MLSSAZ: 101 Introduction to features in Flexmls Sign in and modify profile information Find and view MLSSAZ documents Create and edit your contacts Become familiarized with Search Save searches and listing collections Navigate the Dashboard and Function Buttons Step One: Consider choosing Firefox as your browser when using Flexmls. Very conducive to computer operating system needs. Step Two: Navigate to the log-in page for Flexmls: tarmlsgateway.com MLS Technical Support Team * (520)382-8800 * TechSupport@MLSSAZ.com Multiple Listing Service of Southern Arizona* 2445 N. Tucson Blvd. 1
Features All the feature you desire to become assets in managing and connecting with your clients. Your user name is your MLSSAZ member number You will select the Flexmls icon and click Dashboard This customizable function can display gadgets that contain contacts, sent emails, statistics, listing information and much more. Add/Change Allows members to add, change and update their listing information. Based on Company broker preferences, please ask your broker about your settings for more information. Search Displays the various types of searches available. Search for property using the Quick Search, Map Search or Full Search. Search and find contact information for MLSSAZ members and offices. Daily Functions- An assortment of functions that provide members with Hot Sheets (reporting tool), message center, MLS Intranet (contains MLSSAZ documents), etc. Contacts Members can add contacts, setup user portals, create automatic email notifications, and much more. Taxes Link to the CRS (COURTHOUSE RETRIEVAL SYSTEM ) website providing members with information regarding the property summary, parcel information, sales history, tax and mortgage history. **MLSSAZ member benefit** Statistics Provides members with many different tools to run productivity reports, market summaries and comparisons. Preferences- Stores and maintains your profile and contact information. Many of Flexmls general preferences saved searches, reports, portal management and IDX manager. 2
My Profile The My Profile page contains fundamental information about you. Keeping it current allows clients and other agents to always know the most recent contact information. Step One; Click on your initials on the upper right hand corner and select My Profile Step Two: Click on Quick Profile Maintenance Quick Profile Maintenance will give you access to basic information changes, languages and My Bio. These display when a member of the public is searching for an agent on TARMLS.com. Profile Tips: My Addresses Unless your home address is your office address it is not intended Flexmls. Please list your office address in this section. Personal Photo and Logo Maintenance Upload your photo and logo for branding purposes. Recommended logo size is at least 450 pixels wide, the system will automatically resize the logo to fit. RETS Settings Currently Zipforms uses this password so agents can use the MLS Connect feature. We recommend making this password the same as your MLSSAZ password. Call AAR Tech Support for assistance with Zipforms 866-833-7357. After establishing who you are and how to reach you in profile, move on the daily functions tab to help you manage your day and the resources at your finger tips. 3
Daily Functions MLS Intranet Has an abundance of forms that can be used to assist you with your clients. This map shows the regions and can be very helpful to buyers moving into town or looking for a second home. The quickest way to set a pattern of time savings and data integrity for your business is to plan 30 minutes in the next 7 days to read and highlight the TAR/MLS Rules and Regulations document. This clear and specific document provides you the key guidelines for accurate MLS entries to advance your sales and keep corrections to the minimum. Attend the MLS 202 Listings and Maintenance class for more information about rules/regulations, listing input, common rules violations and listing maintenance. This class can help you avoid a simple listing violation. 4
Contacts Contact management: Allows you to add, update and send out subscription emails (automatic emails) to your clients. You have the option of confirming with your client they want to opt-in and this helps keep your address out of junk or trash files. Contact Summary: Overview of your contacts listing preferences, number of emails sent to them and a list of the saved searches. Subscriptions: View a list of any automatic e-mails that have been sent to your clients. My Sent E-mails Review emails that you have sent to clients from Flexmls via manual or subscription. Quick Add or Complete Add Always use the save changes with edits 5
Contact Management Key Tips: Choosing to send a confirmation email allows you to validate your have the correct email. Their acceptance will help keep your emails out of the junk folder. Subscription: The client will receive updates based on new listings all chosen from the saved search. If you would like them to be able to send you notes, request a showing or other actions you will need to be sure they are set up on a portal. 6
What your client sees when you are ready to send listings via portal You will begin to have a history of messages from your buyer looking at the listings and when they send you a message from their portal. You will not have messages if you have not set up a portal for them and they only have subscription updates sent to them. The buyer sent a note about the listing 21625278 This is a tool to help you learn specific likes and dislikes of the buyer The option a buyer has as they review the listings. The Request a Showing, Listing Notes and Contact all come to you the agent who set them up. 7
