If you don’t know how to manage all your clients in Contact Management, this is the video for you. You’ll learn how to add or remove contacts, easily communicate with your clients, and track contact activity. We’ll also show you how you can follow up for better business results. And when you’re finished, click below to have Flexmls guide you through it.
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Contact Management
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First Ninety Days
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Beginner
Welcome to the tutorial on the contact management function of FlexMLS. To access the Contact Management screen, click Contact Management on your menu. The Contact Management screen displays a full list of your contacts. You can use the search bar to easily locate specific contacts. There is a column for contact activity that lets you see which contacts have been the most active over the past seven days. A quick glance lets you quickly assess which clients are active or inactive and prioritize your follow ups more efficiently. Contact activity is measured by the number of times the contact views listings you’ve sent via manual and subscription emails, the number of listings they are viewing in the portal, and the number of listings that they are sharing with others. To quickly add a new contact, use the quick add bar, and enter the name and email address. To add a contact and include more thorough information, click Add Contact at the top of the screen. Removing a contact is just as easy. Select a contact, then click Remove. Choose whether you want to remove only the contact, or if you’d also like to remove the saved searches and subscriptions associated with the contact. Information about your contact is organized by tabs. To make a change to a contact’s information, select a contact and click Edit Contact when you’re on the Contact Details tab. From here, you may add or edit information. You can also enable reverse prospecting, where your contact may be matched with properties of interest. Be sure to click Save Changes when you are done entering contact information. The Activity tab shows you how active your contact has been. The graph at the top shows you a visual representation of the contact’s activity over the past thirty days. A quick look shows you what days the contact was the most active. Additionally, there are expandable sections below that allow you to see which listings they’ve viewed, which listings they’ve shared, and how many times they’ve clicked to view listings. You can manage your contact’s searches and subscriptions by clicking on the Searches and Subscriptions tab. Subscriptions will send your contact an email to notify them of new listings that match their search. Click Add to save a search to the selected contact, then choose an existing saved search or create a new search. Click Attach Searches to save that search to your contact. To create a subscription for the contact based on the selected search, click Add a subscription. Continue setting up the subscription event by selecting the recipients, schedule, view, and message for the subscription email. Click Next to finish. Your new subscription event will now display under the Subscriptions heading. When you are ready to remove the event, click the red X next to the event name. As long as the recipient of the email is clicking the provided link to view listings, the subscription will continue indefinitely until you remove it. If the recipient does not click on any subscription links for thirteen months, the subscription email will expire. On the first tab, you can see the last time your contact checked their subscription and the status of their subscription. On the portal tab, set up a customer portal for your client. The portal is a website that allows your clients to log in to view the most up to date information about listings. On this tab, you can keep track of your client’s activity in the portal and the listings they’ve marked as saved and hidden. If your MLS uses the FlexMLS Showing Manager, you’ll also have a Calendar tab.
On the Messages tab, review the FlexMLS messages involving this client. If your MLS uses FlexMLS forms, you’ll also have a Forms tab. On the Notes tab, enter notes about your contact. Notes will automatically have a time and date stamp applied. You may edit or remove any note by clicking on the note and selecting it, then making your changes. On the Listing Notes tab, the Classic Portal allows you to view and edit the shared listing notes for the selected contact. Both you and the contact can edit the shared note. All notes are specific to the contact and listing in question. On the Links tab, view any active links you’ve sent to your contact. You can print contact information or mailing labels for one or more contacts by clicking Print. Next, select whether you would like to print information about the selected contact or all contacts. Click Print Contacts to continue. By choosing All Contacts, you will see a comprehensive list of contact information. This list opens in a separate window. Close the window to return to the Contact Management screen. Under Advanced, you may also import and export contacts, or modify the columns displayed in your contact list. This concludes the tutorial on Contact Management in Flexible S Web. Thank you.
