Good morning everyone and welcome to a webinar covering the work on behalf of function in Flex MLS. My name is Amy Long and I am your Flexmls trainer. And today I’m joining you from Fargo, North Dakota on a very cool, fall October morning. November morning, good grief, we’ve jumped a month. I hope I find you all doing well.
I am going to be using the Fargo Moorhead MLS today, and while some things might look a little bit different from the MLS that you are accustomed to, the processes that I demonstrate are going to be the same.
So the intent of this morning’s webinar is to provide a quick coffee break style session, running about fifteen minutes long, to highlight the work on behalf of process in Flexmls. So I am going to demonstrate three options in Flexmls to use the work on behalf of feature.
And that will allow you as the user to quickly assume the identity of your client in Flexmls and either recommend listings, possibly hide listings, favorite listings, create a collection possibly for showings inside their portal. So let’s get started. I’m just going to switch over to Flexmls and I am using a training account today for again the Fargo Moorhead MLS.
So it’s going to look maybe a little different than what you’re used to, but again the process I’m going to demonstrate is going to be fairly similar. I am going to come up to my favorites bar. So hopefully all of you are familiar with your favorites bar.
This is where you will find under menu all the functions in Flexmls, and you have the ability to favorite those functions just by clicking on the star just to the left of that function.
And I am going to focus on my quick search for this moment. So I’m going to come into quick search and I am going to start this process of working on behalf of my client just by creating a search. So to do so, I will ensure that I’ve got the correct property type selected and I’m going to stick with my residential property type, my default status of active, and I’m just gonna continue on with using active.
And then I’m going to come into list price and I’m going to just kind of select kind of a broad range for my price. I’m going to do a little bit more with regard to some of these other fields. So I’m gonna use a single family as my subtype. I am again using the Fargo Moorhead area, so maybe I’m gonna pick on West Fargo for this search.
And as you know, when you use Flexmls and QuickSearch, your results will update in real time every time you enter or possibly remove a field.
So I am wielding down my results and I’m now looking at fifty three results and I can see them based on the location that I selected visually on my map on the right hand side. I’m gonna continue to come down and I’m gonna put in a minimum of four bedrooms and maybe a minimum of three bathrooms. So that’s gonna allow for me to have a total of thirty five results. So a pretty basic search.
I’ve just kind of fine tuned my location and my price range and a few other items. And now I have thirty five results of which I have several options.
But what I wanna do now is I’m gonna focus on the work on behalf of feature, which is just in my actions row where I’d be able to possibly save my search or email these listings out, share them to social media, but rather than do any of those items, I’m going to click work on behalf of, and this is going to allow me to pull a name of a contact from contact management, My contacts that I currently have saved.
So I’m going to pick on Adam. He’s the first one that will pop up. And this is allowing me to assume Adam’s profile, if you will, his contact management profile, all the searches that he has associated with his profile.
And I am now going to be able to kind of go through this number of listings, I have thirty five, so I do have quite a few, and select the listings that I would like to possibly recommend to my client. Or maybe I’d like to hide these. Maybe it’s something that I prefer.
I don’t think it would be a great listing for this client to use and I don’t want him or her to see that particular listing. So I’m gonna go through and I’m just going to recommend a few of the listings by clicking on the briefcase that I would like this contact to be able to see. And you’ll notice as I click on this briefcase, the recommended is up changing in real time by number.
So I started off with none and now I’ve got a total of five recommended listings. And if there’s again any that you prefer that your contact maybe just does not see, you have the option to hide that and that would indicate hidden by agent.
So again, what we did is we started off by creating a search in QuickSearch. We assumed the identity of our contact by selecting work on behalf of and I selected my contact. So going back to this option on work on behalf of, I can stop working on behalf of this contact or I could switch to an entirely different contact.
So let’s say I’m coming across some of these listings in this search and I realize that these listings might be perfect for my contact Kim.
So I real quickly am able to switch the identity of the contact I’m working on behalf of. I’m no longer in Adam’s profile. I am now in Kim’s profile. And this will allow me to be able to recommend any listings that I would like to share with Kim.
Just by clicking on that briefcase, under Kim’s profile, working on behalf of that contact in contact management, but just quickly assuming her profile in QuickSearch. So now I’m going to stop working on behalf of this contact and I’m going to change things up a bit because this feature is also available in the hot sheet.
