This video provides a step-by-step guide on how to add a new contact in a CRM system, including filling out different sections such as title, name, group, campaign, rating, email, phone numbers, addresses, and additional notes.
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00:00 |
(Beginning of video)
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00:00 |
Introduction and Recommendation
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00:00 |
One of the things that we highly recommend when you are first getting started is to put yourself in a contact, or better yet, put in a play contact name and use your email address so you can see what it looks like when your clients will receive your emails.
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00:14 |
Accessing the Contacts and Leads Section
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00:14 |
In order to add a new contact from your homepage, you're going to go down to where it says contacts and leads.
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00:21 |
Initiating the Contact Addition Process
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00:21 |
Then from there you'll click on contacts and leads again and you'll see a new button.
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00:25 |
We're going to go ahead and click on that new button.
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00:28 |
Filling Out Title and Name Information
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00:28 |
The tabs here will allow you to go ahead and bounce around between the different sections of the fields in your contact, but we're going to take it from the beginning and go one section at a time.
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00:38 |
If you want to put a title, you can click on the drop down box and select the titles that have already been pre configured.
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00:44 |
If you don't want to do that, you can go ahead and put in a first name.
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00:48 |
So maybe you want to put in really nice type in Willy and his last name is Maze.
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00:55 |
We want to say that he's a third, the fourth, whatever.
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00:58 |
You can go ahead and certainly put that suffix in your salutation is used only if you are creating some very unique campaigns.
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01:07 |
So most of the times we leave it blank.
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01:10 |
But if you wanted to put it in there, you can.
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01:12 |
This is how you're going to map it.
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01:14 |
So when it shows up on the screen, is it first name, last name, or is it going to be company or last name?
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01:19 |
Most of us are going to use first name, last name.
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01:21 |
It'll automatically say how it's going to be filed.
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01:24 |
Group and Campaign Tag Assignments
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01:24 |
If your contact is part of a group, you can go in and you can type in.
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01:29 |
They're part of my sphere of influence.
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01:30 |
If that's one of the groups you created, if you're not sure what groups you've created, you can click on the browse button.
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01:36 |
When you click on the browse button, you'll see all the different groups that you have.
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01:40 |
All you need to do is go ahead and select and then click on ok.
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01:44 |
So either way works.
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01:46 |
If you want to have this contact be part of your monthly newsletter campaign or perhaps the birthday campaign, you can start typing in the beginning of that campaign tag and then go ahead and select it.
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01:58 |
Just like with the contact groups, if you're not sure of the different ones that you have, you can click on browse and you can select what campaign or campaigns to add them to.
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02:08 |
We scroll down a little bit further.
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02:10 |
If I did add this person into my birthday campaign.
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02:13 |
So I'm going to go ahead and type in birthday and we'll put them in there.
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02:16 |
We would want to go ahead and put in their birthday.
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02:19 |
So if their birthday is coming up, I'll just go ahead and say it's on June 29.
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02:24 |
If we know when they bought their home, you can go ahead and put their home anniversary in there.
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02:29 |
If you want to put in a picture of them, you can go ahead and attach the file.
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02:33 |
Adding Contact's Photo and Rating
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02:33 |
I don't think I have a picture of Willie Mays, but I probably have somebody that's fun.
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02:39 |
So let's go ahead and say that to Willie.
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02:43 |
So that's how easy it is to put your contacts photo in there.
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02:47 |
If you want to rate your contacts, you can certainly do that with maybe five being the contacts that you work with the most, or maybe they've given you the most referrals, four being the second, and then three probably your buyers, sellers, people you're currently working with.
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03:01 |
Your twos might be somebody that's an Internet lead or somebody you met at the open house.
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03:06 |
And then ones might either be for ones that you're thinking about deleting, or you might choose to use ones to be for like your vendors or other agents that you're not really going to follow up with, but that you do want to have them in your database.
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03:18 |
So it's really up to you.
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03:20 |
On their many systems of rating, you can take some courses from other people to get other ideas in your email.
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03:27 |
Assigning Primary and Additional Emails
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03:27 |
You're going to go ahead and put in their primary email.
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03:29 |
So I'm going to go ahead and put willymaze.com.
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03:36 |
if you want the email to go to more than one account, you can certainly put them in there.
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03:42 |
But keep in mind, if you put like all three emails in there, it's going to send it to, whenever you send out a campaign newsletter or anything like that, it will send it to all three of those emails.
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03:53 |
If you happen to put something in here where maybe it was Willie and Myra and you wanted Myra to get the email as well as Willie, then what you could do is put Myra's email in number two and then they would both get it.
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04:06 |
Everything would be addressed to both of them.
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04:08 |
So just something to keep in mind.
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04:09 |
Filling Out Contact's Phone, Fax, and Instant Messaging Information
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04:09 |
But if you're doing that, you may not want to use birthday wishes because it's going to say happy birthday, Lily and Myra.
