Welcome, everyone. My name is Anne O’Shea, and I’m your Flexmls trainer today. And today’s webinar is Flexmls for office admins, and some of you may be brokers out there too. Hopefully, This is going to be helpful for all of you. Before we begin, we do need to address some housekeeping items. We are using GoTo Webinar. And if you have any trouble with GoToWebinar, you can go to the help at the top of the page. Sometimes there’s something you can do there. If you have audio issues, just double check that your computer speakers are on, Probably are, but just in case, it’s always good to check. If you have a bad connection, need to leave, have any issues whatsoever, don’t worry. This webinar is being recorded, and we will send you and everyone that registers whether they can attend or not. Everyone will receive a link to this recording around this time tomorrow.
And most importantly, if you have any questions today, there is a questions pane or panel you can open and type in your question. And today we have my fellow trainers, Josh and Amy, on the line, and they’re gonna be answering those questions in there. So go ahead and type them in. And there’s a note here at the bottom of this page. This webinar is available to multiple MLSs. And so most of the presentation will be using the system in our hometown of Fargo, North Dakota.
So it may look a little different than your MLS, but the process bottom line, the process is the same. Okay? So, don’t worry. So, today we’re going to talk about navigating in FlexMLS, We’re going to go into some general preferences and customizations that you can do just a little bit to help your life as an office admin. Make it easier. We want to help you out. And quick search searching that quick search is our most powerful search. We’ll go into that a bit. Adding and editing listings, you may be called upon to do some of that, so I’m gonna show you how that looks like. And then I’ll talk on the subjects of super using, where you can super use as a member of your office to be able to send emails or something out on their behalf. Okay? So, first, we’re gonna get into navigating and in the system.
And, most importantly, I’m gonna show you where the help options are because we have lots of great help, and I want you to know first and foremost, where you can find help should you run into some sort of roadblock or frustration? There’s lots of things in there to help you. And then we have the menu how to create some favorites, some handy favorites, office listings, saved searches. Those are great tools for office admins, and the dashboard. So many things in Flexmls are customizable, and I’ll show you how to quickly customize a dashboard again to make your life easier. Okay? So let’s jump in. So here I am in my training account in the Fargo Moorhead MLS. So, again, it may look a little different than your MLS, some of the fields and things, but the process is gonna be the same.
So, whenever you’re in Flexmls, in the upper left, you’ll see the word Flexmls with our logo. And if you click on that, that’s returning to your default dashboard. So if I’m over here looking at office listings or something or I’m doing one of many things, Well, I’m in the training accounts, so there’s no office listings. But if you’re in somewhere, say you’re in the middle of a quick search and you wanna get back to your default dash for. Just click on Flexmls, and it’ll take you back kind of to your home base. To the right of that is the quick launch bar. And there’s a lot of great things there, and I’m noticing that my guided help is not showing up right now. I don’t know what happened. It was just there. Literally an hour ago, but in guided help, you will see it here. And if you don’t see it here or you’ve never seen it, It will appear here in blue, and it’s something to do with your pop up blocker if you’re on a Mac. You can set those pop up blockers, turn them off, and it’ll show here.
To the right of that is the regular help, where you can click on here, and wherever you are in the system it’ll bring the help to you if you click on help with this page. It’s a wonderful thing. You also have FlexMLS help, which is the written help for those of us that like to write to read the help. And then we have the Flexmls Academy, which is kind of one stop shopping. I’ll show you that in a moment. Video training, this will take you straight to the recorded videos on how to do many things in the system. And then contact support.
Before we look at the academy, I want to point out in contact support, if your MLS uses Flexmls support, there’s how to contact it, the hours, and even a frequently asked questions page, you can click on there, But most importantly, for office admins and brokers, click for a system status update. Just click in there, and it will show you If it’s us, if your Internet appears to be slow or something, you can easily come in here and see what’s up.
You can see Flexmls has not been down for over ninety days. It looks like there was an issue with the phone support system a couple weeks ago. But again, so many things we track here, and we’ll tell you if it’s us. Right now, all systems are operational. This is the key. Up here in the upper right, subscribe to updates. And I highly recommend this for office admins or even assistance So you’re aware. Put your email address in and subscribe. This way, you’ll be aware. You’ll be sent an email if something is slow. If something is down.
I’ve never seen the system down more than say forty five minutes, and that was very long time ago. So, get an email update. We’ll send you an email that tells you if it’s us, if it’s down, if it’s in process of being fixed and when it’s back up. So, you’ll get an email. It’s very handy. And again, I got to this just close this, show you in help contact support and system status update right here. Okay. Now I promised to show you the Academy. So let’s look at that real quick. In here is, again, that Flexmls help, that written help those of us that like to read things, step by step instructions, screenshots, things like that. There’s also recorded trainings, the most popular of which are the short tip videos. These videos are they tend to be Very quick. Here’s one listing activity report, one minute fifty five seconds. So it’s answering one or two questions rather than a whole hour on whatever subject.
