Welcome everyone. My name is Anne O’Shea and I’m your Flexmls trainer today. Today’s webinar is a short coffee break webinar on listing activity reports. So we’re going over listing activity reports and the coolest thing about them is that they are a great tool when working with your sellers. And you can open them or access them from two places, from my listings and the change listing page.
And I’m going to show you where that is. Also, I’m going show you all the activity details that are on the report where you can see some market insight. Great for that. And then I’ll also show you how to set up some automatic emails that you can send to your seller because maybe they want a little regular update. So let’s jump in.
So I’m actually in the Fargo Moorhead root account the MLS account because I’m a trainer and don’t actually have my own listings. So I’m going to pretend that all the listings in Fargo are my own personal listings. Because I’m in the root account for the MLS you’ll see sometimes some admin things that maybe don’t apply to you. Don’t worry about those because again I’m going to show you things that you can do.
So first let’s look in My Listings. Now you may have a gadget on your dashboard that says My Listings and in here you can get to your listings this way. Or you can go into the menu and I always like typing in my in the menu because you have lots of things that say my and there’s my listings.
And I’m going go in there and I can see my listings. And I have a lot of active listings. Again, I’m joking. That’s because I’m in the Fargo Root account. But you can see here next to the MLS numbers there’s this little triangle. Let me zoom in a little bit so you can see it even better. This little triangle to the right of the MLS number and that’s there if you’re on the detail tab.
Wherever you are you can see this little triangle next to the MLS number. And if you click on that, if you have access to edit the listing, you’ll see edit listing and you’ll see listing activity. And that’s what we’re going to look at today. So let’s go into listing activity.
And here is a listing activity report. Right off the bat, can see there’s the activity for the address. To the right of that, we have print email and auto emails, which I’ll just show you in just a little bit.
Here you can pick a date range and it’ll go back.
The default starts whenever the listing was put in the MLS. So this one was put in actually just over ninety days. A lot of things in here can only be seen after ninety up to ninety days. But you could pick a date range. Maybe I just want to see everything since June first of this year. And then it goes into a year in advance.
And I’ll just click go and it’ll update the information it’s showing me. So I’m going to see everything that’s happened, all the activity on this listing since June first. And down here you can see the primary photo and some basic information. Farther down I’m going to zoom out again a bit. Oops wrong way there we go. You can see where people are viewing this listing and it gives you the count.
And here it shows Flexmls, Flexmls IDX, portal, and email.
Flexmls just means people in your MLS clicking on the listing. So sixty six people have clicked on this listing since June first. That’s agents, brokers, appraisers, and all your MLS members.
Flexmls IDX includes the views from Flexmls IDX products. So offices that use Flexible S smart frames or the Flexible S WordPress plugin, it does not include the third party IDX sites. And people have clicked on this listing forty times through those products since June first. The Flexible S portal, well you know what the portals are.
Your clients have a portal and members clients have clicked on this link in their portal eleven times since June first and then via email. It’s been sent out and clicked on via either a manual email or a subscription email either one and three times. And here’s the same information just in a graph form because sometimes people like a graph better.
So it’s the same information clicked on sixty six times in Flexmls etc. Over here you can see how do people rate this listing.
And was it recommended by an agent to their client’s portal? Nope, not since June first but somebody saved it in their portal and five people hid it. So it was not their cup of tea so they hid it. They’re not going to be looking at the listing any further. But somebody saved it and here’s hidden by agents. No agents hid it on behalf of their client either in their portal. And here it is in graph form again.
And these are those four folders that you’ve seen in the portal whenever you’re checking on your client’s personal portal. Actions people took on this listing. Well it was shared three times in the last well it says up to ninety days. I set it to June first but it was shared three times.
So this listing was shared by someone three times from within their portal or in that share button at the top of a listing search results. So that’s nice just great information and again you can also see if they clicked on contact agent or open house feedback all of that will show here and this is a graph form of that same information. Now down here is where you can get that market insight.
People who saved this listing also saved these listings. So you can take a peek at these and see what’s the kind of like the competition sort of when it comes to this particular person that saved this listing. You can see what else they’re saving. What else they think is also a contender for purchase. And you can click on view right here to see that list.
Down here you can see people who viewed this listing also viewed these listings. Now sometimes there’s some overlap here sometimes not. But let’s take a peek at this list just so you can see what I mean. You can really do a deep dive and perhaps compare your primary photo with these other listings primary photo. Or you can go into the photos themselves and look and see if there is staging involved.
Whatever it is this is just more information for you on what’s happening and who people are saving when they are saving your listing. So good information. All good information. Now as I promised up here in the top right, you can print this of course email just a regular email to your client whenever your seller wants to just get this report periodically and wants to request it.
You can just come in here and email it whenever requested. But you can also set up auto emails, which we’re all about making your life easier. So that’s what this is for. Activity report auto emails and it says automatically the MLS number, the address and you can add a contact using the little blue head and shoulders right here. And it’s very easy just a new contact name and email address.
But hopefully if you’re working with this seller you already have them in your system and you can click in this box and find them here in the list. And I’m going to pick on Aaron Mark Watney. He’s my client that is the seller of this home.
