Welcome everyone.
My name is Anne O’Shea, and I’m your Flexmls trainer today. And today’s short webinar is on my production and ranking reports.
So today we’re going to talk about the my production report, summary statistics, and the ranking report, which used to be found in under saturation analysis that they’ve pulled it out, and it is now a standalone, so you’ll be able to see it when you take a peek in there. So, first, the my production report. It covers your listings and sales statistics, and there’s two views. And I’m going to show you all of this. The quick view, and the member year to date report. And the key thing to remember about the Mya production report is that it is year to date. So it’s from January to whatever date you’re running it for that year. Okay? And it will compare to the previous year for the same period of time.
And we can pull it for active, new, sold pended, withdrawn, cancelled, and expired list things and compare it to my office and the entire MLS. So, let’s take a peek at that. So, here I am in Flexmls. And, again, I’m in the sales database, so this is not going to look quite like yours.
But the process is still the same. And in the menu here, if you click on menu, you will see a statistics section. And I’ve highlighted the two things that we’re going to go into today, but you can always highlight and put those items up on your favorites, or not, just run it periodically. It does not have to be up there. But today, right now we’re going to look at the My Production.
And here is that report, and I love this one because it has graphs right off the top. So in the upper left, you can see the my production report, and it’s a quick view. And this is the quick view. It’s kind of an overview and then the graphs. To the far right, you can see that you can print this, which is very nice. Some people like to include this with their full CMA’s when they’re working with a potential seller. And you have an advanced here that you can click on that little Chevron, and the advanced button will let you attach this into a separate window, if you wish. And you can also export the table data, which is very handy. So I know some realtors have programs that they like to put everything in together, or maybe you just want to put it all in one Excel spreadsheet or Google Doc. And you can export that table data so that you are able to do that. So that’s a nice feature here. I want to point out also we have, aside from the quick view, that little chevron always means there’s more. We also have the member year to date report. But let’s look at this quick view first. Okay? Right here off the top, it says search parameters and it’s all listings for me. And it includes activity from prior offices. That is the default in this report. Some of our statistical reports allow you to include your prior offices or not, but this one includes everything. And That’s what we mean by that is that, say, I transferred brokerages. Maybe I was with Century twenty one, and I went to Berkshire Hathaway or vice versa. Whatever you change a different brokerage, different office, it’ll bring those statistics from the old MLS with you. So long as you’re in this same MLS. Okay?
So, year to date always. And again, today is July twelfth, so I’m getting all the statistics from January one to July twelfth. And the first half of this is units, and the second half of this group of data is volume. And over here, there’s just kind of a highlight of my current status of how many active spending and withdrawn listings, how many units and the volume there. So that’s my current status overview.
In here, you can see total sold this year, I sold two. Last year also, I sold two. So year to year, there’s zero change.
And I’m a hundred percent comparing them this year to last year. And again, last year is from January one to July twelve last year. So, it’s the same period of time just in a different year. You can see the volume. I can see the volume this year, I sold a hundred and twenty dollars worth of listings, and last year I sold one point almost one point seven million dollars worth. So it gives me the year to year, which in this case is a negative number. And my percent of last year, if it’s negative is just going to give me a zero. Okay? Listed versus sold or listed oversold, the ratio, it’s just zero. And then, of course, there’s no way to do a percentage, so there’s a nil there. And same thing over here. Coop listed. That’s where I’m a co listing agent. This year, I was co listing agent on one. Last year, one also, so same hundred percent of what I did last year.
You can see this year I co listed twenty dollars worth of property. Last year was one point two million almost. So again, there’s the negative net year to year. Volume, and the percent, etcetera. So you can do this. This is co op sold as if I was a co selling agent.
Okay? And then new, new listings this year, last year, the difference year to year, and then the percent. So my percent last year If I had one and this year’s four, that’s four hundred percent increase. Okay? And same thing here. So lots of great statistics and nice overview. And a lot of people love this because of these great graphs. So, it’s the same information just in graph form. This one’s bar graph, so you have The light blue is the twenty twenty three this year.
And if I hover you see that it tells me there were two sold in new listings and this is units. Over here, it’s a volume. So I had two, and then last year two.
It’s all these same statistics down here, zero zero, it’s all the same information that you see up here. So new listings for Last year was one. Okay? All the same information, just in a different ways to look at it. And same with volume. You can see that here. And again, it’s the light blue is the this year, and then the gray is last year.
