Contacts/Leads - Adding a New Contact to your CRM
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03 Contacts / Leads

Under the Contacts / Leads you will learn about your crm. How to track your drip campaigns and more
  • Contacts/Leads - Adding a New Contact to your CRM

    06/21/2024 | 05:50

    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.

    Contacts/Leads - Adding a New Contact to your CRM

    Created: 06/21/2024
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    Transcript translations are generated by AI.
    Please excuse mistakes in translation.
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    00:00
    (Beginning of video)
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    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
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    Accessing the Contacts and Leads Section
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    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
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    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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    Filling Out Title and Name Information
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    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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    If you don't want to do that, you can go ahead and put in a first name.
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    So maybe you want to put in really nice type in Willy and his last name is Maze.
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    We want to say that he's a third, the fourth, whatever.
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    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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    So most of the times we leave it blank.
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    But if you wanted to put it in there, you can.
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    This is how you're going to map it.
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    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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    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
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    Group and Campaign Tag Assignments
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    If your contact is part of a group, you can go in and you can type in.
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    They're part of my sphere of influence.
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    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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    When you click on the browse button, you'll see all the different groups that you have.
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    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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    We scroll down a little bit further.
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    If I did add this person into my birthday campaign.
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    So I'm going to go ahead and type in birthday and we'll put them in there.
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    We would want to go ahead and put in their birthday.
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    So if their birthday is coming up, I'll just go ahead and say it's on June 29.
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    If we know when they bought their home, you can go ahead and put their home anniversary in there.
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    If you want to put in a picture of them, you can go ahead and attach the file.
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    02:33
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    Adding Contact's Photo and Rating
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    I don't think I have a picture of Willie Mays, but I probably have somebody that's fun.
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    So let's go ahead and say that to Willie.
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    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
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    Assigning Primary and Additional Emails
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    You're going to go ahead and put in their primary email.
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    So I'm going to go ahead and put willymaze.com.
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    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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    Everything would be addressed to both of them.
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    So just something to keep in mind.
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    04:09
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    Filling Out Contact's Phone, Fax, and Instant Messaging Information
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    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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    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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    I think that's pretty self explanatory as well as your facts.
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    Instant messaging if you want to put their website or their company that they're with.
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    04:27
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    Entering Spouse and Additional Information
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    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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    If they happen to have a different last name, you can go ahead and do that.
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    Your spouse.
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    Right now, the information is just information only.
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    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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    You have a couple of areas to put in.
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    04:55
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    Assigning Addresses and Preferred Mailing Address
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    Addresses.
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    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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    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
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    Adding Free-Form Notes
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    Your notes are free form.
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    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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    And that's pretty much it.
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    05:27
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    Saving and Closing the Contact Addition Process
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    Once you're done, you're going to click on Save and close.
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    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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    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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    (End of video)
  • Bounced and Unsubscribed emails in the VAC

    10/02/2024 | 05:10

    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?