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04:15 |
So just a few things to keep in mind as you're doing that you have places to put in phone numbers.
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04:20 |
I think that's pretty self explanatory as well as your facts.
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04:23 |
Instant messaging if you want to put their website or their company that they're with.
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04:27 |
Entering Spouse and Additional Information
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04:27 |
If you don't really want to put their spouse's name here, but you do want to be able to keep track of it from when you're speaking with them, you can always go ahead and put their name there.
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04:37 |
If they happen to have a different last name, you can go ahead and do that.
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04:40 |
Your spouse.
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04:41 |
Right now, the information is just information only.
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04:44 |
However, we would recommend that you put the additional information if you have it, because down the road we may make enhancements where this information may become beneficial.
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04:53 |
You have a couple of areas to put in.
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04:55 |
Assigning Addresses and Preferred Mailing Address
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04:55 |
Addresses.
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04:56 |
You've got their home address, business and other which might be used for an investment property or perhaps a vacation home or something like that.
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05:03 |
If they're part time residents, then you can just select which one of those would be the preferred mailing address.
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05:10 |
Adding Free-Form Notes
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05:10 |
Your notes are free form.
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05:11 |
These are a great place to put things like their kids names, their dogs names, maybe some of their hobbies, so that when you're on the phone, it's really quick and easy for you to look at.
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05:21 |
And that might help you with your conversations when you're talking to them.
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05:25 |
And that's pretty much it.
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05:27 |
Saving and Closing the Contact Addition Process
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05:27 |
Once you're done, you're going to click on Save and close.
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05:30 |
When you click Save and close, you'll see that contact is automatically added.
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05:34 |
Any contacts that you manually put in the system will be listed as the lead source of other.
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05:39 |
You do have our little icon here.
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05:41 |
Remember from our overview of our dashboard that does indicate that they're on a campaign.
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05:47 |
All right, go out and add some more contacts.
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05:50 |
(End of video)
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Check out how to review bounced emails and steps you can take. Also what happens if a client unsubscribes to an email. Did you know they have options and may not unsubscribe to all emails?
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00:00 |
(Beginning of video)
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00:01 |
Introduction to Features in Vac
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00:01 |
We'd like to share a little bit about two features in the vac.
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00:04 |
One has to do with bounced emails and the other one has to do with when clients unsubscribe.
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00:10 |
Identifying Bounced Emails
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00:10 |
So the very first thing is when you're looking at your contacts, if you happen to see an icon that looks like this, that indicates that that email was bounced for one reason or another.
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00:21 |
Now sometimes it could be their servers rejected us, sometimes it could be that it's a bad email.
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00:26 |
So for instance, this is definitely a bad email.
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00:29 |
It came as a lead.
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00:30 |
The person made it bogus.
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00:32 |
So what I could simply do is I could just go in and delete it.
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00:35 |
But before I do that, I'm going to go over here to the left hand side because sometimes looking through all your contacts to find those might be a challenge.
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00:42 |
So if you look on the left hand side, you can go to where it says bounced invalid email addresses.
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00:48 |
When you see them, you could click on the person's name.
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00:51 |
It'll automatically bring you into their account.
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00:53 |
So you could simply make a phone call and say, hey Mary, I'm just checking in to see what's going on.
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00:59 |
I don't know if you changed your email address or not because I got notified that your email bounced.
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01:05 |
And then wait for what they say.
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01:07 |
If it's a situation where maybe the email address did change, you could just click on that little pencil, go in and change it to say@gmail.com or whatever the website is.
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01:18 |
Managing Bounced Emails
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01:18 |
When you click on, ok, then it should be able to go next time it'll go and send it, it'll clear it out.
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01:24 |
I'm going to go back and change this the way it was because I want to leave this as an example.
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01:30 |
Okay. Now if you go and you call or you look at this next one and you're like, I have no idea who it is.
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01:37 |
This person looks like it's all bogus.
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01:39 |
It doesn't even, you know, I know nothing about them.
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01:41 |
You can just click on delete contact and then when you refresh the screen.
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01:45 |
So I'll go ahead and delete it.
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01:46 |
So you can see what happens when I do that.
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01:49 |
If I refresh my screen, it's off the list because it's no longer balanced.
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01:52 |
I'm not working with that contact any longer.
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01:55 |
So that's what you can do with your bounced emails.
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01:57 |
Like I mentioned, it could be that their mailboxes are full, their service rejected it for some reason, or it's possible that they change their email now if their email is correct.
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02:09 |
So for instance, when I looked at my list, I had a couple that I know that the email was correct. So here's Edward.
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02:15 |
This is his correct email.
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02:17 |
I've had a conversation.
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02:19 |
You can always send an email to education and say, can you ask them if they can remove this from the bounced list and we can go and ask the developers to go check it.
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02:28 |
We'll go ahead and request it, it be removed, and then hopefully the next time the email goes out, it will be received.
