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Broker IDX Sites, Inc. CRM System Documentation

Introduction

This document is intended as an overview of the Broker IDX Sites, Inc. Brokerage CRM and Management Tool.

Getting started

Welcome to the Broker IDX Sites, Inc. online Documentation system.

Features List

Brokerage Features

We're offering you a complete management tool for your entire brokerage, no matter the size, that includes a CRM. We are offering you a methodology to organize your entire brokerage and have instant access to information required for day to day operations.

"BrokerIDX sites, Inc. is an INTEGRATED IDX Solution provider! The website is included as well as the Integrated IDX - all in one place, from one company.

Why do you care? Because...

All of the Realtor remarks, all of the listing information, all of the details about ALL of the the listings in your MLS are now searchable content on YOUR website. You are promoting a true resource of literally thousands of pages of up to date, accurate MLS information in your local area. The content is on YOUR domain name, not a link to or a framed copy of someone else's domain name. Remember - The domain name the content is actually on gets the credit for having the content. If the listing information is not on YOUR domain, YOU do not get the credit in the search engines for having it, the other domain does! Listing Detail Page Titles are automatically set to provide City and State information - what better way to tag your website to your local area than having potentially thousands of pages of listings FROM your local area? ""Free IDX"" really isn't. Are you using a 'plug in"" IDX solution or perhaps a free framed solution from your MLS or Board? Ever wonder why they give it away for free? Because in most cases, it promotes THEM, not you. Your website just becomes yet another inbound link to your MLS or Boards' website. A search engine sees this also - a search engine ""bot"" would see you, a real estate professional in your local market area, sending visitors to YOUR website to some other website to see listings. So why does the search engine need to index your website at all?

Real estate is primarily about listings - Your website should have them - not just your listings - all of the MLS listings in your market area - on YOUR domain. The last part is the important part - on YOUR domain. This is what an Integrated IDX Solution does. It creates individual pages on YOUR domain for every listing your MLS supplies. These pages are Indexable, which means search engines will find them."

Single Agent Features and Functions

Public Knowledge Base

Quick Start Guide

Common Tasks

SEO Articles

Account Home

Personal Settings

Customers/Contacts

Testimonials

Instructional video

Testimonials Video Guide

Mail Chimp Settings

Websites

Brokerage Manager

The Brokerage Manager area provides access to various settings that affect the entire functions of the software and the Brokerage. As such they are only available to Broker or Manager User Levels.

To access the Brokerage Manager: 1. Log in as a Broker or Manager
2. Click on The "Brokerage Manager" link in the Navigation Menu
3. The "Brokerage Settings" at the top of the presenting page displays settings related to the Brokerage Name, MLS Details & Contact Information. This can be viewed and edited by clicking the "pencil" icon
4. A "Default Email Address" selection area offers a selection of Users that can be the "Primary" email contact. This email address is also used as a fail-safe if all else fails and a Lead needs a sure place it will get handled.
5. The "Default Email Theme" offers a selection of Email Themes the system offers. These themes are used for all the email the system sends out to Agents, Contacts, and Customers.
6. The "Permissions & Notifications" area offers settings that affect:

  • List non-brokerage leads - Checking this box Allows non-brokerage leads to be Listed
  • Do not broadcast leads to agents with late tasks - Checking this box This stops new Leads from being automatically sent via the Lead Rules system to Agents that have Late Tasks in their Action Plans for their existing Leads. Once the Agent "catches up" on their Late Task, they are automatically re-included in the Lead Broadcast.
  • Allow agents to close transactions - checking this box allows Agents to Close their own Transactions
  • Allow office assistants to close transactions - Checking this box Allows Office Assistants to Close a Transaction
  • Allow office managers to close transactions - Checking this box Allows Office Managers to Close Transactions
  • Document review notification emails - Checking this box Allows Notifications to be sent to the Primary email whenever a Document is marked as ready for Review in a Transaction
  • Property offer notification emails - Checking this box Allows an email to be sent to the Primary email address when a Property Offer is received
  • Report New Buyers Under Contract - This selection area Allows the User to select how often they receive a Report of New Buyers that have come under Contract

7. The Brokerage Logo can be edited by clicking on or dragging the desired logo to the logo placeholder area.
8. The "Action Plan" area offers access to the Action Plan settings.