    Bounced and Unsubscribed emails in the VAC

    Created: 10/02/2024
    AI wand icon
    Transcript translations are generated by AI.
    Please excuse mistakes in translation.
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    Timeline
    00:00
    (Beginning of video)
    00:01
    Chapter marker
    Introduction to Features in Vac
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    We'd like to share a little bit about two features in the vac.
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    One has to do with bounced emails and the other one has to do with when clients unsubscribe.
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    Identifying Bounced Emails
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    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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    Now sometimes it could be their servers rejected us, sometimes it could be that it's a bad email.
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    So for instance, this is definitely a bad email.
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    It came as a lead.
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    The person made it bogus.
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    So what I could simply do is I could just go in and delete it.
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    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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    So if you look on the left hand side, you can go to where it says bounced invalid email addresses.
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    When you see them, you could click on the person's name.
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    It'll automatically bring you into their account.
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    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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    I don't know if you changed your email address or not because I got notified that your email bounced.
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    And then wait for what they say.
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    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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    Managing Bounced Emails
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    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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    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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    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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    This person looks like it's all bogus.
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    It doesn't even, you know, I know nothing about them.
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    You can just click on delete contact and then when you refresh the screen.
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    So I'll go ahead and delete it.
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    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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    I'm not working with that contact any longer.
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    So that's what you can do with your bounced emails.
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    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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    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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    This is his correct email.
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    I've had a conversation.
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    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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    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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    So that's what we wanted to share about your bounced emails.
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    Introduction to Unsubscribers
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    Now, another thing that's come up is sometimes clients unsubscribe.
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    When they unsubscribe, three things should happen.
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    Notifications for Unsubscribers
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    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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    And there's several different things that they can unsubscribe to. So I'm going to share that.
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    So that's your first notification.
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    The second notification that you're going to get is in your daily report.
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    Reviewing Daily Report for Unsubscribers
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    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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    And again, it will explain to you what they unsubscribe from.
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    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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    So there they are.
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    If I click either on their name or if I click the edit contact, either one would have worked.
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    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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    So this is definitely something that, you know, if they already found their house, they may not need it.
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    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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    Locating Unsubscribers in Activity Tracking
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    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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    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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    And they'll have different codes.
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    So this one means that they've unsubscribed from all of the marketing emails.
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    Understanding Unsubscribe Codes
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    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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    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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    So, like, here's one for Carol.
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    She may not have really meant to unsubscribe to everything.
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    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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    If you have any questions, as always, please reach out to our education department.
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    And we do hope this helps.
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    Have a great day.
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    Oh, and our email is educational.
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    (End of video)
  • Groups - Add Groups & Add Contacts to a group

    06/21/2024 | 03:52

    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.

    Groups - Add Groups & Add Contacts to a group

    Created: 06/21/2024
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    Transcript translations are generated by AI.
    Please excuse mistakes in translation.
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    Timeline
    00:00
    (Beginning of video)
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    Introduction
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    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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    Maybe you want to call them at different times.
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    There's quite a few reasons why it's nice to have them in groups.
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    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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    Creating Groups
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    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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    And yours is going to look very much like this.
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    In the beginning, we don't have any groups.
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    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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    If you think you're not going to remember it, you can go ahead and spell it out.
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    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.
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    That one's now been added.
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    And let's just go ahead and add a couple more.
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    I'm going to add one.
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    Or vendors because you might like to have them in your database and keep track of who it is that you work with.
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    And then I think we probably want to put one in there for maybe the individuals who we might be selling houses to.
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    And let's go ahead and maybe put in a buyer.
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    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.
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    And there might be certain messages or campaigns that we want to put for anyone who's in an open house.
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    So I'm going to use those couple.
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    As time goes on, you're going to figure out more and more that you want.
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    Sorting Groups
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    You'll notice there's a field here to do order.
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    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.
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    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.
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    And then sellers or second most important to me, then my buyers.
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    And I'm just going to go ahead and do this with each one of them.
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    I just want to see.
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    And then you can either sort by clicking on the order, you'll see how it does that.
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    But if we put the order in, you're probably going to want to use the numbers.
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    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.
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    I meant to pick the open house and I'm going to go ahead and make that ten.
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    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.
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    Adding Contacts to Groups
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    That's all there is to adding groups.
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    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.
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    I can select them and then I'm going to move over to where it says manage groups.
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    Somehow I unselected them.
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    So give me 1 second, I'll reselect.
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    Manage groups.
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    I'm going to put them in my sphere of influence.
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    Click on apply.
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    And just like that, each one of these individuals is now in that group.
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    If I want to go ahead and click and look at it, I can certainly do that.
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    And over here in groups, you'll see where they're in sphere of influence.
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    And I'll do that with another one.
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    Just so you can see there's Mickey over here on the right and he's also in the sphere of influence.
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    So that's just a quick way to put people in groups.
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    Assigning Contacts to Multiple Groups
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    And yes, you can put them in multiple groups.
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    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.
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    And now if I look at one of their files, you're going to see that they belong to both groups.
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    So hope that helps.
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    Conclusion
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    We'll see you in another video soon.
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    Bye.
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    (End of video)
  • Email - send, view and edit emails

    12/24/2024 | 03:46

    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.

