Welcome everyone.
My name is Anne O’Shea and I am your Flex MLS trainer today. And today’s webinar is a coffee break called Quick Search to Find Office Member Listings. But before we begin, let’s do some of our little housekeeping items. Today, of course, we’re using GoToWebinar. And if you’re having any trouble, you can go up to the top of the little Go to Webinar pane and click on help. Sometimes we get a lot of people having audio issues. That’s often because the Internet’s so busy. So you can always switch to phone call and get a personal phone number and PIN to call in for help. It might be better audio. And if you need to leave, it’s a short webinar. This is a coffee break. So it’s fifteen to twenty minutes typically. And if you need to leave though, you get a call from a client or something, not to worry, you will receive a recording of this webinar in approximately twenty four hours. So this time tomorrow, basically. And if you have any questions, we have both Josh and Amy on the questions pane. Just type in your questions and they’ll be able to help you out.
Now, today we’re going to go over the steps. We’re going to add a listing selling member to the search template in QuickSearch. And then we’re going to edit the search for statuses that you may want to see for this kind of report that you’re looking for, this kind of information you’re looking for. And I’m going to show you kind of the tricky bit about how to select more than one officer member at a time. And if we have time at the end, I will show you how to save this as a custom so that if you’re the person in your office that runs this report all the time, you’ll know how to set yourself up so you don’t have to keep adding it each time you go into QuickSearch.
So today I’m working in the Fargo Moorhead MLS because, this is our demo. This is a general webinar for everybody that works with Flex MLS. So, things might look a little different than your MLS, but the principles and the steps are the same. So I always recommend, of course, having quick search up here in your favorites bar. And you can always go into the menu and under search, find quick search. It’s the top one. It’s the most powerful search we have. And just fill in the little star. If you hover to the left of any of these, you can add them to your favorites bar. Not a problem. Or take them off. In this case, I always have quick search here first thing. So let’s jump in.
So here we are in a residential search and you can do this in any property type. So you can run this search if you’re looking for what your office is doing in commercial properties or multifamily or land or something. Whatever your property types are, every MLS is slightly different. Most MLSs have a multi property or sometimes it’s called all property types, something like that where you could run all. But today I’ll just demonstrate on residential because oftentimes you have offices that are predominantly residential in their business. So we’ll just stick to residential today. But you do have that option under all your property types.
So say our scenario is, I need a report of what I sold in my office in December of twenty twenty. So, I’m going to come here and pick the status that I want. I’m going to pick closed.
And in here are those off market dates And it defaults to a year back. But I’m going to click, I can either click on the double arrows and pick a timeframe back. Maybe I’m doing this on the first and I want the last thirty days or something like that.
But in this case, I’m going to pick one that’s just, I want December first, twenty twenty to December thirty first, twenty twenty. Okay. And if you don’t want to type them in like I just did, you can click on the little calendar. And that helps. That’s another way to do it. Whatever’s most convenient for you. Okay. So, I’m just picking in the month of December of last year and I’m going hide that date range.
So, I’m just picking closed listings in that timeframe. And in this MLS, there’s quite a bit, but I don’t want the entire MLS. I want just, I’m going to pretend I’m an agent and I’m just going to do, in theory, mine. And so what I’m going to do is add the field. And I’m showing this to you because it doesn’t have to be your own. Could, because you can do my information via the menu and you have a lot of statistics available to you, which I’ll show you actually really quickly. There’s a whole bunch of statistics available to you, your production and all these things. So maybe I’m not, I shouldn’t say my, I’m just going to pick an agent and I’m going to type in here in the green plus sign listing.
Because I want the listing selling member, office, or company of these listings. So, I’m going to pick member this time.