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02:34 |
So that's what we wanted to share about your bounced emails.
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02:40 |
Introduction to Unsubscribers
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02:40 |
Now, another thing that's come up is sometimes clients unsubscribe.
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02:44 |
When they unsubscribe, three things should happen.
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02:46 |
Notifications for Unsubscribers
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02:46 |
One, you will get an email letting you know that they've unsubscribed and it will explain what they unsubscribe to.
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02:53 |
And there's several different things that they can unsubscribe to. So I'm going to share that.
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02:57 |
So that's your first notification.
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02:59 |
The second notification that you're going to get is in your daily report.
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03:03 |
Reviewing Daily Report for Unsubscribers
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03:03 |
So if you're reviewing your daily report as you scroll down, you're going to see where it says who unsubscribed in the last seven days.
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03:10 |
And again, it will explain to you what they unsubscribe from.
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03:14 |
So let's just go take a quick look at our contacts, and I'm going to go find Jeff and Sherdeme.
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03:29 |
So there they are.
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03:30 |
If I click either on their name or if I click the edit contact, either one would have worked.
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03:36 |
When you scroll down, you're going to see at the very bottom, it's going to show you that they only unsubscribe from the listing alerts, but they are still willing to get market reports, quarterly reports, and any of your newsletters or drip campaign letters.
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03:49 |
So this is definitely something that, you know, if they already found their house, they may not need it.
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03:55 |
Then when they go house hunting again, you'll just need to remember to ask them if you can resubscribe them and then put notes in.
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04:02 |
Locating Unsubscribers in Activity Tracking
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04:02 |
The other place that you can see them is if you go over to home and go to your activity tracking and dashboard.
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04:09 |
When you go to that dashboard and scroll down, you will also see a list of all the people who have unsubscribed.
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04:18 |
And they'll have different codes.
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04:20 |
So this one means that they've unsubscribed from all of the marketing emails.
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04:24 |
Understanding Unsubscribe Codes
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04:24 |
So if I click on Larry's name and again go to edit, I can scroll down, they unsubscribe from marketing, not from all of the others.
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04:34 |
So you can quickly see what's going on if somebody accidentally unsubscribe to everything and they did not mean to.
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04:42 |
So, like, here's one for Carol.
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04:43 |
She may not have really meant to unsubscribe to everything.
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04:48 |
So if I sent her an email and then she said, oh, no, I didn't really mean to do that, then we could go ahead and resubscribe her.
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04:56 |
If you have any questions, as always, please reach out to our education department.
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05:00 |
And we do hope this helps.
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05:01 |
Have a great day.
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05:03 |
Oh, and our email is educational.
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05:10 |
(End of video)
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This video provides a tutorial on how to group contacts in a CRM for better organization and management. It covers the steps to create groups, as well as how to assign contacts to a group or multiple groups.
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00:00 |
(Beginning of video)
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00:00 |
Introduction
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00:00 |
As you start working with your contacts, one of the things that you may want to do is group them together so that you can put them on perhaps different campaigns.
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00:09 |
Maybe you want to call them at different times.
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00:11 |
There's quite a few reasons why it's nice to have them in groups.
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00:15 |
So what we're going to do is from our homepage, we're going to create a couple of groups on home.
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00:20 |
Creating Groups
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00:20 |
You're going to go over to contacts and leads and underneath you're going to see where it says groups.
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00:24 |
And yours is going to look very much like this.
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00:26 |
In the beginning, we don't have any groups.
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00:28 |
One of the first groups we always recommend is that you put in your sphere of influence and you can abbreviate it as Soi.
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00:35 |
If you think you're not going to remember it, you can go ahead and spell it out.
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00:40 |
Or you could just call it my family and friends or whatever, but I'm going to go ahead and call it that and I'm going to click on save and close.
|
|
|
|
|||
|
|
00:48 |
That one's now been added.
|
|
|
|
|||
|
|
00:49 |
And let's just go ahead and add a couple more.
|
|
|
|
|||
|
|
00:52 |
I'm going to add one.
|
|
|
|
|||
|
|
00:54 |
Or vendors because you might like to have them in your database and keep track of who it is that you work with.
|
|
|
|
|||
|
|
01:01 |
And then I think we probably want to put one in there for maybe the individuals who we might be selling houses to.
|
|
|
|
|||
|
|
01:08 |
And let's go ahead and maybe put in a buyer.
|
|
|
|
|||
|
|
01:15 |
And one of the other things that we're going to want to do is maybe we decided that open houses is a way that we want to prospect.
|
|
|
|
|||
|
|
01:21 |
And there might be certain messages or campaigns that we want to put for anyone who's in an open house.
|
|
|
|
|||
|
|
01:26 |
So I'm going to use those couple.
|
|
|
|
|||
|
|
01:29 |
As time goes on, you're going to figure out more and more that you want.
