AgentSite Training Introduction
Pull up your office’s BIRDVIEW website.
Generally there are 2 ways to navigate to view agents on an office website.
- Navigation link for “Pick a Realtor” or “Agent Roster” (/agents.htm)
- Navigation link for “Office Locations” or “Offices” (/offices.htm), select an office on the page then click “Agent Roster”
Once you are on the agent roster page you can either type your name in the search box OR you can navigate to your office’s roster and locate your name.
AgentSite: Front End / Consumer Side
Navigation Links – You control the content under all of the navigation links. You can customize the text and images to match your market area.
Member Services –This online tool makes the consumer experience better while keeping people coming back to your site. This lead generating form will also create an assignment of the consumer to you
Featured Property – This will either be your listings or the company listings depending on which option is selected in the Web Assistant
My Listings – When a consumer clicks this link they will either be sent to your listings or to the company listings depending on which is option is selected.
List Your Home With Me –Consumers can fill out this form telling you about the home they wish to list. This lead generating form will assign the consumer to you.
MortgageCenter – The mortgage center link brings consumers to a page with 11 different calculators for the purpose of helping consumers figure out the finances involved with buying a home as well as refinancing. This page also contains a lead generating, mortgage prequalification form and will also assign the consumer to you.
Community / School Info – The community and school section of the website is a database that provides consumers the ability to research communities they are interested. The information can be searched by city or zip code and provides city comparisons and school data for every zip code in the United States. There is also a helpful tool that allows consumers to compare cost of living expenses. It is important to note that this is only a database and our partner makes every effort to provide accurate data but from time to time you may find information that does not appear to be correct. So as a reminder the text above community database reads. “Remember, this is only a database! Contact us and we can provide you with the most current and relevant information for your home search.” There is also a contact form for people to request more information about a particular area. (This lead generating form will assign the consumer to you.)
Free Home Updates – The FHU registration allows consumers to sign up for daily or weekly emails of homes matching their criteria. This is a great way to keep in touch with your consumers and provide them with a valuable service. The consumer is also asked to provide qualifying information so you know more about these consumers and their plans (When we get to the Web Assistant training you will also find out how to enter your consumers manually)
Property Search Features
Types of Searches
Quick Search
Consumers are able to do a quick property search by type of property and price. The purpose of this is to get the consumers to quickly begin searching properties to keep them engaged in your AgentSite and the content provided.
Advanced Search
The advanced search will be the number most used tool on your AgentSite. This can be accessed from the navigation link labeled “property search”. From here consumers will be able to filter their search based on a number of criteria. Consumers can search by MLS Listing Number as well as; type of property, beds and baths, city, state or zip code radius search.
From here they are also able to sing up for you Free Home Update service. Below the home search form are 2 additional links.
Featured Properties – These are all of the company listings with you listed as the contact on each listing
Browsable Catalog – This will bring up all listings in the MLS by city or area as defined by the MLS.
Search Results
Thumbnail View
After a consumer enters their search criteria and hits search they are presented with property listings in a thumbnail format. Consumers can perform a number of actions as well as view certain information.
Get the exact listing price of the home
View the address of the property
View the number of beds / baths and location of the home
Contact you – This lead generating form also creates an assignment of the consumer to you. Consumers are given the option to receive detailed report of the listing with information pulled directly from the MLS and sent via email
View more details – details described below
Compare properties – Allows consumers to select properties and compare different features and amenities of homes they are interested in.
Search listings by city – Clicking the city name will return that city’s listings
Property Search Features
Search Results (continued)
Property Detail View
When a consumer wants to get more information about a listing they can click on either the photo or the link that says “more information” when they do this they are presented with a new window that has the requested information.
Contact you regarding the listing - this is a lead generating form and will also create an assignment of the consumer to you. They are also giving the option to receive a more detailed report of the listing which is information pulled
View more homes like this one – This acts the same as clicking on the city name in the thumbnail view.