You have upcoming webinars for things upcoming, coming classes for the entire Flexmls family just like this one is. Record trainings. We have tons of recorded trainings. On so many different subjects. So one of I suggest checking out one day when you have time is customizations.
There’s a lot of customizations available in Flexmls. So learn how to do some of that. It’s really a lot of great customizations out there available. Okay. Now the guided help which we’ll show here, I’m not sure why it’s not showing on mine. In there, there’s a section for brokers and office admins. And they are guided help where it literally points to what to click on next and walks you through step by step by step on how to do a particular thing. So, definitely check that out. In here in the quick launch bar, you can do many, many, many things. You can do things like putting in, you know, an MLS number. You can put in like, let’s see if I can find an MLS number.
Two two There we go. Pull up. Maybe it’s two two five zero zero three. Pull up that particular listing. I love the new tab. You can come over here and look at that listing. And still not lose your place where you are here.
You can also put in an address. You can put in say an address, say, six forty Westview. Pull it up, new tab, and I can pull that up. Now, this is a close listing, and maybe this is an address where my agent is going to be doing CMA presentation tomorrow.
And I want to pull some comps for them. I can pull up an address if it’s been in the MLS before, not only can you pull up the listing, but you also have this quick comparable search, which is a great feature. So you have that as well.
This will immediately put me into Quick Search, and it’ll give me statuses of active pending and close with a certain radius and exactly the number of beds and baths. And if this these parameters are not the default that you would like. I’m gonna show you how you can customize that. So every time you click on those quick comparables, it’ll be exactly what you’re looking for, so you’ll get maybe more results right off the get go. But of course all of this is editable, but let’s go back. You can also look up a client, say it’s Josh. I’ll look up Josh and oh, not a client, but I can see members, new tab. So I can find it puts me into office member search, easy. And what else it can do? You can do so many things. I can put in an office too, of course, and I can pull start typing in an office and pull up that information. And again here is Sean is in the Berkshire House, the way office. I can pull that up. And the nice thing about the office member search is I can see the contact information about someone, and I can view their listing straight from here, but I digress.
So let’s look at oh, one last thing I wanna show you. If you want, you can do something like three hundred to four hundred k, city of Fargo, two to three bed, two bath. You can start a general search with not the white picket fence kind of details, but you can put in general parameters and start a search right off the bat. And I it lets me choose between residential multifamily or vacant land. And last, whatever the top three search templates are in your quick search. Okay? And then I can just jump over to that and off it goes, starting a search. So awesome.
And that’s all in just the first line of Flexmls. So many things. Now, one thing I didn’t show you at the very far right, The very far right are my initials. And in here, you can see there’s my username. If I have super user capability, I can change user, and we’ll talk about that in a little bit more later. My profile’s in here where I can add my photo or my company logo and then where to log out. Okay? Now, the second line here is the menu. In the menu, you have many, many, many things available to you. Statistics, contacts, adding, and changing, searching so many features. You have multiple searches. You have an MLS number search. If you have a bunch of MLS numbers you need to look up, that’s the one for you. Address search, if you’re looking for perhaps a range of house numbers on a certain street instead of a specific one, or you’re looking for all the listings on a specific street or something, you can do that kind of search. Quick search is the most popular.
And you’ll notice to the left of quick search I have a little yellow star. And that’s because I have added it to my favorites up here. This is my favorite bar, to the right of the menu.
And everything here is up here. And maybe I’m gonna throw on it here also, maybe my listings.
And you can just put whatever you want up on the favorites bar by just hovering to the left, maybe change listing, and it’ll show up magically here. Okay? So that’s a nice thing. You don’t have to go into the menu for everything. It’s just to make your life easier. So here are my favorites bar. What if I want change listing over here first? Because that’s what I’m always doing. I’m going in and changing listings for people in my office? Well, if I follow this to the far right, I can click on reorder. And if I click on reorder, I can see everything from left to right that’s up on my favorites bar. And so maybe I want to, you can see my cursor turned into a four way arrow. That means I click and drag.
So I can click and drag and put maybe change this thing right up here. And maybe since I don’t have you know, need for something, maybe I never add listings. I can remove them or, you know, whatever it is. I can remove things. Maybe I’ll remove office listings. You can put whatever you want up here. Click save and now it’s changed up up here. Okay? So lots of great things that you can do really customizable. Now below that, is the dashboard and this is really another thing that you can customize to make your life so much easier. So here directly below menu is the word home. And that’s because that’s the name of this particular dashboard. I also have others. I have the MLS dashboard. And the market stats dashboard that I put in. I can also create it and I can click on that and look at the MLS dashboard. Always good to check that out because of the links and the message board from your MLS. But you also have the ability to look at other different dashboards. Now, maybe I want to create one that’s just for me working in the office. So I’m gonna come over here because how do I do that? I click over here on the far right, again, just follow to the right and click on customize. Now, I can customize this dashboard by adding gadgets. And each one of these boxes on the dashboard is called a gadget. But in this case, I want to add a dashboard. I’m gonna just add a dashboard. Now, I have some choices here. There are some that are pre built for me or I can just start with a blank one and maybe I’ll call this my office and create a dashboard.