|
|
|
|
|||
|
|
01:32 |
Sorting Groups
|
|
|
|
|||
|
|
01:32 |
You'll notice there's a field here to do order.
|
|
|
|
|||
|
|
01:35 |
You can sort these alphabetically if you want them to be in a different order because you want your sphere of influence to, you know, you can move that quicker.
|
|
|
|
|||
|
|
01:42 |
You can always go in and edit and you'll notice right there, I could say, okay, that should be order number one because that's the first and most important to me.
|
|
|
|
|||
|
|
01:51 |
And then sellers or second most important to me, then my buyers.
|
|
|
|
|||
|
|
01:57 |
And I'm just going to go ahead and do this with each one of them.
|
|
|
|
|||
|
|
01:59 |
I just want to see.
|
|
|
|
|||
|
|
02:00 |
And then you can either sort by clicking on the order, you'll see how it does that.
|
|
|
|
|||
|
|
02:05 |
But if we put the order in, you're probably going to want to use the numbers.
|
|
|
|
|||
|
|
02:08 |
One of the other things that you can do in case down the road you want to add additional ones is instead of grouping them by 1234, maybe you do something like five and make this.
|
|
|
|
|||
|
|
02:22 |
I meant to pick the open house and I'm going to go ahead and make that ten.
|
|
|
|
|||
|
|
02:28 |
Now what that will allow me to do is a I can sort by all these, but if I wanted to add something in between our vendors and open house, I have a couple spots that I can do that.
|
|
|
|
|||
|
|
02:37 |
Adding Contacts to Groups
|
|
|
|
|||
|
|
02:37 |
That's all there is to adding groups.
|
|
|
|
|||
|
|
02:39 |
If I want to take some of my contacts and let's just say I want to put certain ones into my sphere of influence, I can come right back out here and these individuals are all in my sphere of influence.
|
|
|
|
|||
|
|
02:51 |
I can select them and then I'm going to move over to where it says manage groups.
|
|
|
|
|||
|
|
02:56 |
Somehow I unselected them.
|
|
|
|
|||
|
|
02:57 |
So give me 1 second, I'll reselect.
|
|
|
|
|||
|
|
03:01 |
Manage groups.
|
|
|
|
|||
|
|
03:02 |
I'm going to put them in my sphere of influence.
|
|
|
|
|||
|
|
03:04 |
Click on apply.
|
|
|
|
|||
|
|
03:05 |
And just like that, each one of these individuals is now in that group.
|
|
|
|
|||
|
|
03:10 |
If I want to go ahead and click and look at it, I can certainly do that.
|
|
|
|
|||
|
|
03:14 |
And over here in groups, you'll see where they're in sphere of influence.
|
|
|
|
|||
|
|
03:17 |
And I'll do that with another one.
|
|
|
|
|||
|
|
03:18 |
Just so you can see there's Mickey over here on the right and he's also in the sphere of influence.
|
|
|
|
|||
|
|
03:24 |
So that's just a quick way to put people in groups.
|
|
|
|
|||
|
|
03:27 |
Assigning Contacts to Multiple Groups
|
|
|
|
|||
|
|
03:27 |
And yes, you can put them in multiple groups.
|
|
|
|
|||
|
|
03:29 |
So if, for instance, these two individuals I met at an open house and they're also buying, I can select those two, go into manage groups, click on open House, and they're both buyers, click on apply.
|
|
|
|
|||
|
|
03:43 |
And now if I look at one of their files, you're going to see that they belong to both groups.
|
|
|
|
|||
|
|
03:48 |
So hope that helps.
|
|
|
|
|||
|
|
03:50 |
Conclusion
|
|
|
|
|||
|
|
03:50 |
We'll see you in another video soon.
|
|
|
|
|||
|
|
03:52 |
Bye.
|
|
|
|
|||
|
|
03:52 |
(End of video)
|
|
This video reviews the different ways of emailing contacts. It also reviews the difference of using the following fields: To, cc and bcc. It covers the importance of not using the To or cc field when emailing a group of people.
This video provides a step-by-step guide on how to import contacts into the VAC using a CSV file. It outlines the process of selecting the file, mapping the fields, handling duplicates, and importing the contacts into a group.
|
|
|||
|
|
|
|
|
|
|
|||
|
|
00:00 |
(Beginning of video)
|
|
|
|
|||
|
|
00:01 |
Introduction to Importing Contacts
|
|
|
|
|||
|
|
00:01 |
A lot of contacts to bring into the virtual agent center.
|
|
|
|
|||
|
|
00:05 |
You might want to use the import feature.
|
|
|
|
|||
|
|
00:08 |
Exporting Contacts to a CSV File
|
|
|
|
|||
|
|
00:08 |
What you'll want to first do is go to whatever system that you're going to bring them in from and export them to a CSV file.
|
|
|
|
|||
|
|
00:15 |
That's the best format.
|
|
|
|
|||
|
|
00:17 |
And you'll come over to your dashboard and go over to the home.
