Welcome! My name is Anne O’Shea and I am your Flex MLS trainer today. Today’s Coffee Break Webinar is called Tidy Up After the Sale.
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So here I am in the Fargo Moorhead MLS. This is near our corporate office in Fargo, North Dakota. And we’re going to start with contact management.
Because I’m going to show you today first how to turn off subscriptions and portal access for your clients in one easy step. And then I’ll also show you some other places that you may want to start tidying up. So you may have noticed I put these four items that I’m going to discuss today here up in my favorites bar. And if you need to find them later and they’re not on your Favorites bar, you can always find them in the menu. Contact Management and Subscriptions are here under Contacts. And Listing Collections and Saved Searches are here under Search. And of course if you want to add something, you can just hover over the star and click it to turn it yellow so it’ll show up up here. Let’s click on contact management.
Now I know for many of you, you have hundreds of contacts in the system. And I’m going show you just a few features. I always like sorting them. You can see the blue activity. So the ones who are most active are going have some blue in this bar toward the top. But today we’re going to look at my client, Noah Smith. And I actually helped him buy a house back at the end of July. So let’s click on Noah Smith. And here’s his contact card. And you can see all the tabs hopefully you’re familiar with. But right here I want to point out first that his last activity was July twenty one. So that’s one good indicator of whether or not it’s safe to deactivate all his subscriptions and portal. And this might be a good time to edit the contact and maybe add that address in for the house that you sold to that client. But let’s go over here to the Activity tab just to double check. He hasn’t had any activity in the last thirty days. Searches and subscriptions. Well, he has three searches I saved to his saved to him. This one called Box and Fargo under seven hundred ks. It had a subscription that he deactivated because I didn’t deactivate it, so it’s been deactivated. And let’s look at this other one. Fargo One. This one has not been deactivated. This one’s still sending him emails even though he bought a house at the end of July. And this one. Let’s take a peek at this one. Nope. No subscription right now. So I may have deleted the subscription. And let me come up here back to Fargo One. And you can always delete a subscription with the little red x, but I’m not going to delete it because I want to keep it in there for future reference. I just want to turn everything off. So let’s take a peek at the portal because we want to turn that off as well. And yep, it’s still on. And I could come in here and click off. I can see that there’s some activity in the past. And again, here’s last active July twenty first. So not a problem. He hasn’t been in it a lot. But let’s keep going. Just take a peek at everything. Nothing in the calendar to do with Noah. No messages. And under More, I can find my notes. And if say Noah said, Can you please leave my portal on for the next few months or till December because I want to keep looking around? You could have noted this. I could have noted this here. Hopefully I would have. And then I would have remembered, Oh yeah, I don’t want to turn something off. But in this case, that’s not the case. So I’m going to come back here to the top of the the front of the line here. Again at the bottom, we have Edit Contact, which you’ve seen. Remove that is to completely delete the contact. So all of it is gone. All the information is gone. Deactivate that’s what we’re going to do today. And then Transfer. Transfer is if say you decide to retire to go to Tahiti. And you want to give this client and all the information, all their safe searches, their subscriptions, their portal access, you’re going to just transfer it over to another agent in your MLS. You can do that. Just be aware that if you decide you don’t like being retired in Tahiti and you want to come back, it’s a permanent transfer. We can’t get them back for you. So just be careful. But of course, who wouldn’t want to retire to Tahiti? I’m just joking about that, obviously. But here’s Deactivate. So let’s click on that. Now this is Deactivate Noah Smith, which is always good to double check who I’m deactivating. And I can deactivate all of his subscriptions. And some of your clients may have several that are still active and portal all at the same time. But I want to point this out that this is also handy for a client that perhaps you’re still working with, but they want to turn off all those forced subscriptions, but they still want to use the portal. You can turn off just the subscriptions here. That’s handy for those that you’re working with that still want to use the portal, something like that. But in this case, he bought his house at the end of July and I want to deactivate it all. So I’m just going to click here and deactivate. And it says deactivation successful. Great. So let’s see what that looks like. I’m going to come in here to searches and subscriptions. And this one had already been deactivated, but let’s double check this one. Oh, it didn’t take yet. Maybe I need to close that. It may take a moment. Let’s see if it clicked in yet. Nope, not yet. Okay. I got to give it a little time. But let’s come up here to Leah and Luke who I deactivated yesterday.