And first thing I want on there is my listing. And if I’m a broker, maybe I have listings and I have I wanna keep an eye on the office listing. So I can add a gadget This one’s already on my dashboard, but I can add it again.
I can add contacts or maybe I wanna see emails that I’ve sent.
Popular ones, hot sheet, if I want to keep an eye on things in my area in my MLS. Maybe I’ll have two hot sheets. Some people will have a dashboard just so hot sheets. It’s really whatever works best for you.
You can add your message board from your MLS, so that way your dashboard has all the information you don’t have to switch around. Listings. Maybe I want to come down here and add my saved searches. I highly recommend this one. Also, while we’ve added, let’s add my listings and then maybe listing collections. We’re just throwing on a bunch of different things. Feel free to go through here. You have so many different choices. And when you’re done selecting, come up here and return to dashboard. Now it immediately puts everything down in one column here. And I can click, and if you notice my cursor turns to a four way arrow at the top of each of these gadgets. So I’m going to go ahead and click this and move this over to the right, and I’m going to just click and drag things where I would like to see them. Maybe I’ll move my listings back up. And as you can see, everything I added is down here. I don’t need it this extra one. I accidentally added three. So I’m gonna click on the little dots and maybe remove this gadget. So those three dots is where you can adjust things. But maybe first, Thank you for telling me system. Over here, under customize, maybe I want to change the layout. These are very wide, and a lot of blank space here that I don’t need. So I’m gonna click on customize, and I can change the layout. So I’m on the off my office dashboard, and I can change the layout Maybe I prefer a three column. You have many choices here. Maybe I’ll change the dashboard to a three column. Now I have my listings, my listings, hot sheet, Maybe I’ll put this hot sheet under that on top of that line and move the saved searches here.
Whatever you want to do, and of course I can add more whatever works best for you.
So, one of the questions, of course, is, first thing is, why do I have two gadgets that are the same thing? Well, the nice thing is that these could be my listings, say I do have listings of my own, and then to the right, these three dots here, I can make this one go into settings and show my office listings. Now, if you have office level broker load, you have this capability. And I can also show listings that are about to expire the default is seven days out, but maybe I want more warning. Maybe I wanna do fourteen days. And my sold listings. Maybe I want to keep an eye on them for forty five days. Whatever you want to do, just click save.
And now, I can see my office listings as well as my listings separately. And this is the nice category that people really enjoy from these gadgets is the listings to expire. So you can just click here or on the number and see those listings that are about to expire. So you can update the contracts, whatever it is needed. Now at the bottom of each of these gadgets, you have ad listing, change listing, and incomplete listing. Too. So we’ll get into that in a little bit. Hot sheet. Same thing. Here I have a hot sheet. This is a hot sheet for every property type in every single thing in the MLS. And maybe that’s what I want, but I don’t necessarily need two of those. I can come here and maybe make this go into settings, and maybe make this just for West Fargo. And just for residential. Your analyst may have different choices here, but you’ll have a couple of choices here. Make it how you want, and then click save. So now I have a hot sheet for the entire MLS and a hot sheet for particular property type and city, if I wish. Now, save search is another great one to have handy for You have admin software, so I’m going to move these around very easily. Save searches. It’s showing me all my saved searches. Which is great. I mean, they’re very handy. But again, you might want to have two of these because this one has all my saved searches. And again, if I come up here, go to settings, I can search just my favorites. So if there’s certain ones that you want certain reports for your office or something off of, all the time, you may want your saved searches to just be displaying your favorites. So now my favorites are here. Still can access them or perhaps just add another search gadget up here, add gadget.
And maybe under search, I’m going to add another saved search gadget. Return to the dashboard. Very easy. I’m gonna come down here. It always gets added to the lower left. Put it here. Maybe I’ll move this hot sheet.
This one, there we go. Here and now I have Save searches, these are my favorites, and then here are all of them. Nice and handy. Okay.
So that’s some of the customizations that we find that people say are very helpful when you’re in office admin. Having your saved searches, just your favorites, and your listings and your office listings. If you don’t have listings of yourself, you just need your office listings. You can always come up here and again remove a gag that you don’t want. Okay? There you go. So let’s look at What else? Next is general preferences.
This is another great way to help tweak the system, customize the system, so it works best for you. So you can set which statuses should be included in that my listings, and it also affects my office listings. Also off market listings older than a certain number of days. You can set that. You saw I set it on the gadget, but you can also set it in your general preferences. Expired listing notification. That’s a nice thing. You can get an email sent to you to warn you that a listing is about to expire. Broker attribution. That’s to do with the National Association a realtor’s requirement. I’ll show you where you can turn that on, set that. And then the comparable’s defaults. Remember when I said you can run comparables for a listing, but the defaults are that quarter mile radius, exact match on beds and baths, and we can address that we can customize that. However, we like. So let’s take a peek at that. So typically, oh, before I change anything else, I wanna come over here and maybe this is my favorite dashboard. I’ve got it tweaked and perfect, and just the way I like. If I want to always come to this dashboard, whenever I click on the Flexmls button, I’ll come here to customize, and then, as you can see, make default.