|
|
|
|
|||
|
|
00:21 |
Accessing the Contact Import/Export Feature
|
|
|
|
|||
|
|
00:21 |
And then from home you're going to look for, it says contact import export.
|
|
|
|
|||
|
|
00:27 |
You're going to click on the button that says import.
|
|
|
|
|||
|
|
00:29 |
Selecting the File and Format
|
|
|
|
|||
|
|
00:29 |
Notice that we are letting you know that we're not going to be, you know, taking all your clients information.
|
|
|
|
|||
|
|
00:34 |
This is for you so that you can stay in touch with them.
|
|
|
|
|||
|
|
00:37 |
We're going to go ahead and click on next.
|
|
|
|
|||
|
|
00:39 |
You're going to click on the drop down box.
|
|
|
|
|||
|
|
00:41 |
And even though these other formats you can import from, the one that comes across the best is the CSV file.
|
|
|
|
|||
|
|
00:47 |
So we're going to recommend that you use that whenever possible.
|
|
|
|
|||
|
|
00:51 |
You're going to click on next.
|
|
|
|
|||
|
|
00:52 |
It's going to ask you where that file is.
|
|
|
|
|||
|
|
00:54 |
So you're going to click on browse.
|
|
|
|
|||
|
|
00:56 |
You're going to go look on your computer to find out where that information is.
|
|
|
|
|||
|
|
01:00 |
So give me 1 second because I'm going to find mine.
|
|
|
|
|||
|
|
01:07 |
Okay. And there's mine.
|
|
|
|
|||
|
|
01:08 |
It might look like all gibberish.
|
|
|
|
|||
|
|
01:10 |
Don't worry, you're just going to click on open.
|
|
|
|
|||
|
|
01:12 |
When you do, it's going to read that file.
|
|
|
|
|||
|
|
01:15 |
Mapping Field Data
|
|
|
|
|||
|
|
01:15 |
The top line here is what the field is called in your particular file.
|
|
|
|
|||
|
|
01:20 |
The drop down here allows us to match it up to something in the vac.
|
|
|
|
|||
|
|
01:25 |
Now with your primary name.
|
|
|
|
|||
|
|
01:26 |
We don't have anything in the vac that has a first name last name together.
|
|
|
|
|||
|
|
01:30 |
So we're going to skip that.
|
|
|
|
|||
|
|
01:31 |
We're going to go to primary email and we're going to look down here and there's our email.
|
|
|
|
|||
|
|
01:36 |
We have the first name, the last name and phone number.
|
|
|
|
|||
|
|
01:39 |
We have something that's called mobile phone versus phone mobile.
|
|
|
|
|||
|
|
01:43 |
So we're going to match it there.
|
|
|
|
|||
|
|
01:44 |
We don't have anything like this in the vac so we're going to skip it over in the phone here.
|
|
|
|
|||
|
|
01:50 |
We're going to have to decide if this is really their office phone, their mobile phone, whatever in this case that told us this was mobile, this is telling it's the office.
|
|
|
|
|||
|
|
01:58 |
So I'm going to go ahead and click the drop down and we're going to match that up to their business phone.
|
|
|
|
|||
|
|
02:05 |
You're going to look through the file.
|
|
|
|
|||
|
|
02:06 |
If there's anything in this particular field we're going to go ahead and put that in there.
|
|
|
|
|||
|
|
02:10 |
We already have email there and there is no email in here.
|
|
|
|
|||
|
|
02:14 |
So we're going to change this and leave it as blank.
|
|
|
|
|||
|
|
02:17 |
We have nothing in this field.
|
|
|
|
|||
|
|
02:18 |
We have their street address.
|
|
|
|
|||
|
|
02:20 |
So we're going to scroll down this list and you'll see a little scroll bar.
|
|
|
|
|||
|
|
02:23 |
You just kind of drag it down until you can find the address.
|
|
|
|
|||
|
|
02:28 |
So that's their home address, their home city.
|
|
|
|
|||
|
|
02:32 |
So we're going to go ahead and match it there.
|
|
|
|
|||
|
|
02:35 |
Let's see, home city, home state.
|
|
|
|
|||
|
|
02:45 |
Here's our home zip code.
|
|
|
|
|||
|
|
02:47 |
They might call it a postal code, I'm not sure.
|
|
|
|
|||
|
|
02:50 |
Let's see.
|
|
|
|
|||
|
|
02:55 |
It is home zip code.
|
|
|
|
|||
|
|
02:56 |
Then we have a birthday field and then it looks like we have a home anniversary field.
|
|
|
|
|||
|
|
03:01 |
And if there were other fields across, you could use this little scroll bar and you could scroll across to see what else is there.
|
|
|
|
|||
|
|
03:08 |
And if there's a lot of names in there, you can kind of go through just to make sure that wherever you have information that you match it up with something in fields within the vac.