  • Assign Completed Action Plans to - This setting selects who should get Leads after their Action Plans have run their course for additional processing if required.
  • Action Plan template - This setting selects the Action Plan currently in use. Care should be taken as this is a global change to the system
  • Ignored Action Plan notice - This setting selects the number of days an Action Plan can be ignored before it is marked as "Late"

9. The "Brokerage Menus" area offers the ability to add additional Links to the Navigation Menu. The "Menu" entry area is what is shown in the Navigation Menu. The "Link" is the URL you want to link to. The "Title" is what appears when someone mouses over the words in the Navigation Menu but does not click.
10. The Transaction Documents area is detailed in the Transaction Documents section located HERE






Uploading Transaction Documents

  1. https://idxfeed.net/system_list_brokerages.html
  2. https://idxfeed.net/system_list_brokerages.html
  3. https://idxfeed.net/system_edit_brokerage_dashboard.html?action=edit&ref=9
  4. In “Transaction Documents” area, select “Add Document”
  5. In “Add New Document” area, Enter Document name and select Document type

Select property type, transaction type, and select if a signature or Approval is required. Select “Choose File” and Select the file you wish to upload. Once completed, select “Save document”.

Lead Rules & Automated Lead Routing

To set up your Account to use Lead Rules and Routing, the following steps are required.

1. Log in to the BROKER or Office Manager Account(s).
2. Click on "Brokerage Manager" in the Navigation Menu.
3. Click on the "Lead Rules" tab at the top of the presenting page.
4. Click on the icon "Add Lead Rule" in the right-hand upper side of the page.
5. In the "Lead Rule Name" field enter a friendly name for the rule you are creating. Make the name something that relates to the Rule you are creating. Example "Foreclosure lead routing".
6. The "Lead Source" selection area allows you to target an incoming Lead by its source. The list contains many options. NOTE: Zillow Tech Connect and Realtor.com Lead services are supported, please contact Support@brokeridxsites.com for help setting these up if you currently participate in Zillow Tech-Connect or The realtor.com lead programs(s).
7. The "Lead Type" selection area allows you to target incoming Leads by their Type. 'Lead Types' are generated from your website, and will only match on incoming Leads from a contact created from one of your brokerage controlled Broker IDX sites, Inc websites. Example A Lead Rule can be created to target CMA forms completed on your website. Any CMA forms submitted will be caught by the Rule and routed as you specify below.
8. The "Rebroadcasted Lead" selection area allows you to target an incoming Lead by it's Broadcast Status. Example - If you wish that any Leads that are "Rebroadcasted" to skip their original routing and have a new rule set applied to them or have them routed to a different agent or set of agents.
9. The "Customer Type" selection area allows you to target incoming Leads by their Status as "Customers" or not. This term applies to Leads that have been converted to Customers within the Broker IDX sites, Inc Admin System. These can be found under the "Customers" link in the main navigation menu. The purpose here is to allow you route already existing Customers that complete a contact form differently than those that have not been converted into Customers.
10. The "Buyer/Seller" selection area allows you to target incoming Leads by their status as a Buyer or Seller. Example a CMA request would be considered a "Buyer" type Lead.
11. The "Switches" area allows for a quick selection of commonly created Rules. You can check the box for the filter you wish, in this example, we would check the "Foreclosure" box as we are creating a Foreclosures Lead Rule NOTE: 'CMA Request' and 'Catch-all' are special filter types that supersede all other filters, if checked, will erase all other filters. If you check both, 'CMA Request' has priority and will erase 'Catch-all'.
12. The "Property Type Area allows you target incoming Leads by their Property Type.
13. The "County" selection area allows you target incoming Leads by the County the listing is located in.
14. The "List Price Greater Than" selection area allows you to target incoming Leads by their pricing.
15. The "Zipcode" selection area allows you target incoming Leads by the zip code of the listing they are inquiring about.
16. The "Broadcast To:" area is where you select the Agent or group of Agent that are to receive the Lead notice from the Rule you are creating.
17. The "CC Lead Notice To: area allows you to add a "CC" email to whomever you select from the list. These people will receive a copy of the Lead notice.
18. Once you have the settings for the Rule you want to create all set, click on "Save Lead Rule"
19. Once you have your Lead Rule created, it will appear on the list displayed under the "Lead Rules" tab. You can move these Rules higher or lower in the list by using the up and down arrows located on the right-hand side of the row