So now, whenever I click on Flexmls, I could be doing something else. Click on Flexmls, it’ll bring me to this dashboard. So that’s a nice thing. Okay. So let’s look at general preferences. That’s in the menu. And I just like to just start typing in general preferences. Some people will put a star here, but typically you’re gonna only set it once maybe twice a year, you know, maybe tweak something. But we’ll go I’m gonna go ahead and add it to my favorites, but typically people don’t have it there. But it’s entirely up to you. And let’s close that up. Here’s general preferences. There are lots of tabs in general preferences. Lots of things that you can customize.
So, let’s look at the search tab. Default font size. Maybe you’re default font, maybe you’re somebody who wears glasses, you sometimes forget them, so you want the default font size on that list tab. In quick search results to be a little bigger. I can do that. Now whenever I make any changes on any of these, I wanna make sure to click save, but I don’t do it until I’m done making all my changes, okay, because it takes me out of here. So I can come in here, maybe default for full listing reports from search results? Maybe I want the private version, but maybe, and that’s the default that MLS gives you, but maybe If you’re always having clients looking over your shoulder at things, maybe you want just the public version to show. So you don’t have to keep changing it every time you have a client looking over. You can always change it on the fly, but this way you can just set it. So you don’t have to be clicking on that every time. Okay? Default listing report, many MLSs have more than one choice, and you can choose them here to say, this is my favorite.
And oftentimes, if you have a data share, you have choices of these MLSs to search by default, Typically, you’re going to have all these set up, all these turned on. But for demonstration purposes, I’m just sticking to one MLS just to keep things moving. Okay? We can also look at email. Let’s look at email.
Email, you can set a default type for email. HTML is the standard.
Default email signature to checked. You definitely want that on because you want your signature at the bottom, default email attachments. Maybe you don’t tend to include tax info. You want to not include that by default. You can always turn it on each time again, These are things that just set the defaults. You can always change it up depending on the situation. But this just makes it easier so you don’t have to do it every time.
There’s a hot sheets email you can sign up for. If you create a twenty four hour hot sheet or a custom hot sheet, you can sign up and it will email the results for that hot sheet every day, if you like. Also, for printing, Do you typically print for agents in the office? If that’s the case, you may want it to be private version that is the default for printing. So, it’s entirely up to you. And if you want to be prompted on interactive or printer friendly. Another thing that’s really popular is the dashboard. Again, I change this on the gadget, but you can change this here as well. Listings. I like to include all of them, but maybe you don’t need to see the canceled and the withdrawn and the expired. You just want to see active pending and closed. Also, how far back do you want to see your off market listings? You can set that as well. Notifications.
This is the very popular get an email if something is about to expire. So, you have it on that gadget on your dashboard, but you can also turn it on here. And if I wanted so the default is seven and you will receive an email notification once per day for those last seven days. But what if I want also another warning at the twenty one days out or fourteen days. Whatever it is I can pick oops. I didn’t mean to do that zero. Fourteen days. And now I will receive one on fourteen, day fourteen before expiration, and then every day for the last seven. So you won’t get one for fourteen days in a row. You’ll get one on day fourteen and then seven six five four three two one. Okay? So that’s a very popular one. Broker attribution. This If you go into help In the FlexMLS help, there’s all sorts of information about what this is if you need more information. It’s for members of the National Association of Real Tours. So there’s lots of help in there, but basically you’re you can set it for your office.
And turn it on and set the email or phone number there. If you want each member to do it, you can set that, and then each member will have to input that at themselves in their general preference. So whatever works best for you. And if you are a broker, say, and you’re setting it so that everyone individually has to set it as a member, then this is where you would set it for yourself, turn it on and put in the, your broker attribution email or phone number. Here. So, whichever it is, a lot of offices just do one for the entire office. It’s up to you. Just be sure to turn that on here on broker attribution. On comparables, this is that when I ran those comparables for say a CMA, and maybe zero point two fives too small of a radius circle on the map, so maybe I want zero point three three or I can do, you know, one point to one if I want, whatever I want, and bedrooms adjustments. By default, it gives you exactly the same number of bedrooms. Maybe I want it to be one less and one more or two less, two more whatever you want. Bathrooms, maybe I don’t wanna do less, but I’ll look at listings that have up to two more bath rooms. And then square footage percentage, lot size, and what status is? Some agents don’t do CMA’s with active. They just do pending and close or just close or active and close. Whatever you want to do, you can do that. And then once you’re done sending all your preferences, just click save. Very easy. Oh, I turned that on and forgot to turn it back off before coming over here. Okay. Now I click save and all of that’s gonna happen. So that’s nice.