And here’s the same information, listings by unit, and generally just a pie graph of that, listings by unit. And here’s listings by volume. The pie chart. Okay? And again, you can print this, export it if you want, in a CSV form. Let’s look at the other one, the year to date, member year to date report.
This is much more broken down. This really gives you all the nitty gritty in the way of details, and so much information is in here. It’s broken out by status. So I can look and see, I don’t have any withdrawn or canceled listings. I have expired listings, so it gives me all that information. And what’s nice about these you’ll see is, well, particularly with sold, you get the sold information in there, but you get listed, sold only, total year to date, last year year to date, the change and then compare it to the office and compared to the entire MLS.
So it gives you that office and MLS statistics as well. So you can compare what you’ve been doing, here, all these different things, listing sides, that’s when you’re on one side of contract. So if you’re the cell you know, listing agent, that’s one side. If you’re also the selling agent, that means you have two sides.
Or if you’re a cohost, then agent on the selling or listing side, you get half a side. Okay? So sometimes you’ll see a half a side and that’s what that is. Okay? So, listing sides, looks like last year, year to date, it was a co list.
And this year I’m the listing agent, things like that. So, that’s what the listing sides are. Lots of great information here. Average median on lots of different items here, all good information. Okay?
So, now, that’s the My Production report. And again, you can print this one out And again, it includes activity from prior offices. Now, I want to point out help with this page. Help with this page is a wonderful thing. Help with this page wherever you are, you’re in here, you’re trying to translate all this data. You can look in here, and it’ll explain a little bit about what you’re looking at. So help with this page is always great, particularly when you’re in the statistics. So I’m going to go back and click on Flexmls to go back to my default dashboard, and now let’s look at the next report. Summary statistics. Summary statistics for sales, including breakdowns for co listing and list for sale. And I’ll show you where it is in the menu. You can enter the search criteria. And this one, you can pick a date range. And choose to include information from prior offices or not. I can get statistics for me, my office, my team as allowed by the MLS. So, some of you, you will find that you are not allowed to look at rankings of other agents or other offices. It really is dependent upon the MLS and what they chose to include. So if you don’t see something, you can ask your MLS or call support and they’ll explain what your particular MLS situation is. Okay? But let’s take a peek. So, this is under inventory and production. And again, in the menu under statistics, there’s inventory and production. Okay? And right at the top summary statistics, Now I love this because there’s lots of different reports in here, but you might find that your MLS does not have these. This is the sales database that we kind of play in here. So sometimes you’ll see different versions of things in here. You may not see. You may not have as many as you see here, because this is a fake database. So anyway, don’t be alarmed, but summary statistics will be right at the top And I love that you can, when you look at your list of reports, you can see a blurb that explains what it is. And then also down here, you can view a sample. So I’m going to view a sample real quick so we can see, and this gives me a sample and you can see sample written all over the thing. And it gives me an idea of what I’m looking at. So that’s nice. You don’t have to go into the whole process and go through building a report to what it’s going to look like. Because then you can look at this and go, you know what? This is not the information I need. Because the MLS is a huge database.
And so sometimes you want certain statistics and that’s not what you want, so you can go back to the menu page. Or if this is what I want, I can run the report. Either way. Let’s go back to the menu page. This is the one we’re gonna look at next after this one, the ranking report. And again, I could view a sample.
But let’s go into the summary statistics and run the report. Now, At the top, report generation reporting options. Property type is preselected and all property types are included. You can, of course, come in here and say, I just want residential or hold down your control and command and pick maybe multifamily, lots and land as well. And maybe farm. Whatever it is that you want to do, I’ll go ahead and put this back on the entire list just for fun. That’s the default. But you can certainly change that. And then, you can narrow it down by area or subdivision, you know, even the age of the property, year built, bedrooms, etcetera. And then the statistical summary.
Do I want statistics for the member? Do I want to include my activity from prior offices? You may or may not. If your broker wants a report on what you’ve been doing in the MLS just from his office or her office, then you would not check this. And I can look at the statistics for the entire MLS.
Let’s see. I’m gonna do statistics for me, And then here’s where you can pick the date. So I can pick a date range for whatever date range. And in this case, I’m going to pick I want to pick one year back, so I’m going to pick July, and I can use the fun calendar here, but I’m just going to go ahead and change the number here. Whatever works best for you. So I’m going to just do an exact one year going back. Okay? And I’m going to go ahead and choose to include activity from my previous offices. And click next.
And select the office remember I wish to choose. So if I just want to look at an office, I can pick among offices, and this is the sales database, so we don’t have a lot, or choose your member from the above office and that’s me. Okay?