And I’m going to do it for Sabrina. And I pick on Sabrina only because she has a unique name. It’s very pretty. And I can find her easily in the list for demonstration purposes. So I’m going to click on Sabrina and you notice she’s immediately put up here. So she is now part of the search parameters and it’s, the box is checked. So this is now being used as a search parameter. But we want to take a peek at what these defaults are. It’s defaulting to look for where she’s the listing member, the selling member, and it’s or. So she’s either the listing member or the selling member. And I could check all four of these. If you notice it’s updated and now three results. So she had three listings where she was either the listing member or selling member. And some of you, it may be called listing agent or maybe even buying agent for the selling member, whatever it’s called. It’s the same information. So three results.
I can check to see if she was both the listing and selling member by clicking on and. So let’s see if she was on both sides of any of those transactions. And I can see immediately that no, she was not. Zero results where she’s both. So I’m going back to org because that’s usually where you’re gonna get more information. And let’s just come over here to the list and take a peek.
And here they are.
I want to point out for those of you that run this report a lot, you may want to create a custom view, which we won’t get into today, but you can do that and where it shows the listing and selling members for every single property, they would be columns that you would choose here.
And you can do that and then make that your default for whatever custom search template you decide to create. But I’ll go over that a little bit at the end.
Up here, you have your action items, email, save, print, CMA, report violation, and you have these three dots, which is called a kebab. Under the kebab, you’ll find export. So I’m going to go ahead and export these listings. I don’t even have to select them or anything. I’m just clicking export. And it immediately takes me to this window, export Flexible List data to other software. And it’s going to export all three records. And the default is the generic text export. And that is your CSV files. And I don’t even know what CSV means. I suppose I could Google it, but I’m not that interested. It’s just a generic export format. And this MLS has these options as well. But generic text export can be uploaded into a whole bunch of different things. You have Google Sheets, you have Excel, and a number of other programs. So I’m just going to keep it there. And then I’m coming down here and I have to prove that I’m a human and not some robot running thousands of these reports and clogging up the system. So I’m a human running one export at a time and I’m going to click export. Now in Firefox, which is what I’m working in today, the browser I’m working in today, it shows me my downloads are up here. So here are my downloads. In Chrome, when I’m in Chrome, I typically get a box that pops up here that tells me that I have a download. But if you’re, for some reason, not seeing it, you can click here to get it to start. And if you want the photos for those listings in the export, you can click here. Because that’s not what’s being sent by default. So, let’s take a peek at what was sent. I actually saved it already onto my computer and uploaded it into Google Sheets, which I happen to have on my computer. You may be using Excel. But I want to point out that I labeled it with her name and the timeframe. And there’s the three listings. But I want to point out that it doesn’t just send those columns we saw on the list tab in quick search. It gives me a ton of information about those listings. So we didn’t really go into a lot of search parameters because we don’t need to. We’re getting all the information and then I could play with it here in Google Sheets, or if you prefer Excel or whatever it may be. Just wanted to show you what we’re talking about here. It’s a lot of information that you’re exporting. It’s not just those columns that you see in your search results in the list.
So we could go back and edit the search and we could say, well, let me show you on a fresh one. Let’s do a quick search again. And I’m doing a residential again. I’m going close that. And this time I’m going to do maybe active. And I’m going to this time, say if I was working with a big brokerage, I might want to limit it by city or subtype. I could do that. You’ll just get fewer listings, which might be advantageous, but maybe not. It’s entirely up to you. But at this time, I’m going to type in listing or I could type in office and I’m going to do listing selling office.
And I’ll close that because that’s all I’m going to add this time.
And I’m going to pick on Berkshire Hathaway because they happen to have an office down the street for me. And I’m just going to click find.
And maybe I know I want information on this particular office. I don’t know what these particular codes mean. That’s MLS specific. That’s how they differentiate them. But I’m going to pick this office and it’s the listing office or the selling office. And I can see there are seventy active listings for this office. I can switch to and. Well, selling is not going to come up because I have picked active. But I could pick more statuses if I like.