So general preferences is definitely one of the great things that you can tweak so that it just makes your life easier.
So let’s look at The office member search?
Office member is a great thing, because you could view listings and all of that, we we set that here, but I want to show you that the great thing about office member search is this is the fastest way. Well, it’s not maybe the fastest. Everyone’s a little different, but it’s a very fast way to bring up a member or office’s listings. So you can also filter by language, it gives you all that contact information, it’s really a great thing. So I wanna show you that.
And most everyone if you don’t have it on your favorites bar, you may wanna add it. An office member search, you can look up offices or members And if I, for example, pick on Berkshire again, Berkshire Hathaway, I can click in here. And I can see that contact information.
I can see who’s a member of the office here and then click on them to get to their contact information directly. And if the office if your MLS has teams and that office has teams, it would be here. And that’s where I can down here is where I can see the office listings. Okay? Very handy. You can also out here on the top level, if I just know I want to go straight to office listings, just click on that and I can get there from here. And this is where I would look at a member directly. Maybe I want to look at look at Nina. Here’s Nina, and I can see her contact information, and I can click on view member listings and see her listings right here. Very easy. So, nice. Very nice. And at Teams, if there’s Teams in your MLS, I can see the Teams. Okay? So that’s a great thing. And up here in the upper right, because I mentioned it earlier, but didn’t, is here’s where you can set the listing options.
When I’m looking at somebody’s listings, when I’m looking at Nina’s listings, do I wanna see what she’s the listing member on, the co listing member. Maybe I also wanna see what she’s selling and co selling. And what status. I can click in here and pick statuses that I want to see too. I only saw active for Nina, but maybe I also want to see what she’s pending or closed. So I can do all that here. Very nice. So just set it how you like it, and that’ll apply to anybody that you look up in the office member search. Also filters. You can pick, you know, Spanish, farsi, whatever it is. It’s all here.
Maybe I I wanna do Farsi.
Click that, click done, and find an agent that perhaps speaks whatever language it is that you’re looking for. Okay?
There we go. I’ll take that out. So, office member search, a great tool, absolutely, for office admins.
Now, let’s do a quick search because searching, you can select the search template. You can customize that template too. We’re not going to talk about that today, but if you need to, you can. So that’s nice. Review the results. You can email, print, save, etcetera.
And you can save a search if you wanna have one of your office listings in a particular area or something like that, and save it as a favorite, and it’ll show up in those gadgets with your saved searches. So let’s take a peek at that. So I’m gonna click on FlexMLS here. And I’m going to click on Quick Search.
We have in the upper left property type, pick your template, all the different property types, you can create a custom one, and I’ll I’ll make reference to that in a moment. But if you do residential, let’s stick to residential. The MLS is if you have more than one MLS in a data share situation, they would be here. You can choose among them. Status? Maybe I’m looking for status of active and pending. So I’m gonna hold down my controller command to pick more than one thing in a list And when I pick something that’s an off market status, the dates pop up.
And I can pick a date range, click on the two arrows, pick a certain number of days back, Maybe I want thirty days back. Maybe I want thirty months back. Click on days, it becomes months. Click on months, it becomes years. And go back to days. So you can do all of this, and your results keep updating right here. I’m gonna hide those I’m gonna actually go straight back to active and hide those date ranges.
List price, current price, whatever fields your MLS chose are here as search parameters, and maybe I want to do something that’s, say, list price of two hundred and fifty thousand to three hundred and fifty. Maybe that’s the range my client is looking for. They don’t wanna see something that perhaps is lower than that or higher than that. They just want this range. And then maybe subtype in this MLS is single family, whatever fields may work best for you.
City, You have these see all. So I can click on here and see all the cities. I can select them all. Maybe they wanna live anywhere except these three cities for whatever reason, or I can select none and just pick West Fargo, or West Fargo and Fargo. Or whatever I want, and then just click finished. So now city of Fargo selected, and you can see the map is now updated. If it’s under a thousand dots, you’ll see them here and there’s my results again. Bedrooms, maybe three minimum bedrooms. Maybe they’re not worried about total bathrooms, but they want full bath. Well, that’s not on this particular list. I can always add a field. Click here, add a field and just type in I’m gonna type in full. And here comes, there’s an accessible full bath fenced full and total full bess. So I can click on that. It gets added here, or maybe they want to total full bess. Results update. Now, actually, I wanna show you one other. I wanna show you a garage. And here’s, in this case, garage type. For this MLS, they have attached, detached, and none.
Maybe I have they want a garage attached. So that’s updated again. But what if they don’t want an attached garage? Well, I add it as a search parameter, but see the of, If I click on that, it becomes not of. So now I’m finding the four listings that do not have an attached garage. So that’s a nice feature.