|
|
|
|
|||
|
|
03:18 |
When you're done that step, you're going to click on next, it's going to ask what you want to do if it somehow finds some duplicate information.
|
|
|
|
|||
|
|
03:26 |
Handling Duplicates
|
|
|
|
|||
|
|
03:26 |
It's going to be looking at the first name, last name and email addresses.
|
|
|
|
|||
|
|
03:30 |
If it has it, it's going to say, do you want me to update the existing one?
|
|
|
|
|||
|
|
03:34 |
And it's going to ignore anything that's not mapped.
|
|
|
|
|||
|
|
03:36 |
Do I want to replace the entire record?
|
|
|
|
|||
|
|
03:38 |
We recommend that you don't use that one, especially if you've been putting some information in the system.
|
|
|
|
|||
|
|
03:44 |
The one that we would typically recommend is to ignore the duplicates and don't import.
|
|
|
|
|||
|
|
03:48 |
And there'll be a form that you'll get to look at to see if there aren't any.
|
|
|
|
|||
|
|
03:52 |
And then you can also allow duplicates and fix them up later on.
|
|
|
|
|||
|
|
03:56 |
I'm going to select ignore any duplicates and do not import and click on next.
|
|
|
|
|||
|
|
04:01 |
Importing Contacts into a Group
|
|
|
|
|||
|
|
04:01 |
The next thing it wants is do I want to import these contacts into a group?
|
|
|
|
|||
|
|
04:05 |
If the group already exists, you'll click select group and it will show you all the different groups.
|
|
|
|
|||
|
|
04:10 |
If it doesn't, you can click on create or you can say, I don't want to import, but I am going to go ahead and I'm going to go and import this into my test group.
|
|
|
|
|||
|
|
04:19 |
So if I look here, there's my 2024 test group and I'm going to click on next.
|
|
|
|
|||
|
|
04:23 |
When I'm all done, I'll click on finish, it'll quickly go through.
|
|
|
|
|||
|
|
04:29 |
Finalizing the Import Process
|
|
|
|
|||
|
|
04:29 |
Now, I had a very, very small file, so it was very quick.
|
|
|
|
|||
|
|
04:32 |
If you have a couple hundred names, it may take a few minutes, but don't be alarmed. When it's done.
|
|
|
|
|||
|
|
04:36 |
It's going to let you know how many records it processed it, if there were any errors, what failed to import.
|
|
|
|
|||
|
|
04:43 |
And then what you can do is you can download that list, figure out what's going on.
|
|
|
|
|||
|
|
04:47 |
Was it not imported because it was a duplicate or was it not imported because there was something invalid in the file?
|
|
|
|
|||
|
|
04:53 |
When you're done, click on ok.
|
|
|
|
|||
|
|
04:56 |
And you have now uploaded several names.
|
|
|
|
|||
|
|
04:59 |
I'm going to go ahead and change this because right now it's looking for a specific group.
|
|
|
|
|||
|
|
05:03 |
But I'm going to say I want everybody in my test group.
|
|
|
|
|||
|
|
05:05 |
And as soon as I did that, you can see here I've got all of those individuals that we're in and that's all there is to importing them.
|
|
|
|
|||
|
|
05:13 |
It'll show you the date the file import.
|
|
|
|
|||
|
|
05:15 |
So hope you get lots of your contacts in there.
|
|
|
|
|||
|
|
05:19 |
Conclusion and Further Assistance
|
|
|
|
|||
|
|
05:19 |
If you want us to look at your file ahead of time, you can certainly reach out to us in the education department.
|
|
|
|
|||
|
|
05:24 |
As always, you can email us at education hhsv two.com.
|
|
|
|
|||
|
|
05:29 |
(End of video)
|
|
See how easy it is to schedule and track property showings for clients. After the showings you can go back and add notes to remind you what clients liked and maybe didnt like.
|
|
|||
|
|
|
|
|
|
|
|||
|
|
00:00 |
(Beginning of video)
|
|
|
|
|||
|
|
00:00 |
Introduction and Request Management
|
|
|
|
|||
|
|
00:00 |
So today, let's take a quick look at what would happen if you got a request for showing.
|
|
|
|
|||
|
|
00:05 |
And also there's a feature as we go through, I can show you how you can, even when you're scheduling appointments, keep track of the properties that you showed to your client.
|
|
|
|
|||
|
|
00:14 |
So as you can see, scheduled is showing.
|
|
|
|
|||
|
|
00:17 |
We're going to go ahead and click on our client's name just so that you can see the email that came in.
|
|
|
|
|||
|
|
00:22 |
Viewing Requests and Sending Confirmation
|
|
|
|
|||
|
|
00:22 |
So I'm going to click on view more.
|
|
|
|
|||
|
|
00:23 |
And I'm sorry, I could have just clicked.
|
|
|
|
|||
|
|
00:25 |
You sent emails.
|
|
|
|
|||
|
|
00:26 |
Here's the request.