    Email - send, view and edit emails

    Created: 12/24/2024
  • Sent Marketing Emails

    12/24/2024 | 03:34

    Sent Marketing Emails

    Created: 12/24/2024
  • Contacts Import/Export

    08/04/2024 | 05:29

    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.

    Contacts Import/Export

    Created: 08/04/2024
    AI wand icon
    Transcript translations are generated by AI.
    Please excuse mistakes in translation.
    timeline icon
    Timeline
    00:00
    (Beginning of video)
    00:01
    Chapter marker
    Introduction to Importing Contacts
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    00:01
    A lot of contacts to bring into the virtual agent center.
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    00:05
    You might want to use the import feature.
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    00:08
    Chapter marker
    Exporting Contacts to a CSV File
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    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.
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    00:15
    That's the best format.
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    00:17
    And you'll come over to your dashboard and go over to the home.
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    00:21
    Chapter marker
    Accessing the Contact Import/Export Feature
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    00:21
    And then from home you're going to look for, it says contact import export.
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    00:27
    You're going to click on the button that says import.
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    00:29
    Chapter marker
    Selecting the File and Format
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    00:29
    Notice that we are letting you know that we're not going to be, you know, taking all your clients information.
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    00:34
    This is for you so that you can stay in touch with them.
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    00:37
    We're going to go ahead and click on next.
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    00:39
    You're going to click on the drop down box.
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    00:41
    And even though these other formats you can import from, the one that comes across the best is the CSV file.
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    00:47
    So we're going to recommend that you use that whenever possible.
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    00:51
    You're going to click on next.
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    00:52
    It's going to ask you where that file is.
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    00:54
    So you're going to click on browse.
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    00:56
    You're going to go look on your computer to find out where that information is.
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    01:00
    So give me 1 second because I'm going to find mine.
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    01:07
    Okay. And there's mine.
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    01:08
    It might look like all gibberish.
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    01:10
    Don't worry, you're just going to click on open.
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    01:12
    When you do, it's going to read that file.
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    01:15
    Chapter marker
    Mapping Field Data
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    01:15
    The top line here is what the field is called in your particular file.
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    01:20
    The drop down here allows us to match it up to something in the vac.
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    01:25
    Now with your primary name.
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    01:26
    We don't have anything in the vac that has a first name last name together.
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    01:30
    So we're going to skip that.
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    01:31
    We're going to go to primary email and we're going to look down here and there's our email.
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    01:36
    We have the first name, the last name and phone number.
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    01:39
    We have something that's called mobile phone versus phone mobile.
    Toggle item between chapter and caption
    01:43
    So we're going to match it there.
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    01:44
    We don't have anything like this in the vac so we're going to skip it over in the phone here.
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    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.
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    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.
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    02:05
    You're going to look through the file.
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    02:06
    If there's anything in this particular field we're going to go ahead and put that in there.
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    02:10
    We already have email there and there is no email in here.
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    02:14
    So we're going to change this and leave it as blank.
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    02:17