Now, this is not going to help me necessarily as an office admin. This is a great thing, and you have your tools here. I can come in here and use a rectangle if I had a bunch just to look in a particular area or a circle or a polygon. You have other tools here. We won’t get into that today. You have on the map here the satellite view because these are Google Maps. Sometimes the satellite view is very handy. I’ll go back to map because I find it easier to look at overlays. Every MLS is a little different, and you can create custom overlays if you’re always looking in a certain area.
Counties, zip codes are often overlays. You have lots of options here. Just click on one, say, it’s county lines, and now I can click on it again to deselect it. Okay? List, this shows me the list of my results. And here I can look at them in different ways, the one line view, the thumbnail view. There’s that twelve font that I chose in my general preferences. I can Maybe I remembered my glasses today.
I can go back to ten or nine. I can sort these here or I can sort them by clicking on the top of the column. Maybe I want the lowest price first or ascending. And the view, The view, this is the one in this MLS, but you have other options and you can create a custom view. If you want different columns here, you can create that. Okay? And that would be available in the help. Detail tab, that’s where you’re going to see the detail report. Can choose which report again, whether it’s public or private. If you have a client looking over your shoulder, you’re going to want to look at it. Publics will hide those private fields. History, tax info, documents, if there’s no documents, the documents won’t appear here. Calculator, and then third party things. And there’s another search comparables option. We saw it up here, and now search comparables here. And it’ll find comparables for that one listing that I had highlighted. But let’s go back. This one here. Whatever is here highlighted in blue is what shows on the right. Same with photos, and you don’t have to do these in any particular order. You can jump around, Maybe I want to go back look at the detail on this one. I like the pictures, whatever it is. The map This one will show you which house is highlighted here with a star. And if it’s under ten of these, it we have the Google driving directions link right here. And then stats, if you have specific stats, great stats. Sometimes people want that. Now, once you’ve selected and we haven’t selected, I’m going to go back to the list. You can do it anywhere, but I’m going to you can select all four with this box. Or maybe deselect that one. Maybe my clients only interested in these two. And I can come up here now and These are the action buttons up here. Share, email, save, print, etcetera. Maybe I want to email these. Interactive version, most people like, but there’s a printer friendly version as well.
I’m gonna go back because I wanna start a new quick search.
I’m gonna click on quick search again because I wanna show you real quick how to perhaps look at active and pending listings for my in the city of say Fargo for my office, add a field, and I just have to type in Actually, I’m going to put in member, because I want to show you all of them. This section is member. Listing selling office company or member. Company is a group of is under one broker, and I wanna pick the office. I’m gonna go ahead and pick on Berkshire Hathaway again and pick on b e r k, type it in, find it, and there’s the office. Say that’s my office. I can close this. I don’t need that anymore. Now what do I want to see? Listing office, it’s the listing or selling office? Or do I wanna see if it’s the co listing, co selling, and or is gonna be best. If you’re gonna do listing and selling, Let’s take these off. Maybe I want listing and selling. If I click and, that means that listings are gonna be where the the office is on both sides of the contract. So typically, you’re going to want to look at or, because that’s going to be either or. And now I can see that. I can see it on the map. I can come to the list and look at that, those results. But what if I run this every day or every week? Up here in one of those action buttons, I, of course, I can print things, email them as you saw, but save, save the search. And maybe this is going to be Fargo, active pending. Not no contact, the key thing is market is a favorite, so it’s easy to find in that gadget. And click save.
So now, if I click on Flexmls and go back to my Dashboard, I can see that it’s now here in my favorites, and I can get to that easily every day. Okay?
So it looks like Let’s see. Looks like we have a question. How to export contacts to a CSV. Okay. I can do that. So let’s say I’m gonna go into contact management. Add that up to you don’t have to add it to your favorites. I’m gonna go ahead and contact management. And up here on the upper right, here’s all my contacts.
Click advanced or up hover over advanced and you can see export contacts.
Okay. So just click on that and it’ll give you a file and just click save, and it’ll show up wherever you want on your computer. So, that’s where your contacts are. And, it’s just a CSV file that you can then input into whatever program you may need it for. Looks like we also have another question on how to print the input form. Well, that’s easy. Just type in Input, and here are the Input forms. Pick your property type and say residential. Now, you have the option of print possible values for fields with lists. Now if you’re printing this out on paper, you may not want to check this because the fields with lists includes things like city. You’re gonna get pages and pages of the cities available in your MLS. So maybe not check that if you’re gonna print it out on paper, but you may want to. It’s up to you, but just click print and we can take a peek and see what that looks like.
There it is. And all my fields are in here, and some agents will use this to help their sellers’ input things. You can also print this out if you are in the process of inputting a listing and you want them to verify. And you just can access this under your my incomplete listings. Okay? So that’s that’s a great thing too. So some people will you can favorite that up here too on your in the menu. Just type in input.
I’ll just put it in, and there’s daily functions, input forms, add it to my favorites. Okay? So back to Quick Search real quick, if I’m always having to add something here, I just wanna show you real quick.