|
|
|
|
|||
|
|
00:27 |
It says thank you for request.
|
|
|
|
|||
|
|
00:30 |
And it just gives them an email from you saying that you received it.
|
|
|
|
|||
|
|
00:34 |
I'm going to go in and show you the request itself.
|
|
|
|
|||
|
|
00:37 |
And then it says, what's the MLS number, what's the property, the list priced, who the client is?
|
|
|
|
|||
|
|
00:43 |
And then you can see that they put in I'm interested in this property.
|
|
|
|
|||
|
|
00:46 |
And then they added a note saying, can you also show me a few other properties around this price range you picked? So great.
|
|
|
|
|||
|
|
00:53 |
We're going to go ahead and do that.
|
|
|
|
|||
|
|
00:56 |
So from here, what I'm going to do is I'm going to go over to my listings.
|
|
|
|
|||
|
|
01:00 |
Property Search and Selection
|
|
|
|
|||
|
|
01:00 |
We're going to go ahead and do a property search.
|
|
|
|
|||
|
|
01:03 |
And they said that they really liked a property that was 222 Misty Garden.
|
|
|
|
|||
|
|
01:08 |
So I went out and I found a couple of them that they might be interested in.
|
|
|
|
|||
|
|
01:13 |
And I looked at all of these.
|
|
|
|
|||
|
|
01:14 |
So they're really interested in this one.
|
|
|
|
|||
|
|
01:16 |
They're interested in this one, and they're interested in this other one on 224.
|
|
|
|
|||
|
|
01:21 |
Scheduling the Showings
|
|
|
|
|||
|
|
01:21 |
Now, once I've done that, I might want to look at my calendar.
|
|
|
|
|||
|
|
01:25 |
Now, your calendar may be on your phone, it may be here online, but he wanted to see it on the 30th.
|
|
|
|
|||
|
|
01:31 |
So I'm going to go ahead and move to the 30th.
|
|
|
|
|||
|
|
01:34 |
He wanted to see it, I think at 11:00, if I remember, but it might have been three.
|
|
|
|
|||
|
|
01:38 |
So we'll put it in eleven.
|
|
|
|
|||
|
|
01:39 |
If we need to change it, we can always do that.
|
|
|
|
|||
|
|
01:42 |
And to see four houses, we'll go ahead and give it an hour.
|
|
|
|
|||
|
|
01:45 |
Show homes to piano and Green Valley that way.
|
|
|
|
|||
|
|
01:54 |
I know what the task is.
|
|
|
|
|||
|
|
01:55 |
It kind of makes it pretty easy.
|
|
|
|
|||
|
|
01:57 |
The location is Green Valley.
|
|
|
|
|||
|
|
01:59 |
Just so I have a note of it, what the time of it is.
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02:02 |
And then if I go down here, the contact, I'm going to go ahead and put in Kiana's name.
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02:08 |
Adding Notes and Details
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02:08 |
And then you'll see an area here for properties.
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02:10 |
Well, we're going to show him 284 springs and as I start typing in, it's going to automatically go ahead and limit the number of properties.
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02:18 |
I'm going to click on that.
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02:19 |
I'm going to go ahead and then type in 289 gall clubs, quest and Henderson.
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02:26 |
And then the last one was 222 misty.
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02:30 |
And there it is.
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02:31 |
And now what I can do is if I want to put additional notes, I can.
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02:35 |
If I have MLS printouts, I can do that.
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02:37 |
But I'm going to show you why you may not need to do that.
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02:40 |
So once you save it, it's going to show up on your calendar.
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02:43 |
You'll see all the different properties.
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02:45 |
If you go ahead and click on any of those properties it will give you a quick summary and then you can click on view details.
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02:52 |
So it has all of the details of that particular property as well.
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02:57 |
Then I'm going to go back to our contact because now if we look at piano's account, you'll notice that we have our tasks, activities, our notes.
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03:10 |
Reviewing Showings and Notes
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03:10 |
There's also calendar appointments. Here it is.
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03:13 |
Schedule the showings for the 30 July.
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03:17 |
If I actually did go in and show those properties, I can click on the edit button.
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03:22 |
And who really liked two two, two misty gardens didn't like club, way too cluttered, something like that.
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03:40 |
Now I've got some really nice notes that are going to be in here.
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03:43 |
If Keanu ever calls me back, I can go back and look at this at any point in time. I have my notes.
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03:49 |
What he liked, what he didn't.
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03:50 |
If I wanted to see the MLS number a little bit more information, I can go in there, I can look at the details.
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03:56 |
And again, this is just a great way keep track of what you're doing.
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04:00 |
So hope these little tips help you.
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04:02 |
Conclusion and Additional Support
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04:02 |
As always, if you have any questions, please reach out to our education department at education at DHHSV two.
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04:11 |
(End of video)
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This video explains how to review the daily activity report, enable the daily activity report in your profile, and use the virtual agent center to manage tasks and stay in touch with clients.