And now I can see that he’s set up for auto emails of this listing activity report to show him who’s seeing and how much visibility his listing is being seen in the MLS and elsewhere. Frequency you can choose weekly or monthly. Weekly you can choose what day of the week perhaps he wants to get it on Tuesdays or you can choose monthly and pick which day of the month, that he would like it.
I would think weekly is more popular and again I’m going to pick Tuesday. I can choose to get cc’d on that email. So if I want more email, you as the agent can come in here anytime and look. But, if you wanna get that email as well, you can check that box. I’m not gonna check it because I know realtors get a lot of emails. And then I’m gonna click save. There we go.
Now if you notice up here now auto emails has a little check mark. That means it’s got some emails and you can always come in here and I could send this to another client. Perhaps there’s two people selling this home. You can absolutely add more people. Maybe I’m gonna pick Bobby Brady and he wants to get a weekly or monthly on the third and click Save.
And again the checkmark is right here and I can always come in here later and decide nope Bobby Brady doesn’t want it anymore and I can cancel it right here. So I can remove this activity email as I hover over here. So let’s remove Bobby. I want to show you where else you could edit this for your clients. So I’ll click save, got Bobby off the list.
And now let’s come up here and I mentioned that you can also get to it via change listing. So this MLS has change listing right here in their favorites bar but let’s look in the menu too. I’m going go back to the dashboard. Click on menu and I’m going to see under add change, change listing.
And here I can see all my listings. Which one do I want to pick? I’m gonna pick this one. And here it takes me to the change listing screen. So on the change listing screen some of this may look slightly different maybe your MLS doesn’t have super functions doesn’t matter. Everybody has this up here the activity tab right here.
Click on the activity tab and you get in here to the report. And I can set up auto emails right here. So that’s the second place, second way to get to these listing activity reports and set something up here. Again maybe I want to send maybe Aaron has two listings with me and he wants both of the reports on Tuesdays and I click Save and now he’s getting auto emails from this listing too.
Maybe he’s selling both. So how do I adjust that?
Again, I can come into each one here and just turn it off right here. Just right there. Remove it. But what if he has more than one and you want to do it all at once? The easy way. Let’s go to the menu. And now I’m going go down to contact management, which is of course our contact hub where you can help all your clients. And I’m going to go straight into Erin’s account.
And the way I remember where these are in here is that these are automatic emails like a subscription. So it’s under the searches and subscriptions tab because it’s also an automatic email. Now Erin is also looking to purchase a three bedroom two bath so I’ve got a saved search in there and a subscription for that. That’s the purchasing side.
But on the sales side if you notice down here straight down at the bottom, auto email report for two different listings. And you can come in here and just, he doesn’t want one for this one anymore. Delete it. Not a problem. Or you can come in here, click on that, and I can say, you know what? He says he wants them now on Mondays and just change the date. Easy. And just save any changes you like. Okay?
So it just takes you to that little box again. Or I can, of course, click the little X here, turn it off, or I can click it here to remove it. Both work. Easy peasy. So it’s right here under searches and subscriptions, and I just went into contact management. So now Erin’s not getting any.
And again, if I wanted to turn something back on, I could just go to the MLS number up here and set it up again. If I wanted to, I can just put in two two dash one seven five eight, say, that’s his listing. I’m gonna do new tab. I always love new tab. I love the quick launch bar. And here I can see something perhaps he’s selling and right here again next to the MLS number is that little caret.
I can click on that and if it’s my listing I can edit the listing or go straight to listing activity right here and set up that auto email for him again. Okay? Pretty straightforward. Not that hard and don’t forget you can get cc’d or you can just come in here and if they just want you to send it every so often you can come in here whenever they’d like it and you can just email it.
Just click on that email and it’s basically your standard email that you’ve seen before. Not a problem. So So I’m going to go back here. One other thing, because we’re getting close to the end of our coffee break here, short and sweet today is I wanted to show you there’s another gadget that actually has got some of that information on it.
And this MLS happens to have it on their new dashboard. It’s the display listings gadget and you have access to that up here under add gadgets. It’s right here under listings, display listings. So you can add this to your favorite dashboard as well. But I’m gonna go back to the dashboard because it’s already here.
And on here, you can see that your listings are here and here is an activity column and it shows just two bits of that information you see on that listing activity report. Seven forty six people have viewed this listing and after the slash shows how many people saved the listing. So that’s pretty cool.
So just a quick glance and you can see on the display listings gadget next to your listing, say this one, I can see twelve fifty one people viewed my listing, eight people saved it. Just a bit of information, of a just a glance instead of pulling up the entire listing activity report.
And don’t forget, of course, we always have help for you. Help Flexible S help.
Just type in listing activity report.
And everything that I discussed today is in here. It’s right down here, listing activity report. You can view the report and it walks you through all the information that we went over.
Also up here, and I’m just gonna I’ll close all this out so we’ll start fresh. Guided help. Guided help here, again, listing activity report. Right here. Didn’t have to type it all in. And it’ll walk you through the process. Just click next.
And it’ll say click on change listing because it knows that I have changed listing up here in my favorites bar and it just walks you through step by step by step. Easy.
So that’s it. Short and sweet. I hope this was helpful. Thank you very much for joining me and I hope you have a great rest of your day.