I’m gonna put in again office, listing selling office. If I always want this to be here, Because I changed the parameters here, I can come up here to save, and there’s to give me the option of save quick search template, because I changed something over here. And that could be maybe I don’t care about garage stalls, and I want to remove that, or laundry You can remove things, you can add fields, and then just save the template. Give it a new name, and if you want it at the top of the list when you’re in Quick Launch, just put an asterisk. It puts it at the top, and then say my residential maybe with Office. Save. And now that’s going to be here, toward the top of the list. Okay? So, that’s how you can do that very easily, if you run these all the time. Of course, you have the saved search as well. Now I promise to show you adding and listing. So let’s I realize I’m running over. I apologize. Let’s click on add listing.
It’s in your menu. An add listing here property type, you have to pick first. There’s a lot of tabs. Property type, residential, and if you have office level access, office level broker load, I can pick Let me just say, if you don’t, most agents will just have their name. It’s automatically here. But if I’m an office admin and I have office level broker load, I can type in someone in my office, click on that, and now I’m entering it on their behalf. And it will show up in their listings, and they’re incomplete listings. And I could add code and listing agent, etcetera. When you’re adding a listing, you go to the next address tab, you can see anything with red and an asterisk is going to be required.
Street direction suffix in this MLS not required. Unit number not required. So you can see what’s required and what’s not. Maybe I’m gonna do six forty. Oops. Just the number there. And it’s West view. I’m gonna tab over and type l, and I get lane suffix and East parcel number, I happen to have I’m gonna copy this from elsewhere. Pop it in here so you don’t have to watch me type it.
City well, actually, city of West Fargo, pops in the state and postal code for me, I pick the county and click next. So click next or I can click on the next tab, either one. When you put in the address, it wants you to geocode. If the pushpins out in the middle of the street, just click and drag it. Onto the property, and click use this location, assuming this is the correct one. Usually, it is, but if it’s not, this is where you check. Okay? And then it lets me to the main fields. And, again, you can see anything with red and an asterisk is required.
And other things, like in this MLS, owner’s phone is not. So you can scroll down and fill in all those fields, The details tab is similar. Some fields will have red with an asterisk that’s required. Here’s one with new construction. Sometimes it’s a whole detail group. Like this one foundation. They want their members to fill in between one and six items among these choices. Rooms to add a room, very simple. The required items, if I’m adding a room or here with the red asterisk. So room name would be, say, family room, level, maybe it’s main.
And I could put the length and width are not required, but I can add them room features, I can add those here, remarks. If I choose I don’t want this one, I can remove it. It’ll make sure, and then I can move on. Photos, this MLS requires a photo. Just choose click here, choose a file from your computer and give it a description. Because these are red and in brackets, in this case, so these are required. Broker distribution tab. Typically, you’re not going to touch anything on this tab. This is for those sellers that don’t want their listing out in the on the Internet etcetera, for whatever reason. Maybe it’s Beyonce, and she wants to keep it private. She wants all the agents to see the listing, but no one else. That’s what this is for. Typically, you’re not going to touch anything on this tab. Now, in the upper right, I’m going to go back to the main field. So, I’m going to fill in a couple of things, say, subtype, single family, start date, I click on the little calendar, maybe start date today. And then, you can see there’s help text. A lot of MLS’s have help text here that help you determine what the appropriate information to add. And up here on the upper right, there’s add listing. Now, it’s not going to let me add it because I have not filled in all required fields. But I can save it as incomplete. I also want to point out, it can show all fields, which is the default. But if I want, I can look at just the required fields. So it’s not going to give me anything that’s not required. And sometimes people use this if they’re in a hurry. Typically, you’re still going to want to go back to put in things like granite countertops and, you know, white picket fence, whatever it is. But sometimes you are in a rush, If you’ve filled in a bunch and you can’t find that one that you’re missing, empty required fields only. The ones that I’ve already completed are taken away, and only the ones I have not yet completed are here. And same with the details tab. Okay?
Now I can save this as an incomplete listing and it does auto save every two minutes. For you. So if your computer dies or something, you’re not going to lose more than two minutes of work. But I’m going to save that and let’s say I want to go in and I’m going to say change a listing. Now, my office has no listings. So I wanna show you how to change a listing. And that’s in a different MLS. This is the sales database where I actually have listings. My office is listings. And I can go to places. I can click on the listing that I want to change here in my office listings gadget or I can go to change listing, either way. You can get to those listings that you have access to, and I can see in this fake MLS, I have there’s an unapproved Here’s they have many fun things we play in here a lot. So I’m gonna go to active, and maybe I want to make this listing make this listing. I’m just gonna click on it, and maybe it’s time to change this listing. Maybe I wanna make it pending. You have many things in here. There’s the input form. There’s the history. I can share the listing. Listing information, that’s what you just saw me filling out. There’s other things, listing selling members. Maybe it’s you forgot to add the co listing agent, Change the price right here, media, maybe we got better photos that we wanna add or more documents to add. Virtual tour came in from the photographer status. I can pen the listing here. This is where you add open house tour of homes, etcetera, whatever your MLS allows. And whatever it is that you’re doing, the required fields will have a little asterisk.