Use the selection, and it runs the stats. Now, obviously, this is a sales database and I’m not a realtor, so that ran really quickly. For those of you that have a lot of data, that may take a little longer, but just hold on until you see the table. Okay? It’s dated crunching, and some of you are very busy out there. So it might take a little longer than that. Don’t worry. So it tells me statistics for agent Annoche as of this date, and it gives me the date range here. Also search parameters of all these property types and anything else I had might have put in there, it would be shown here. Now, before we jump into looking at what’s shown, There is print. We don’t have the download option here on this report. I’m sure, actually, at some point, they’ll probably add it. But right now, you can print out, which of course is always still handy, very handy. But you can also, what I like is you can also highlight So click and drag your mouse and highlight everything and then copy it onto a spreadsheet. So you can grab this data. It is collectible that way. It’s just not by, not a button at this point. Okay? So, what does this show summary statistics? And It’s breaking it down sold, listing oversold, co broker, new pending, all the statuses, and current, right, down here?
And how many? The total list volume, the median, list price, the average list price, days on market, or cumulative days on market, whatever your MLS uses.
Total sold volume, median sold price, average sold price, sold price to list price ratio, sold price to original list price ratio. So, all good information, and of course these three these columns here are only gonna apply to those sold listings. So, great summary statistics, and I know your table will be more exciting than mine, but I wanted to show you what it looks like. Okay? So now let’s go back to inventory production, and I want to look at the ranking report. But before we jump in, Let’s see what that is.
This is to compare member production to members, offices, or the MLS, and It’s in under inventory production as you just saw. I can enter search criteria date range, type of ranking, report, calculations, to include. And again, this is one of those ones that some MLSs don’t let you rank yourself against other members. It depends on your MLS. Okay? It was recently made into a separate report and renamed the ranking report. This report was kind of buried earlier. So now it’s nice and handy on top as the ranking report. So, let’s take a peek. So, it’s right here on the list, and again, it gives me a little overview, and I can come down here and view a sample, and it gives me an idea of what I’m going to see. So that’s nice. Go back to the page and run the report.
Now, I can pick again what property type what area? Some MLSs will have different criteria over here. Whatever is appropriate for your MLS will be here.
And you have the option with the ranking report of using a safe search, which is very cool. And gonna just look at the basic one now, but then I’m going to show you that one as well. So, again, I can pick a date range, and I’m just going to flat out just change the year on this this time. So it’ll be a year in one month and click next. And for this one, I’m gonna rank offices. Just for fun, and use the selection. And, now, I choose my report options. What what am I using for the calculation method. Do I want the number of listings or do I want dollar volume? Some people might wanna run both, but it can only do one at a time. Okay? The default here for status is sold, which is mostly why people run these statistics, but not necessarily. So we do give you the option of others, but I’m going to go ahead and stick with the default. And then choose how sold listings are counted.
You can just look at listing offices, or just selling offices, or listing and selling offices. So you’re looking at how so listings are counted. And there’s a little info bubble here, choosing listing and selling members will show members that are both the listing and selling side. So that’s going to be a shorter list than this one, listing or selling office. So you’re going to see where the office, in this case, because I chose office, is gonna be on the listing or selling side of the contract, not on both. So typically, you’re gonna wanna pick listing or selling office. But you do have the option if you’re looking for statistics or the offices on both sides of the contract. But that’s just going to be a much shorter list. We’re going to go for the bigger typical list. And note, this only applies to sold and pending listing, so if I had picked newer active, of course, that wouldn’t apply. Calculate numbers and volumes using sides. And again, I love these info bubbles. Just hover over and you can see Oh, and this explains what I mentioned before. Each sold listing is two sides, a listing side and a selling side. In the case of co listing or co selling members, you get a credit for half a side, because you’re sharing that side with the other co listing or co selling member. Okay? And I can choose to include last year’s calculations. I think I’ll do that. And I can even calculate MLS totals. So I’m just going to go ahead and calculate MLS totals. Now you can pick how many you want to see because some MLSs you have, ton, and you don’t necessarily want all those statistics you want the top ten or the top twenty, whatever it is. I’m gonna go with the ten, but you can just pick that. And then, click next. And here it is, ranking your report by offices, listing or selling, so that’s that or, and then status of sold. Search parameters, date range, number, and volume calculated by size.