PLEASE READ - IMPORTANT NOTES ABOUT LEAD RULES, LEAD ROUTING, AND LEAD NOTIFICATION BROADCASTING - PLEASE READ

1. Verify that all of your Agents have their correct email address in their Profile information.

2. Verify that all your Agents have their cell phone number listed in their Profile information.

3. Verify that their cell phone number has the type "Cell" selected next to it in the Profile area.

4. Lead Notices are Broadcast to the Agents on a "First Claim" basis. Agents must "Claim" the Lead by clicking a link in the email notice they are sent or by replying to a text message with a code, or by clicking the "Claim Lead" button in the Admin Panel after they log in. Agents can not see the details of the Lead until after they Claim it.

5. The Lead notice they are sent explains that they are competing for the Lead and must perform an action to "Claim" the Lead.

6. The Agent that Claims the Lead successfully has the Lead added to the "Leads" area of their Account. The Lead detail contains all the information we have about the Lead and can be seen at this point by the agent.

7. Once the Lead Rules are set up and the Lead are routing to your Agents, it is important to request that they "whitelist" Lead Notice emails in their email client. This ensures that any incoming Lead Notices will not be missed as they got routed to Spam by an overly protective email client.

Lead Action Plans


Lead Action Plans offer timely suggestions for your Agents to follow up on Leads more efficiently. This helps to promote a mutually beneficial relationship between the Agents and the Brokerage.

Lead tasks can be either "Automatic" or "Manual". "Automatic" tasks are performed by the system with no other action required. "Manual" tasks must be completed and acknowledged as completed by the Agent. The list of Action Plans Tasks the Agent must complete are displayed on the Lead Detail page.
"Lead Routing" is displayed in the Lead Detail at the bottom of the page. This displays the "life of the lead" and time/date stamps the Lead at various actions as it passes through the system.
The Lead Action Plans automatically adapt to Leads that might be missing a phone number and do not display Tasks that can not be accomplished due to missing information.
The Lead Action Plan can be customized by Manager and Broker Level Users in the "Brokerage Manager" area of the Admin. Additional Tasks can be added or existing Tasks can be modified to your Brokerages specific needs.

A "14-Day Action Plan" is included by default. You must activate the Action Plan System in order for it to function on your account.

The "14-Day Action Plan" creates Tasks. These Tasks are presented to the Claiming Agent in the form of pop-ups in their Account. The display included dates and times the Tasks was completed by the Agent

14-Day Action Plan

  • Task When Type Channel Action
  • Initial phone call in 1 day(s) Manual Phone Edit Delete
  • Send initial text in 1 day(s) Manual Phone Edit Delete
  • Initial email (Property Information for You) in 1 day(s) Automatic Email Edit Delete
  • Facebook Message in 2 day(s) Manual Facebook Edit Delete
  • Phone call in 2 day(s) Manual Phone Edit Delete
  • Email (Follow up on Property Request) in 3 day(s) Automatic Email Edit Delete
  • Text message in 3 day(s) Manual Phone Edit Delete
  • Phone call in 4 day(s) Manual Phone Edit Delete
  • Email (Home Search) in 5 day(s) Automatic Email Edit Delete
  • Text an hour after phone call in 7 day(s) Manual Phone Edit Delete
  • Phone call in 7 day(s) Manual Phone Edit Delete
  • Email (Pre-Approval for your New Home) in 8 day(s) Automatic Email Edit Delete
  • Phone call in 10 day(s) Manual Phone Edit Delete
  • Text message in 12 day(s) Manual Phone Edit Delete
  • Email (Best Home Search Tools) in 12 day(s) Automatic Email Edit Delete
  • Phone call in 13 day(s) Manual Phone Edit Delete
  • Facebook message in 13 day(s) Manual Facebook Edit Delete
  • Email (Following up on Home Search) in 14 day(s) Automatic Email Edit Delete