    We have nothing in this field.
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    02:18
    We have their street address.
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    02:20
    So we're going to scroll down this list and you'll see a little scroll bar.
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    02:23
    You just kind of drag it down until you can find the address.
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    02:28
    So that's their home address, their home city.
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    02:32
    So we're going to go ahead and match it there.
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    02:35
    Let's see, home city, home state.
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    02:45
    Here's our home zip code.
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    02:47
    They might call it a postal code, I'm not sure.
    Toggle item between chapter and caption
    02:50
    Let's see.
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    02:55
    It is home zip code.
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    02:56
    Then we have a birthday field and then it looks like we have a home anniversary field.
    Toggle item between chapter and caption
    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.
    Toggle item between chapter and caption
    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.
    Toggle item between chapter and caption
    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.
    Toggle item between chapter and caption
    03:26
    Chapter marker
    Handling Duplicates
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    03:26
    It's going to be looking at the first name, last name and email addresses.
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    03:30
    If it has it, it's going to say, do you want me to update the existing one?
    Toggle item between chapter and caption
    03:34
    And it's going to ignore anything that's not mapped.
    Toggle item between chapter and caption
    03:36
    Do I want to replace the entire record?
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    03:38
    We recommend that you don't use that one, especially if you've been putting some information in the system.
    Toggle item between chapter and caption
    03:44
    The one that we would typically recommend is to ignore the duplicates and don't import.
    Toggle item between chapter and caption
    03:48
    And there'll be a form that you'll get to look at to see if there aren't any.
    Toggle item between chapter and caption
    03:52
    And then you can also allow duplicates and fix them up later on.
    Toggle item between chapter and caption
    03:56
    I'm going to select ignore any duplicates and do not import and click on next.
    Toggle item between chapter and caption
    04:01
    Chapter marker
    Importing Contacts into a Group
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    04:01
    The next thing it wants is do I want to import these contacts into a group?
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    04:05
    If the group already exists, you'll click select group and it will show you all the different groups.
    Toggle item between chapter and caption
    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.
    Toggle item between chapter and caption
    04:19
    So if I look here, there's my 2024 test group and I'm going to click on next.
    Toggle item between chapter and caption
    04:23
    When I'm all done, I'll click on finish, it'll quickly go through.
    Toggle item between chapter and caption
    04:29
    Chapter marker
    Finalizing the Import Process
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    04:29
    Now, I had a very, very small file, so it was very quick.
    Toggle item between chapter and caption
    04:32
    If you have a couple hundred names, it may take a few minutes, but don't be alarmed. When it's done.
    Toggle item between chapter and caption
    04:36
    It's going to let you know how many records it processed it, if there were any errors, what failed to import.
    Toggle item between chapter and caption
    04:43
    And then what you can do is you can download that list, figure out what's going on.
    Toggle item between chapter and caption
    04:47
    Was it not imported because it was a duplicate or was it not imported because there was something invalid in the file?
    Toggle item between chapter and caption
    04:53
    When you're done, click on ok.
    Toggle item between chapter and caption
    04:56
    And you have now uploaded several names.
    Toggle item between chapter and caption
    04:59
    I'm going to go ahead and change this because right now it's looking for a specific group.
    Toggle item between chapter and caption
    05:03
    But I'm going to say I want everybody in my test group.
    Toggle item between chapter and caption
    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.
    Toggle item between chapter and caption
    05:13
    It'll show you the date the file import.
    Toggle item between chapter and caption
    05:15
    So hope you get lots of your contacts in there.
    Toggle item between chapter and caption
    05:19
    Chapter marker
    Conclusion and Further Assistance
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    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.
    Toggle item between chapter and caption
    05:24
    As always, you can email us at education hhsv two.com.
    Toggle item between chapter and caption
    05:29
    (End of video)
  • Tips to call and stay in touch with contacts