But what if I want to see what some of my other competitors are doing as well? You don’t want to run a separate search for each of them. And you don’t have to. So you can see Berkshire Hathaway’s right here and the box is checked because it’s narrowed the field.
And maybe I want to see what’s going on in another office, say, Maybe they’re another competitor of ours. Click action. Click find. And if you notice the Berkshire Hathaway office that I previously chose is still here in the list, but here’s action. Now, if I click on just action, I see their results. Twelve. But Berkshire Hathaway has seventy. So to select both for this report, I would hold down my control or command button.
So control for all of us PC users and a command button for all you Mac users to select more than one thing in a list. Now I have both and I have eighty two. And I can pick a third one. It doesn’t have to be just two. I can pick, let’s see, what was the third choice I was going to go for?
Can’t even find it. Notes, sorry. Power’s out here, so I’m using paper notes. I apologize. But let’s pick Century twenty one. They’re everywhere. Find them. And again, you’ll see that the two I’ve chosen are here. And here are my three Century twenty one offices in this Fargo Moorhead MLS. And I’m going to hold down my control button to also include this particular office. And I can see there’s ninety three results. And I can take a look at the list. I can change the status. Maybe I want to do active and closed. And maybe closed, I would do maybe not a whole year, but maybe sixty days back. Whatever your timeframe is, whatever the statistics are that you need. You can run it however you like. There’s the information. And because I have closed, I can now try and to see if any of those are listings that they’re on both sides. So there, it reduced it quite a bit, but you can see that the more data you have, of course, the more chance you’ll have people working on both sides of the transaction. But I’ll stick with OR. And again, I come over to my list.
And I just come up here to those three dots and click export just like before. Okay. So pretty straightforward. That’s the really the tricky part is when you want to search for perhaps more than one office or more than one person, you can do that. Just come in here and type listing, or you can type company.
Maybe I want to use company or type member, whichever you like. Now, if you’re running, we’re pretty much done. I pretty much covered the basics of what we were going to cover today. But I want to point out, if you are a person that runs this report maybe every month, and you always run the selling office, and maybe you also run reports on the member. I can add that here. I don’t have to use it right now, but I can say, you know what? And I’m not going to need for this particular report. I don’t need to know a lot of this information because I’m just doing this for this kind of report. And I can set up a custom search template really easily. Just throw these on here, come up here to save. And I save the quick search template. It won’t save the three offices or the people that I’ve already chosen, but it’ll save the template. So I don’t have to add these every single time. So this is really good for those people that run this report all the time. And I’ll just call it report. You can come up with, I’m sure, something better. And I’ll just pick the standard view right now. You can create a custom view, which will have maybe list price, sale price, listing member, selling member, their offices. I’ll click save. And now I have this.
In the list tab is where you come in to create a view, a custom view, and then you can link it to your report custom template. Okay. And actually, lot of MLSs, maybe not yours, but this one has a guided tour on how to create a custom view. And for those of you that maybe it’s not so handy, you just come up here to, well, I would prefer the guided help, but you have guided help and help. So, help, just do custom. Oops, helps if I can type. Type in custom and here it is. Create a customized search template. Here it is. Create the list view, customize your list view of your search results.
And you can also, later on, you’ll find if I type in sort, doesn’t look like, oh, yeah. I can create a custom sort. That it’ll be linked to the view, which is linked to the search template. It’ll save you tons of time.
Either way, you now know how to grab the information, export it. And you see, as I showed you, it gives you all the information, not just what’s in your view. It gives you all the information.
And again, I just want to point out one other thing. In the menu, for other types of statistics, for those of you that run lots of reports and need information about your office or whatever, you can come in here to statistics.
There’s lots of great statistics here and you can also find lots of great help on statistics here under help. You have Flex MLS help and the Academy, and you can jump right into video training here and you’ll find again, just search statistics.
And up they come. Okay. So, thank you for joining me. Hopefully this coffee break was helpful. I hope you have a great rest of your day. Thanks again.