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00:00 |
(Beginning of video)
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00:01 |
Reviewing the Daily Activity Report
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00:01 |
One of the things that I like to do is to review the daily activity report.
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00:06 |
So each morning around seven or eight, you're going to get one that says your company name, Vac Daily report.
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00:12 |
As you go through and look, you can see if anybody made a new inquiry on your website.
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00:17 |
It'll show you what happened yesterday as well as over the past couple of days.
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00:22 |
If you scroll down a little bit further, you can see whether or not any clients have done any activities using perhaps a listing alert, a neighborhood report, market report, and it'll even go into details as to what property that they looked at.
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00:35 |
So you can go in and check them out.
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00:38 |
You can see how many emails the system sent on your behalf.
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00:42 |
And then you can also see if there was any website activity, if anybody unsubscribed.
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00:47 |
What kind of tasks and events do you have?
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00:50 |
So you can see here, I've got a few people that I need to follow up with and make some phone calls so I can go and check those out.
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00:57 |
I can also see if there's any birthdays that are coming up or any anniversaries, and these will show up for seven days or more.
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01:04 |
You can click here to log in for more details at the bottom of the report.
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01:08 |
If you forget what those little codes are, you can see that it chosen right here at the very bottom.
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01:14 |
So what I'm going to do next is I'm going to go into the vac.
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01:17 |
Enabling the Daily Activity Report in Your Profile
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|
01:17 |
If you're not getting the report, one of the things that you want to do is you want to check out your profile.
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|
01:23 |
So over on the upper right, click and then go to your profile.
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|
01:29 |
As you look at your profile, you're going to go down to the section right here under settings, and it says, enable daily activity report.
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|||
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01:36 |
You want that to say yes.
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|
01:38 |
If you really plan on using the virtual agent center to help you manage your time and stay on top of things, this is going to be a great tool for you.
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01:46 |
Once you've changed it to yes, you're going to click, save and close.
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|||
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01:51 |
Using the Virtual Agent Center to Manage Tasks
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01:51 |
Now, if I want to see and work with my clients a little bit quicker, I can also do that.
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|||
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|
01:57 |
You'll notice that you have the little bell up here and then you've got your tasks.
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|
|||
|
|
02:01 |
So if you have tasks, you can click on view all events.
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|
|||
|
|
02:05 |
And right from here, you can go through one client after the other to go ahead and set up those different events or to look at the tasks, I should say.
|
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|
|||
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|
02:14 |
So I'm going to click on Stephen.
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|||
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02:17 |
When I click on Steven, it tells me what I need to do.
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|
|||
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02:20 |
And then I'm going to go ahead and make a phone call, and then I'm going to come back here and add an update.
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|
|||
|
|
02:26 |
So I was able to reach Steve.
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|
|||
|
|
02:28 |
So I'm going to go ahead and mark my task completed, but I also want to remember a little bit about the conversation we had.
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|
|||
|
|
02:35 |
So I'm going to add an activity. Sorry.
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|
|||
|
|
02:37 |
I'm going to go ahead and add activity.
|
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|
|||
|
|
02:39 |
So what I'm going to do is click over there and I'm going to click on new from here.
|
|
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|
|||
|
|
02:45 |
I'm going to type in that I had a great conversation and what was going on.
|
|
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|
|||
|
|
02:49 |
And Steve also asked me if I could check back in with him in a couple weeks.
|
|
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|
|||
|
|
02:53 |
I'm going to put those notes in there and then I will go to the tasks tab.
|
|
|
|
|||
|
|
02:59 |
So you see we've got tasks activity.
|
|
|
|
|||
|
|
03:01 |
We've got notes, details and calendar appointments.
|
|
|
|
|||
|
|
03:04 |
So I'm going to come over here, I'm going to click on new, check in with Steve, see if attended any more classes.
|
|
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|
|||
|
|
03:18 |
Okay. And he said to check back in two weeks.
|
|
|
|
|||
|
|
03:21 |
So I'm going to go here and I'll check back in on October 1, click on save because that is more than seven days out.
|
|
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|
|||
|
|
03:30 |
I'm going to go ahead and close this for a second so that we can get it to refresh.
|
|
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|
|||
|
|
03:35 |
Steve is off this list, but seven days prior to that, October 1, he will show up on this list so that I can go ahead and make the phone calls. You'll see here.
|
|
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|
|||
|
|
03:45 |
I've got a couple that are past due, so I really should work from the bottom and go back up so that I can catch up on all of these past tasks.
|
|
|
|
|||
|
|
03:52 |
But that's how easy it is to use the activity report as well as use your little task icons so that you can stay in touch with your clientele.
|
|
|
|
|||
|
|
04:02 |
As always, if you have any questions, reach out to our education department at education at BHHSV two.
|
|
|
|
|||
|
|
04:11 |
(End of video)
|
|