So if you are in your hot sheet and you’re kind of doing the same thing, you’re taking a peek at the daily hot sheet, what’s new in the area, of gonna look through a few of these listings, and you possibly come across a listing that you think would be ideal for your contact. And maybe it’s a little outside of the parameters you set up for their search.
Possibly it’s a little higher in price or a little lower in price, but it might just be a great listing that you want them to have the opportunity to view. So in that case, you have the same workflow. Under hot sheet, we will come up to work on behalf of. You’re simply going to select the name and it will pull from contact management. This time maybe I’ll click on Chris.
Okay. Now I have assumed Chris’s identity, but instead of being in quick search this time, we’re working directly from the hot sheet. But I do have the same options. So I can recommend this listing to my contact. I can also select this one as a favorite and recommend at the same time.
So I’m going to save this listing as a favorite and it’s going to be also recommended.
So kind of checking off two boxes with one move working on behalf of that contact. And then simply to exit, I can say stop working on behalf of this contact.
I could also go directly to this contact’s profile in contact management if there was anything further that I would like to do or take a peek at their profile to view their activity or switch entirely to work on behalf of a different contact. So I’m going to stop working on behalf of this contact and I’m going to return this time to quick search.
And I’m going to start to create another fairly simple search. Maybe select a couple of multiple statuses.
Enter my pended date, number of days back. Enter my price.
Subtype.
Fairly, fairly simple basic search.
And I’ll select Fargo this time instead of West Fargo. So now I’m looking at a total of thirty six results. So I’m not going to put a lot of, you know, effort into creating this search. I’ve got my thirty six results. And what I’m going to do now, I am going to come up to work on behalf of again. And this time I’ll select Connor.
And I am going to go through a few of these and select these listings to be able to show my contact, we’re gonna set up a list for some showings over the weekend or in the next couple of days.
So I have six selected listings that I’ve just kind of randomly selected. Of course, when you’re going through this process, you’ll have a clear reason of the listings that you’re choosing to select. And I’m gonna come up to save. Save selected as, and I’ve got a couple options. I can create a listing collection to use for future use, or I can save a collection specifically for my contact for Connor James.
So if I would like to select that option, and then I’m going to call this Connor showings for sat Saturday. And I’m just gonna click on save.
And now I’ve added this list of only these six selected listings to be able to show Connor on Saturday when we go out to view these listings. And this option is going to work only when your client does have an active portal. So that’s a key piece to remember. You do need to have an active portal for your client in order to utilize this feature.
But it does allow you, when you are in the system, either in QuickSearch or the Hot Sheet, to very quickly assume that contact’s identity or switch contact identity. We’ll come back down to Kim.
And I have all the results from previous search if I would like to switch back, or I have the six results that I selected for my contact, Connor, to add to his listing collection for showings.
So you have a lot of ability to multitask in the system, to change identities of your clients, just depending on who you would like to share listing information with and who you would like to work on behalf of. And then to stop entirely, I will just stop working on behalf of. And now I am simply just back in my quick search.
I still have the six selected listings if I’d like to share those particular listings with anyone else, or I have the total of the thirty six results that I can work with to either possibly save a search, email these out to any additional contacts, or just select a different contact to work on their behalf.
So that is the gist of what our webinar is today for working on behalf of. So again, you have that option when you’re working either in QuickSearch or in the hot sheet.
You have the ability to come over to this feature, select your contact from contact management and assume their identity to offer any recommended listings, hide any listings, possibly favorite listings, and take a peek at any searches that you have created for them to make sure that they are in line with what their needs still are, and maybe you would want to make some modifications there.
So again, that is the Work on Behalf of feature in Flexmls. And hopefully you’ve had a chance to ask any questions of Josh or Ann, and they’ve answered. And again this brief coffee break webinar has been recorded and we will be sending you the recorded version in just about twenty four hours.
Don’t forget that we have a lot of help features built into the system. Guided help, an interactive search module at the top, and then under help you’ll have the opportunity to contact support and view previously recorded webinars. Also access our FLEX and MLS Academy to get registered for future general webinars. That will take us to the end of today.
I thank you very much for attending and I look forward to the opportunity to train with you all again. Thanks so much.