Search Quick Search Simplified version of the Full Search in which the most used search criteria has been generated in an easy to use format. Full Search: The Full search displays every searchable field in the Flexmls database, allowing you to choose from the options to add them to your search. This method does not produce more search results than the Quick or the Map searching options, all search methods will produce the same results when the same criteria is entered. Map Search* Displays the Quick Search criteria for adding search criteria, with the additional benefits of mapping tools, Google and Bing satellite images, mapping overlays and Nosy Neighbor. *MLSSAZ search method* Property Type Searching When using the Map Search and Quick Search you will first choose which property type template you wish to search (i.e. Residential, Rental, Residential Income). Each template has different set of criteria for the specific property type that is chosen. Double click on the template you wish to use. 8
Quick Search Fields Criteria will populate on the left side of the screen, complete the search with any information available. Use the scroll bar to view all search criteria. Type in a city, address, MLS#, subdivision or community to help narrow down your search. Double click Type in any location option, a menu will appear on the right hand side. Double-click on the item you want to add to your search. Once an item is highlighted additional information will populate (i.e. min and max amounts). On the right click the X if you do not want this criteria to be shown, however it is not necessary to remove items that are not checked 9
Search Quick Search Simplified version of the Full Search in which the most used search criteria has been generated in an easy to use format. Quick Search field benefits Convenient setup Most-used search fields listed Multiple different searching capabilities for adding, excluding, and removing criteria from your results Add additional fields with easy look-up for specific client needs Automatic results updating for accurate listing counts Access to the ARMLS data share You can begin with something like a zip code Then you can add number of bedrooms or bathrooms or price or all 3 to get a very solid beginning Click on the MLS of Tucson Association of Realtors header to expand You want to search Green Valley or Santa Cruz separately for now to ensure the display accuracy. 10
Ways to Display Your Search 11
Map Search The Map Search can The Star is the property you have highlighted on your list. Click on it and receive the above choices. Street View Google Maps Bird s eye Bing Maps Back/Forward To revert to the previous mapping zoom level or focus. All points on the map Click the button to return to the initial map view where all plotted points are visible. This tool is handy if you have moved the map and lost perspective. Pan tool This is the default tool selection when you enter the Flexmls Map function. To use this tool click anywhere on the map while holding the left mouse button down, move the mouse and drag the map in any direction. When the mouse button is released the map will stop moving. Zoom in While the Zoom in tool is selected click on a portion of the map that you wish to Zoom into, while holding down the button move the mouse to increase the zoom area. A rectangle will appear, this will be the area in which the map will zoom in, let go of the left mouse button and the map will zoom in. 12
Map Search The Map Search can assist you in searching for a specific property, creating CMAs and creating a search area for a client. The Satellite view will populate the Google map Navigation bar to help you zoom in and Back/Forward To revert to the previous mapping zoom level or focus. All points on the map Click the button to return to the initial map view where all plotted points are visible. This tool is handy if you have moved the map and lost perspective. Pan tool This is the default tool selection when you enter the Flexmls Map function. To use this tool click anywhere on the map while holding the left mouse button down, move the mouse and drag the map in any direction. When the mouse button is released the map will stop moving. Zoom in While the Zoom in tool is selected click on a portion of the map that you wish to Zoom into, while holding down the button move the mouse to increase the zoom area. A rectangle will appear, this will be the area in which the map will zoom in, let go of the left mouse button and the map will zoom in. 13
Saving Once you have complete your search you can select what you would like to save: Be specific. Instead of The Johnsons Johnsons Green Valley 109K to 1,250K 5 Bed 08242106 14
Saving: Save as a Search or as a Specific Collection Creating a specific listing collection: After the general search, place checks next to the properties that you want to add to your Listing Collections. Create the collection by adding a name and click Save. You will find it again in Search, then Listing-Collections You will chose the listing and when you highlight it, you will receive this link to view it. 15
Detail The Detail view will display the Agent Detail Report of the listing. Report Chose from multiple different report types including Detail Report, Flyers, and IDX reports. History- Displays property and listing history. Tax Info Automatically connects to the CRS (Courthouse Retrieval System ) populating the report on the selected listing. Supplement- An additional 10,000 character field that displays when a listing agent adds this section to their listing. Documents Any documents that have been uploaded to the listing will display here. Mortgage Information (RatePlug) Provides the monthly mortgage payment for a property based on current rates and lender information. 16
Detail> Tax Info The CRS Courthouse Retrieval System is a MLSSAZ member benefit, providing you with property information for Pima, Santa Cruz, Cochise, and Pinal Counties. This icon will open the entire report in a new tab 17
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At Your Fingertips Resources Click on the Help button at the top left of Flexmls. Choose from User Guides, Video Tutorials (also located at the bottom of the User Guides), Forums and Contact Support. Contact MLSSAZ Technical Support Monday-Thursday from 8am to 5pm Fridays 9 am to 5 pm (520) 382-8800 We are happy to help you! 19