And you can see the different offices. These are, of course, all our test offices in our sales database. I can see how many sides the volume, the average, and this is this year, it says it right here, and it goes right up through this little very pale line right here. So, this is this year. And percent total number, percent total volume, so you can see that the Vista office percent had all the listings in this MLS because well, of course, this is not a real MLS. So you get the idea.
And then over here, last year, this office had three sides, and the unknown office had one side and the test office had four. So, It was more broken out, total size, total volume, the average, the percent of the total number. And I think This would be more exciting there if it was the case. This is more exciting where you can see your percent total compared to all of them. And then your percent total volume. So that’s a nice thing.
And again, you can print this out. Or as I showed you before, just click and drag your mouse and you can highlight this Copy the data whether it be control c. I always use control c, and then paste it into a spreadsheet if you’re so inclined. Some people just, you know, print it out. So, it’s entirely up to you. Now, I want to run this again. So, I’m going inventory production, and I wanna show you the ranking report. I’m gonna run the report. I’m gonna deselect property type and I’m going to show you why, because down here, I’m going to use a saved search, because sometimes the criteria here are not really what you’ll wanna see. Maybe you wanna really look at a very specific neighborhood. That’s not it’s just part of a subdivision or it’s two and a half subdivisions or it’s part of an area. It’s not something that you can easily choose here. So you create save search. And here are all my saved searches. And my suggestion is if you make a safe search to use for statistics, like you wanna put a specific area, you use the map tool to outline a particular area. Name the safe search with the word stats or something, some way for you to know that this is one that you have for stats. Because when you have, I know you all have a ton of saved searches. Just easier to find it if one is labeled for stats or something. Like that, whatever you want. So I’m going to pick that one because I created that save search for stats. And it’s a very particular residential area.
And because that save search chose the property type, that’s why I did not choose it up here. Okay? It’s already chosen in here. So I’m just filtering by Save Search. Again, I’m going to pick just be easy and pick change the year, so it’s thirteen months and click next. And maybe I’ll do offices again. And use the selection.
Maybe we’ll do dollar volumes sold, and I’m going to do, again, listing or selling offices And I’ll go ahead and include last year’s calculations, MLS totals, I’d like to see the MLS total, so you can see where everything is. And then, I’ll go ahead with the top ten. Click next. And there it is. Not really a surprise compared to the other one, but this one’s in this particular neighborhood, so it’s two sides. And in this particular neighborhood, there was only a total of two, but with these two offices. Okay? So let me show you what that was. I’m gonna come up here into my saved search just to show you what I mean. Save searches.
And here’s my saved search that I created for stat. Basically, I created a quick search. Where I had come in here and didn’t pick a status, and I zoomed in on the particular neighborhood that I was interested in, and I happened to pick I thought it was kind of a fun shape. Is I picked a polygon and I said, I’m just looking for activity in this particular area. So just I pick my polygon or whatever shape you want and just find a a search that it only includes a certain region, something unique, something that is not easily sorted via area or subdivision or whatever it may be, double I’m going to double click that, and then I can just save the search and you can see I have sixteen listings. It’s no status because I’m looking at everything. Save the search. And I could save this search as my statistical one that I want to run. And I, of course, can also pick only only single family or only whatever it is. You can really drill down to exactly what you’re looking for. And it’s not necessary, but this gives you that option.
And of course, because I made this fun polygon and it’s a polygon rather than a rectangle or a circle. I can also save the polygon to use in the future as a map overlay. So, Maybe I’ll do this, I’ll call it my stats shape, for lack of a better idea, and just click save. So I’ve saved my overlay, so if I ever want to run it again, or just look at what’s going on in that particular funky neighborhood that I chose. I can easily find it. Okay? It’s now here under my map overlays, and of course I can always add it as a search parameter. I take out the polygon and I’m looking at everything and I now want to get to that, I can just click in here and there’s my poly stat shape, polygon, double click it, and now it’s applied to my search. Whatever those property subtypes, bedrooms, and baths, whatever it is that you choose. So Just a little little aside, but again, inventory and production ranking report, click run report, I deselected this if I’m going to use a save search. If I’m not, I can use the default or maybe I just want to pick residential. Pick whatever parameters you want. There’s that save search option and pick your dates and just go. Lots of great information. Hopefully, these help. If you ever get stuck and you’re looking in your statistics, and you can’t find that one particular statistic that you are looking for. Contact support because there are a lot of statistics out there and a lot of different statistical reports. And if you can’t find what you’re looking for, Ask for help, we’re here to help you. Okay? I hope you have a great rest of your day.