    12/23/2024 | 02:43

    Tips to call and stay in touch with contacts

    Created: 12/23/2024
  • Adding Tasks, Activities and Notes

    12/23/2024 | 05:37

    Adding Tasks, Activities and Notes

    Created: 12/23/2024
  • Schedule Appointments & Track Property Showings

    07/17/2024 | 04:11

    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.

    Schedule Appointments & Track Property Showings

    Created: 07/17/2024
    AI wand icon
    Transcript translations are generated by AI.
    Please excuse mistakes in translation.
    timeline icon
    Timeline
    00:00
    (Beginning of video)
    00:00
    Chapter marker
    Introduction and Request Management
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    00:00
    So today, let's take a quick look at what would happen if you got a request for showing.
    Toggle item between chapter and caption
    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.
    Toggle item between chapter and caption
    00:14
    So as you can see, scheduled is showing.
    Toggle item between chapter and caption
    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.
    Toggle item between chapter and caption
    00:22
    Chapter marker
    Viewing Requests and Sending Confirmation
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    00:22
    So I'm going to click on view more.
    Toggle item between chapter and caption
    00:23
    And I'm sorry, I could have just clicked.
    Toggle item between chapter and caption
    00:25
    You sent emails.
    Toggle item between chapter and caption
    00:26
    Here's the request.
    Toggle item between chapter and caption
    00:27
    It says thank you for request.
    Toggle item between chapter and caption
    00:30
    And it just gives them an email from you saying that you received it.
    Toggle item between chapter and caption
    00:34
    I'm going to go in and show you the request itself.
    Toggle item between chapter and caption
    00:37
    And then it says, what's the MLS number, what's the property, the list priced, who the client is?
    Toggle item between chapter and caption
    00:43
    And then you can see that they put in I'm interested in this property.
    Toggle item between chapter and caption
    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.
    Toggle item between chapter and caption
    00:53
    We're going to go ahead and do that.
    Toggle item between chapter and caption
    00:56
    So from here, what I'm going to do is I'm going to go over to my listings.
    Toggle item between chapter and caption
    01:00
    Chapter marker
    Property Search and Selection
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    01:00
    We're going to go ahead and do a property search.
    Toggle item between chapter and caption
    01:03
    And they said that they really liked a property that was 222 Misty Garden.
    Toggle item between chapter and caption
    01:08
    So I went out and I found a couple of them that they might be interested in.
    Toggle item between chapter and caption
    01:13
    And I looked at all of these.
    Toggle item between chapter and caption
    01:14
    So they're really interested in this one.
    Toggle item between chapter and caption
    01:16
    They're interested in this one, and they're interested in this other one on 224.
    Toggle item between chapter and caption
    01:21
    Chapter marker
    Scheduling the Showings
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    01:21
    Now, once I've done that, I might want to look at my calendar.
    Toggle item between chapter and caption
    01:25
    Now, your calendar may be on your phone, it may be here online, but he wanted to see it on the 30th.
    Toggle item between chapter and caption
    01:31
    So I'm going to go ahead and move to the 30th.
    Toggle item between chapter and caption
    01:34
    He wanted to see it, I think at 11:00, if I remember, but it might have been three.
    Toggle item between chapter and caption
    01:38
    So we'll put it in eleven.
    Toggle item between chapter and caption
    01:39
    If we need to change it, we can always do that.
    Toggle item between chapter and caption
    01:42
    And to see four houses, we'll go ahead and give it an hour.
    Toggle item between chapter and caption
    01:45
    Show homes to piano and Green Valley that way.
    Toggle item between chapter and caption
    01:54
    I know what the task is.
    Toggle item between chapter and caption
    01:55
    It kind of makes it pretty easy.
    Toggle item between chapter and caption
    01:57
    The location is Green Valley.
    Toggle item between chapter and caption
    01:59
    Just so I have a note of it, what the time of it is.
    Toggle item between chapter and caption
    02:02
    And then if I go down here, the contact, I'm going to go ahead and put in Kiana's name.
    Toggle item between chapter and caption
    02:08
    Chapter marker
    Adding Notes and Details
    Toggle item between chapter and caption
    02:08
    And then you'll see an area here for properties.
    Toggle item between chapter and caption
    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.
    Toggle item between chapter and caption
    02:18
    I'm going to click on that.
    Toggle item between chapter and caption
    02:19
    I'm going to go ahead and then type in 289 gall clubs, quest and Henderson.
    Toggle item between chapter and caption
    02:26
    And then the last one was 222 misty.
    Toggle item between chapter and caption
    02:30
    And there it is.
    Toggle item between chapter and caption
    02:31
    And now what I can do is if I want to put additional notes, I can.
    Toggle item between chapter and caption
    02:35
    If I have MLS printouts, I can do that.
    Toggle item between chapter and caption
    02:37
    But I'm going to show you why you may not need to do that.
    Toggle item between chapter and caption
    02:40
    So once you save it, it's going to show up on your calendar.
    Toggle item between chapter and caption
    02:43
    You'll see all the different properties.
    Toggle item between chapter and caption
    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.
    Toggle item between chapter and caption
    02:52
    So it has all of the details of that particular property as well.
    Toggle item between chapter and caption
    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.
    Toggle item between chapter and caption
    03:10
    Chapter marker
    Reviewing Showings and Notes
    Toggle item between chapter and caption
    03:10
    There's also calendar appointments. Here it is.
    Toggle item between chapter and caption
    03:13
    Schedule the showings for the 30 July.
    Toggle item between chapter and caption
    03:17
    If I actually did go in and show those properties, I can click on the edit button.
    Toggle item between chapter and caption
    03:22
    And who really liked two two, two misty gardens didn't like club, way too cluttered, something like that.
    Toggle item between chapter and caption
    03:40
    Now I've got some really nice notes that are going to be in here.
    Toggle item between chapter and caption
    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.
    Toggle item between chapter and caption
    03:49
    What he liked, what he didn't.
    Toggle item between chapter and caption
    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.
    Toggle item between chapter and caption
    03:56
    And again, this is just a great way keep track of what you're doing.
    Toggle item between chapter and caption
    04:00
    So hope these little tips help you.
    Toggle item between chapter and caption
    04:02
    Chapter marker
    Conclusion and Additional Support
    Toggle item between chapter and caption
    04:02
    As always, if you have any questions, please reach out to our education department at education at DHHSV two.
    Toggle item between chapter and caption
    04:11
    (End of video)
  • Using the Daily Activity Report, adding tasks and activities