So in this MLS, it’s these and I there’s info bubbles here, and I can just put in the pending date, maybe it went pending yesterday. And click save. Okay? So that’s how you change Oh, I forgot the other required fields.
Okay. Or change the expiration date perhaps. Click save. There we go. So that’s how you change a listing. Price very straightforward. This is the current, and I would just change this down here. Okay? Pretty straightforward. Now, let’s go back to the other one.
Because I wanna show you how to super use. So let’s say that incomplete listing is now listening. And I want to send it out to Josh’s clients on behalf of Josh. If I have that capability, not everyone does. But if I have the capability to super use as Josh, I’m gonna show you how to do it. You come up here. This is you can two places. Of course, in the menu, I can type in oops.
Nope, maybe not. I can’t. I thought it was here too. Sorry, I apologize. In the upper right, you can click on change user.
Click on change user, and in here you can see who you can work as on behalf of, say. And I’m gonna click on Josh, and I just click next. So it puts his username in here, and I can click on next. And now I’m in as Josh. There’s his picture, that’s his username, and I’m in here and I can see he has different favorites. There’s all his contacts. And I can come in here into my incomplete and he has access to Amy’s because they co list this together or this incomplete one, And I can see here’s last edited, oh, that one’s last edited yesterday. Here we go. Last edited, I can see when it was last edited. This is the one I want to edit for him. I can finish adding adding the listing. Maybe he just wants me to add it on his behalf.
Print or email it to his seller perhaps. For review or click edit. And I can come in here and change maybe I need to add that document for him. And then I can go in and finish adding the listing. Click on listing information. So come in here, everything looks good, and I just add the listing on his behalf. I can also, as I mentioned before, I can come in here I’m gonna leave that. I can come in here and print or email this listing.
And when I email it, I can go in and send whichever report I want, the public version, prepared for, and then I can email that input form. Okay? If I want to just email the listing, it’s from me as Josh. So, it’s not my signature. It’s his and its contacts are all his tax. So maybe I wanna send it to Andy, and maybe he wants a copy sent to him.
Via Flexmls, he has maybe some templates created, whatever it might be, or example, email template. Maybe here’s here’s your listing. Here’s that listing. Whatever he wants you to say, and this is coming from his account because I super uses him, and I can send that off. Easy. So, that’s super using as someone else. And I wanna point out that Here I am and I can see Josh’s initials. On the on this tab, I’m still here as me. Whoever you are last logged in as is who you are logged in as. And if I were to quit out of Flexmls lesson come back in tomorrow, I will still be in as Josh.
So my suggestion is when you are super using as someone else, my suggestion is go back to one tab. That way you don’t get confused as to who you are because if I were to go into one of those other tabs, make changes, that would be changing in Josh’s account. And let me show you that slide real quick.
We did that. Here it is. When you super use, you’re assuming the identity of another user. You don’t log in as them. You’re logging in as yourself and then superusing as them. If you get logged out and logged back in, you will still be super using. That’s the key thing to remember. So if I’m done being Josh, the best thing to do is come in here, change user and say, quit super using. Click on this right here. Click next, and now I’m back as me doing my job. Okay? Let’s see if there’s any other questions.
Okay. How to draw a map shape? Well, let’s look that real quick. In quick search, you have map tools, and say I want a very specific area. I can’t say I wanna zoom in.
And you have the rectangle where you just click on one corner and go any which way you like, click, And now, everything in that rectangle is here, the results we’re only looking in the rectangle. Now, if I don’t want that rectangle. I want to make something more specific. I click little x and the rectangle’s gone, and I’m back to all of the listings. If I want the circle, maybe I want to be everything within two miles of this place or let’s say three miles. I get close to three. It tells me right here on the right. Everything within three miles of that spot. Sometimes it’s a person’s work, or something like that. You can have more than one shape on at once. It can be everything within seven miles of that.
Now, I have two circles, and you can see when I hover, they’re different colors, and it’ll give me all the results in both.
Or if I want, I can click within and I can just get the intersection. It’s just the listings that are in both. So maybe this is around one person’s work, and this one’s around their home, and they want things within a certain distance of each point. Or it’s two different people and that’s their work and that’s how far they want to be away from work. Whatever it is. Okay? You can also say I I’m just gonna focus on that little circle. So I I will I’ll get rid of the big circle. You can also say you know what? Let’s click on intersection again, not within. Maybe, you know, my mother law’s in the center of that circle. Oops. It’s going to give me all the listings that are not within that circle, as you can see here. Pretty cool. So sometimes people will put a circle around maybe an airport or something or a rectangle around an airport to show where they don’t wanna be and you can just do not within as well. Okay?
So I apologize for going over. I do hope this was helpful. Thank you so much, and I hope you have great day.
