symbol). This will make the menu disappear, which will display rest of information that you could not see before. 3. Option C: or you can simply change zoom percentage of your internet browser. This function can either be found on your browser's menu or performed by simply scrolling your mouse wheel pressing Ctrl (control key on your keyboard) at the same time. 13. BUYERALERT Terms & Choice 1. CREATE: the BuyerAlert does not set up yet 2. ACTIVATED: the BuyerAlert already set up and running 3. PENDING: suspended by Agents or system 4. DISABLED: disabled by Customer 5. Time Frame: Once, One month, 3 months, 6 months, One year 6. State: only one state 7. Suburb: up to 5 suburbs 8. Property Type: only one property type 9. Category: Multiple choice Creating a Buyer Alert 1. From New Contact Contacts & BuyerAlert / ADD NEW CONTACT / Save Click BuyerAlert / Buyer Alert Requirements / Save 2. From the contact list Click 'Create' of BuyerAlert/ BuyerAlert Requirements /Save
Auto-generating BuyerAlert by Agency Email Account 1. Properties sent previously will not be sent 2. If there are no new properties which are matched the buyer requirements, the BuyerAlert will not be sent until it is created 3. The maximum interval of Auto-generating BuyerAlert is 2 hours Auto-generating BuyerAlert by Agent's Email Account 1. Same with the process above 2. Agent's BuyerAlert / click 'Find Properties' / Save 3. Click Article to able to create your own greetings When I choose the BuyerAlert Requirements, there is no such a suburb name 1. Re-log in with admin user ID. 2. Go to Agency / Farming Area 3. Add New Area for my Agency Reinstating the suspended BuyerAlert 1. Untick the Pending option 2. Change a Registration Date if you need a) The Registration Date is the first day of the Time Frame. b) When you change the registration date, Expiry Date is also adjusted 3. Save Checking the Contact History 1. Contact / choose a contact / click 'Contact History' Why the BuyerAlert is disabled by customer? 1. Buyers will get this BuyerAlert by their email and If they don t want to receive it, they can click Do Not Send link 2. In this case, AgentsData will update the BuyerAlert status as a DISABLED - This status will be shown in the Contact lists like this 3. However, you can still send BuyerAlert manually How the AgentsData CRM system change the status from ACTIVATED to PENDING?
1. The AgentsData calculate each Buyer s Time Frame 2. If today is beyond the Time Frame from the Registration Date, the System will automatically update the status as a PENDING How can I change the DISABLED status to ACTIVATED status? You cannot change this status because it is the buyer s decision. However, there is one way to do it. Click 'Delete' of the Property Alert and then make it again