    09/17/2024 | 04:11

    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.

    Using the Daily Activity Report, adding tasks and activities

    Created: 09/17/2024
    AI wand icon
    Transcript translations are generated by AI.
    Please excuse mistakes in translation.
    timeline icon
    Timeline
    00:00
    (Beginning of video)
    00:01
    Chapter marker
    Reviewing the Daily Activity Report
    Toggle item between chapter and caption
    00:01
    One of the things that I like to do is to review the daily activity report.
    Toggle item between chapter and caption
    00:06
    So each morning around seven or eight, you're going to get one that says your company name, Vac Daily report.
    Toggle item between chapter and caption
    00:12
    As you go through and look, you can see if anybody made a new inquiry on your website.
    Toggle item between chapter and caption
    00:17
    It'll show you what happened yesterday as well as over the past couple of days.
    Toggle item between chapter and caption
    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.
    Toggle item between chapter and caption
    00:35
    So you can go in and check them out.
    Toggle item between chapter and caption
    00:38
    You can see how many emails the system sent on your behalf.
    Toggle item between chapter and caption
    00:42
    And then you can also see if there was any website activity, if anybody unsubscribed.
    Toggle item between chapter and caption
    00:47
    What kind of tasks and events do you have?
    Toggle item between chapter and caption
    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.
    Toggle item between chapter and caption
    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.
    Toggle item between chapter and caption
    01:04
    You can click here to log in for more details at the bottom of the report.
    Toggle item between chapter and caption
    01:08
    If you forget what those little codes are, you can see that it chosen right here at the very bottom.
    Toggle item between chapter and caption
    01:14
    So what I'm going to do next is I'm going to go into the vac.
    Toggle item between chapter and caption
    01:17
    Chapter marker
    Enabling the Daily Activity Report in Your Profile
    Toggle item between chapter and caption
    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.
    Toggle item between chapter and caption
    01:23
    So over on the upper right, click and then go to your profile.
    Toggle item between chapter and caption
    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.
    Toggle item between chapter and caption
    01:36
    You want that to say yes.
    Toggle item between chapter and caption
    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.
    Toggle item between chapter and caption
    01:46
    Once you've changed it to yes, you're going to click, save and close.
    Toggle item between chapter and caption
    01:51
    Chapter marker
    Using the Virtual Agent Center to Manage Tasks
    Toggle item between chapter and caption
    01:51
    Now, if I want to see and work with my clients a little bit quicker, I can also do that.
    Toggle item between chapter and caption
    01:57
    You'll notice that you have the little bell up here and then you've got your tasks.
    Toggle item between chapter and caption
    02:01
    So if you have tasks, you can click on view all events.
    Toggle item between chapter and caption
    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.
    Toggle item between chapter and caption
    02:14
    So I'm going to click on Stephen.
    Toggle item between chapter and caption
    02:17
    When I click on Steven, it tells me what I need to do.
    Toggle item between chapter and caption
    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.
    Toggle item between chapter and caption
    02:26
    So I was able to reach Steve.
    Toggle item between chapter and caption
    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.
    Toggle item between chapter and caption
    02:35
    So I'm going to add an activity. Sorry.
    Toggle item between chapter and caption
    02:37
    I'm going to go ahead and add activity.
    Toggle item between chapter and caption
    02:39
    So what I'm going to do is click over there and I'm going to click on new from here.
    Toggle item between chapter and caption
    02:45
    I'm going to type in that I had a great conversation and what was going on.
    Toggle item between chapter and caption
    02:49
    And Steve also asked me if I could check back in with him in a couple weeks.
    Toggle item between chapter and caption
    02:53
    I'm going to put those notes in there and then I will go to the tasks tab.
    Toggle item between chapter and caption
    02:59
    So you see we've got tasks activity.
    Toggle item between chapter and caption
    03:01
    We've got notes, details and calendar appointments.
    Toggle item between chapter and caption
    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.
    Toggle item between chapter and caption
    03:18
    Okay. And he said to check back in two weeks.
    Toggle item between chapter and caption
    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.
    Toggle item between chapter and caption
    03:30
    I'm going to go ahead and close this for a second so that we can get it to refresh.
    Toggle item between chapter and caption
    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.
    Toggle item between chapter and caption
    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.
    Toggle item between chapter and caption
    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.
    Toggle item between chapter and caption
    04:02
    As always, if you have any questions, reach out to our education department at education at BHHSV two.
    Toggle item between chapter and caption
    04:11
    (End of video)
  • Adding Contacts to a Campaign