ELS Request – ELS stands for Electronic Listing Sheet. The electronic listing sheet is the same detailed report previously mentioned with one addition. The consumer can have a PDF file (adobe reader file) sent to them along with the report. This lead generating form will create an assignment of the consumer to you.
Photo – This is the curb shot provided by the MLS
Details – MLS provided information on that particular listing
Lead Input Forms / Consumer Registration
There are multiple lead inputs forms on your AgentSite. Some of them were already mentioned but they are all listed below. Each of these lead inputs forms will create the assignment of the lead to you. If the type of lead has an acronym used in the system it is noted in this section in parenthesis.
Contact Page
▪Send Email (info) – This is for generic communication
▪Buyer Contact Form (buy) – Communicates information about buying
▪Seller Contact Form (sell) – Communicates information about selling
▪Relocation Contact Form (relo) – Communicates information about relocating.
Registration (reg) – When a consumer registers to see more information on a property. (More on registration below).
Contact us regarding this listing (home) – Appears in 2 places and is one of the best lead types because somebody is asking you for information on a particular property. You will see it on the thumb and detail view.
Electronic Listing Sheet (els) – Request for a detailed listing sheet, requires only an email address. This is not the warmest lead but it is good for build a profile of the consumer in LeadMine.
Community Request (community_request) - Gives consumers the ability to request more information.
Mortgage Prequalification Form (prequal) – Form to fill out for consumers wishing to be pre-qualified.
Schedule a Showing (appt) – Allows consumers to schedule an appointment to see a property. Phone number is required.
Consumer Registration to View Properties
Requiring consumers to see is the best may to begin building a record on this consumer. The registration process is globally controlled by the brokerage. The location of the registration can and will change over time based on a careful review of the statistics. Changing the registration is not something to be done on an anecdotal basis. We will use statistics to determine the best placement for the registration as well as the amount of information that is required. Currently your registration is set to allow consumers to view 3 free detail pages on the 4th request they are prompted to register. We will adjust the accordingly. This is a lead generating form that will cause the consumer to be branded to you.
Web Assistant Features
The Web Assistant is the password-protected area, which is unique to each AgentSite. This is where you will manage consumers as well as edit listings and create your biography for consumers to see on the first page.
Logging into the Web Assistant
To log into the Web Assistant you need a user id and password. This will be provided to you when your AgentSite is activated.
To access the Web Assistant click the link on the bottom of your site that says, “Web Assistant – restricted access only”. You will be taken to the login page where you will type your user name and password. If you have forgotten your password click the link that says. “Request a password reset”, fill out the form and a new password will be emailed to you.
Free Home Update System
The Free Home Update or FHU is designed to send out notifications of new listings that become available through your MLS. There are 2 ways for consumers to be added to the Free Home Update System; they can enter themselves by signing up on the front end of the system or you can manually enter them through the Free Home Update section of the Web Assistant.
To enter a consumer manually into the database click the button that says, “Add consumer” this will bring up a window for you to enter the consumer’s details. Enter the information and hit save and this consumer will now show in your list. (NOTE: we find it best not to narrow the criteria when entering consumers. Some fields may not be available in your MLS)
Once a consumer record is in the database you have a number of actions you can perform with that record.
Web Assistant Features
Free Home Update System (continued)
View / Edit the record to change and information necessary
Delete the record
Send the FHU record (Useful when manually entering a consumer and want them to receive an email from you right away)
You can also click on the record for additional information and one other important option related to this consumer.
Results – The results link will give you a list of all properties that have been sent to this consumer on your behalf.
From the main list under the Free Home Update section you can export consumers into a text file for use in another system.
You also have an option to search for consumers based on different criteria. This is useful as you grow your database. For example if you wanted to find all consumers that registered with you that are interested in properties from $600,000 to $650,000 you could perform that search.
Once you have a list of consumers you can email all of those people with any message you would like.
The LeadMine System
LeadMine is powerful lead management system that records information about consumers that interact with your AgentSite. Each consumer has a unique data record, which can be viewed in either a list or individually in more detail.