14 Day Action Plan - Initial Contact - Phone Leads

  • Task When Type Channel Action
  • Initial Text Message in 1 day(s) Manual Phone Edit Delete
  • Property Information for You in 1 day(s) Automatic Email Edit Delete
  • Initial Call in 1 day(s) Manual Phone Edit Delete
  • Phone call in 1 day(s) Manual Phone Edit Delete
  • Second Phone Call in 2 day(s) Manual Phone Edit Delete
  • FaceBook Message in 2 day(s) Manual Facebook Edit Delete
  • Text Message in 3 day(s) Manual Phone Edit Delete
  • Follow up on Property Request in 3 day(s) Automatic Email Edit Delete
  • Phone Call in 4 day(s) Manual Phone Edit Delete
  • Home Search in 5 day(s) Automatic Email Edit Delete
  • Phone Call in 7 day(s) Manual Phone Edit Delete
  • Text Message in 7 day(s) Manual Phone Edit Delete
  • Pre-Approval for your new home in 8 day(s) Automatic Email Edit Delete
  • Follow Up Call in 10 day(s) Manual Phone Edit Delete
  • Best Home Search Tools in 12 day(s) Automatic Email Edit Delete
  • Text Message in 12 day(s) Manual Phone Edit Delete
  • Phone Call in 13 day(s) Manual Phone Edit Delete
  • FaceBook Message in 13 day(s) Manual Facebook Edit Delete
  • Following up on Home Search in 14 day(s) Automatic Email Edit Delete
  • Following up on Home Search in 14 day(s) Automatic Email Edit Delete


14 Day Action Plan Open House

  • Task When Type Channel Action
  • Thank you for coming to the open house! in 1 day(s) Automatic Email Edit Delete
  • Initial Call - No answer - Send Text in 1 day(s) Manual Phone Edit Delete
  • Initial Call - No answer - Send Text in 1 day(s) Manual Phone Edit Delete
  • FaceBook Message in 2 day(s) Manual Facebook Edit Delete
  • Phone Call in 2 day(s) Manual Phone Edit Delete
  • Text Message in 3 day(s) Manual Phone Edit Delete
  • Follow up on Open House in 3 day(s) Automatic Email Edit Delete
  • Phone Call in 4 day(s) Manual Phone Edit Delete
  • Home Search in 5 day(s) Automatic Email Edit Delete
  • Phone Call in 7 day(s) Manual Phone Edit Delete
  • Phone Call in 7 day(s) Manual Phone Edit Delete
  • Pre-Approval for your new home in 8 day(s) Automatic Email Edit Delete
  • Phone Call in 10 day(s) Manual Phone Edit Delete
  • Best Home Search Tools in 12 day(s) Automatic Email Edit Delete
  • Text Message in 12 day(s) Manual Phone Edit Delete
  • Phone Call in 13 day(s) Manual Phone Edit Delete
  • FaceBook Message in 13 day(s) Manual Facebook Edit Delete
  • Following up on Home Search in 14 day(s) Automatic Email Edit Delete


14 Day Action Plan Open House

  • Task When Type Channel Action
  • Thank you for coming to the open house! in 1 day(s) Automatic Email Edit Delete
  • Initial Call - No answer - Send Text in 1 day(s) Manual Phone Edit Delete
  • Initial Call - No answer - Send Text in 1 day(s) Manual Phone Edit Delete
  • FaceBook Message in 2 day(s) Manual Facebook Edit Delete
  • Phone Call in 2 day(s) Manual Phone Edit Delete
  • Text Message in 3 day(s) Manual Phone Edit Delete
  • Follow up on Open House in 3 day(s) Automatic Email Edit Delete
  • Phone Call in 4 day(s) Manual Phone Edit Delete
  • Home Search in 5 day(s) Automatic Email Edit Delete
  • Phone Call in 7 day(s) Manual Phone Edit Delete
  • Phone Call in 7 day(s) Manual Phone Edit Delete
  • Pre-Approval for your new home in 8 day(s) Automatic Email Edit Delete
  • Phone Call in 10 day(s) Manual Phone Edit Delete
  • Best Home Search Tools in 12 day(s) Automatic Email Edit Delete
  • Text Message in 12 day(s) Manual Phone Edit Delete
  • Phone Call in 13 day(s) Manual Phone Edit Delete
  • FaceBook Message in 13 day(s) Manual Facebook Edit Delete
  • Following up on Home Search in 14 day(s) Automatic Email Edit Delete

Offices Manager

Blogs

Listings Central

Virtual Tour System

Manage Agents and Staff

Transaction Documents

How To Add and Set Up Documents to your Broker IDX sites, Inc. Automated Transaction Manager