    12/21/2024 | 03:29

    Adding Contacts to a Campaign

    Created: 12/21/2024
  • Print Mailing Labels

    12/21/2024 | 03:15

    Print Mailing Labels

    Created: 12/21/2024
  • Contacts/Leads - Adding a New Contact to your CRM
    06/21/2024 | 05:50
    Contacts/Leads - Adding a New Contact to your CRM
    05:50 >

  • Bounced and Unsubscribed emails in the VAC
    10/02/2024 | 05:10
    Bounced and Unsubscribed emails in the VAC
    05:10 >

  • Groups - Add Groups & Add Contacts to a group
    06/21/2024 | 03:52
    Groups - Add Groups & Add Contacts to a group
    03:52 >

  • Email - send, view and edit emails
    12/24/2024 | 03:46
    Email - send, view and edit emails
    03:46 >

  • Sent Marketing Emails
    12/24/2024 | 03:34
    Sent Marketing Emails
    03:34 >

  • Contacts Import/Export
    08/04/2024 | 05:29
    Contacts Import/Export
    05:29 >

  • Tips to call and stay in touch with contacts
    12/23/2024 | 02:43
    Tips to call and stay in touch with contacts
    02:43 >

  • Adding Tasks, Activities and Notes
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    Adding Tasks, Activities and Notes
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  • Schedule Appointments & Track Property Showings
    07/17/2024 | 04:11
    Schedule Appointments & Track Property Showings
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  • Using the Daily Activity Report, adding tasks and activities
    09/17/2024 | 04:11
    Using the Daily Activity Report, adding tasks and activities
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  • Adding Contacts to a Campaign
    12/21/2024 | 03:29
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  • Print Mailing Labels
    12/21/2024 | 03:15
    Print Mailing Labels
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