The List View
The list view displays the first 50 consumers by default. You can sort and filter this list. The “Advanced search” tab allows you to see the different filter options available. You can also search by name, export the list, view the calendar with number of inquires by day and a total.
Web Assistant Features
The LeadMine System (continued)
Adding a consumer manually to the database minimally requires an email address. The consumer list is organized into rows and columns each row being an individual consumer record. There are 10 columns for each consumer and each has a specific meaning.
Column 1 – Lead Status. Mouse over the icon to see status. The options are:
▪Needs reply
▪Note created
▪Follow up required
▪Reply sent
Column 2 –Tells you whether or not the consumer left a phone number
Column 3 – First Name
Column 4 – Last Name
Column 5 – Email Address
Column 6 – Last activity date. The date/time of their last activity on your site.
Column 7 – This column has 4 pieces of information for each consumer
▪REG – Tells you if the consumer has registered to see MLS listings
▪FHU – Tells you if the consumer has signed up for the FHU
▪Time – The consumers self stated time frame for buying or selling
▪Days – Number of days since the consumer’s first inquiry.
Column 8 – Last Lead type. The last action performed by the consumer or you the user. This column can have different colors depending on the action.
▪Yellow - A response to the inquiry is required.
▪Orange - Mortgage or cam lead
▪Green - Emailed or Note Made. Creating a note turns it light green.
▪Dark green - Sent Reply. A direct reply from the system turns it dark green
▪Blue - Follow Up. Toggle the individual record and the color turns to blue.
▪Red - Under Contract. Toggle the individual record and the color turns red.
Column 9 – Lead Source. Currently this will be either:
▪Web - Someone that came directly to you
▪Company Website – Consumer sent to you by the office.
Column 10 – Assignment Status. This will always contain your name.
Web Assistant Features
The LeadMine System (continued)
Detailed Consumer Record
The detailed consumer record contains all of the history for an individual lead. On this page you can perform a number of actions for each consumer. From this page you will be able to view all of the information on a particular consumer as well as respond to them, leave a note, print the profile or save and reset. Each record has 6 tabs across the top. From the left to right those tabs are:
Consumer Profile – This is the information related to the consumer’s record in LeadView. From this page you can also, put the record “under contract”, stop updates for a consumer, opt to monitor the lead and set a follow up reminder for yourself. You are also able to see their member services information as well as their buying or selling status
Consumer Information – This section gives you any information the consumer has provided about their plans.
Assignment Summary – Allows you to see when a lead was assigned to you
Activity Summary – This page will give you the client’s entire history on your site. Every inquiry sent through the AgentSite is listed here along with any notes or replies you may have sent.
FHU Summary – Similar to the FHU manager with just a snapshot of the number of listings each consumer has seen. Also links to the FHU record of the consumer in the FHU manager.
ProspectPro – This gives you the information on which campaign your client is receiving. (ProspectPro is a very powerful drip marketing system. A full user guide has been created to help you get the most out of the system)
ProspectPro User Guide
ProspectPro is a drip marketing system that will automatically send out email to consumers on your behalf over a period of time. The messages contain relevant and useful information to consumers about buying, selling and mortgage information. There is a user guide available for download in the Web Assistant.
To download the User Guide go to the leads tab in the Web Assistant then click “ProspectPro” then select the User Guide link.
Web Assistant Features (continued)
The Listing Manager
The Listing Manager gives you the ability to manage your listing inventory and how it is displayed on the front end. It also gives you the ability to perform a number of actions on each listing. With the listing manager you can:
Add a new listing
Enter a listing that will not be in the MLS for display on the featured properties (these listings cannot be co-mingled with MLS listings)
Filter Sort
You can filter and sort your listings based on various criteria.
Listing Seller
Gives you the ability to link the listing with your seller’s record if they have signed up for your Member Services program. Sellers are able to see how many times their home has been viewed by consumers online.
Listings Statistics
This tells you how many times the listing is viewed online.
Virtual Tour
View the virtual tour for a listing if it is available.