And these were this couple that I was working with and they bought something and I deactivated them previously. So I come here to Searches and Subscriptions and I can see they didn’t have a subscription for this one.
This search I saved to them was deactivated as was this one. So both of these were deactivated at the same time and their portal was turned off at the same time. They even had a listing collection in here. Just pointing that out for future. I’ll show you why that’s important later.
But anyway, all of this was turned off with that deactivate button. Now what if Leah and Luke, it’s now five years later and they want to buy a house in the neighborhood as a rental property. Or maybe they want to sell their house but buy something else in the neighborhood, whatever the case may be. And maybe they liked this particular subscription that they got. I can reactivate which is always handy, which is why you would deactivate rather than delete. I can reactivate easily with this little button right here.
And if I hover over it, you can see it says reactivate this subscription for this user. So I’m going do that. And I’m going to click Okay to reactivate this subscription. And that happens immediately. So now this is reactivated for them, but everything else was deactivated still. Okay. So that’s a nice thing, nice feature to be able to come back in and turn something back on. Now, of course, you may wanna click on the subscription to edit it, double check things. You might even want to click on the search and edit it here as you would. And maybe they have a different price point or something. You can do all that. But that’s how you reactivate something. So I showed you how to deactivate and reactivate. While we’re here to talk about tidying up, there’s other things you can do. So let’s take a peek at saved searches. And I have it up here on my favorites.
And here are my saved searches. All of them are in one bucket. Here are my favorites and here’s some three drafts that I started. Now I can come into any saved search, click on the three dots, which is called a kebab, and view the details, see if there’s any subscriptions linked, rename it, or delete it individually right here. And I’m not going to I can well, let’s take a peek. I don’t think this one has any subscriptions linked to it. Nope, not to this search. But I’m pretty sure this one does. That’s why I put a star next to it. That was just for my use. You don’t necessarily want to do that or have to do that. But I’m going to look at the subscriptions for this one. And it’s nice to see that I have one active subscription. It’s for contact Mark Watney, who is my most active client at the moment. And it’s the name of the search right there.
And again, I can come in here and edit the subscription or delete it from within. It’s really this is very handy. So no matter where you are in this part of the system, you can get a lot done without having to go back and forth.
So down here, I want to show you this one boxed in Fargo under seven hundred ks. And I’m going to look at subscriptions.
And this one, this search has a subscription for Susie Ng, and it’s active. And I can also see that I have the inactive one for Noah Smith. So that’s good to know. And I can delete again that subscription for him from here or in the contact with the big red X next to the subscription, whichever one. So that’s something you can do. But I want to show you something else. And it’s actually not happening quite yet. At the end of this month, there’s going to be a new feature in your saved searches, subscriptions, and listing collections, which is that there’s going to be a checkbox here. And if you check one or more of those, a delete button will come up. And I could then delete multiple saved searches or subscriptions or listing collections all with one button, all with one step. Instead of having to go into each one to delete, I could do it as a group, which is just to make things more convenient for you. Absolutely. So let’s take a peek at the subscriptions. And it’s similar. I can see I last clicked on inactive, so my inactive subscriptions are showing. And I can delete them or edit them here. And here are my actives. And again, you’re gonna be able to go through and just delete things with the checkbox. And that’s coming the last week of this month. So just take a peek. You’ll get a notice, I’m sure. You’ll see something pop up, but it’s just another convenience for you. Now, one thing I do want to point out is you cannot deactivate a bunch of your clients all at once. So you will have to go into each contact in your contact management to deactivate specific ones because we wouldn’t want anybody to accidentally deactivate every single one of their contacts. That would be scary. And let’s look at Listing Collections.
Now listing collections, what’s nice about listing collections, you’ll also be able to just check them off and delete them as a group. But as you saw with Luke and Leah, that one collection, it’s not here. They called it what did did they call what did I call it for them? Let’s go in.
Luke and Leah, in their portal, they can see Top ten Choices is a listing collection I made for them. But it’s not here under Listing Collections because I deleted it. And you can delete these, and it will not have any impact on your client’s portal. So if you delete a listing collection, it can still be there found in their portal. Just so you know, you don’t have to be worried about that. But subscriptions and saved searches definitely will affect them. And that’s pretty much it. I hope this was helpful. Thanks so much for joining me and have a great rest of your day.