Adding a Transaction

1. Log in to the Admin Area with BROKER Level access.
2. Click on "Brokerage Manager" on the left-hand side main navigation menu.
3. On the presenting page, scroll down to the sub-area titled "Transaction Documents".
4. Click on the icon, on the right-hand side, titled "Add Document".
5. The "Add Document" pop up form will appear.
6. Enter a name for the new document.
7. Select if the Document is Required to generate disbursement/paid from closing or Preferred.
8. Select if a Signature is Required on this document.
9. Select the Property Type this document applies to. Selecting "All" will add this document to All Transactions at creation.
10. Select the Contact Type that this Document should be available to.
11. In the Approval Required drop-down, select if Broker Approval is required for this Document after completion.
12. Under the "Choose Document File" area - click to select the file you wish to upload from your local machine.
13. Click "Save Document".
14. The page will refresh and a notice will appear at the top of the page indicating success. Example: "Notice Transaction Document has been saved successfully." If failed, errors will appear in the same area.
15. You should see your new Document added to the list of Documents in the "Transaction Documents" area. You can edit any Document by clicking on the edit icon that appears when you mouse over the various Document icons in the list presented.
16. You can Download the Document by mousing over the desired Document and clicking on the download icon that appears when you mouse over.

Transaction Manager

This article provides an overview of the operation of the Transaction Manager.

1. Before using the Transaction Manager you Must add all the Transaction Documents to the Transaction Document Manager located in the "Brokerage Controls" area of the Admin Area. You can view that by clicking this link http://brokeridxsites.net/docs/index.php/Transaction_Documents
2. Transactions are automatically created and populated with the Documents you specify when the MLS notifies us that you have a new listing that has been entered into the MLS. The system then automatically creates a Transaction and adds the Documents you specified to that Transaction. This means you do not have to worry about Transaction creation compliance as even if you do nothing, a Transaction that contains all the required Documents will automatically be created.
3. Transactions can also be created Manually. To create a Transaction manually, click on the "Transaction Manager" link in the Navigation Menu and then click on the "Add Transaction" icon.
4. Once you click the "Add Transaction" icon, you will be presented with a pop-up form that provides areas to enter information about the Transaction. Once the required fields are completed and "Save Transaction" is clicked, the Transaction will be created.
5. The Transaction will be automatically populated with the Documents you specified as "Required Prior to closing, Required to generate disbursement/paid from closing or Preferred." in the Brokerage Manager settings area. This results in all the Documents your Agents need are already in the Transaction. They do not need to upload them.
6. Once the Transaction has been created it will appear in the list of Transactions displayed on the "Transactions" link from the Navigation Menu. Some basic information about the Transaction is presented in the line item. Clicking on the line item will present a detail of the Transaction.
7. The Transaction Detail contains a lot of information. The Detail uses collapsible menus to help organize and present the information.
8. The "Summary for (property address) area displays the "Basic Property information" by Clicking on the 'pencil' icon next to the text. Authorized users can effect change to this information.
9. The "Sales & Commision Information" is displayed directly next to Basic & Property Information . Clicking the 'pencil' icon will allow this information to be viewed and edited by authorized Users.
10. The "Summary" area can be collapsed by clicking on the "Collapse for Summery" Icon. If a "Expand for details" icon presents, that will expand this area and display the above-mentioned items.
11. The "Documents" area displays the Documents that have been added to this Transaction. The vertical colored line to the left of the Transaction Name indicates the source of the Document as seen in the Key at the bottom of the Documents area. As follows:

  • Red = Mandatory Document added by the Brokerage
  • Orange = Preferred Document added by the Brokerage
  • Grey = Agent Uploaded Documents

The icons to the right of the Document name provide various actions for that Document. As follows:

  • The grey "Preview Document" icon provides a pop-up view of the Document. It can sometimes take a moment for the Document to load, so a momentary wait may occur.
  • The "Upload" and "Replace" buttons allow for the existing Document to be replaced or for missing Documents to be uploaded to the Transaction.
  • The green "Download Document" icon begins a download of the Document to your local machine.
  • The light blue "Share Document" icon allows you to select who can view this Document.
  • The medium blue "Rename Document" allows the Document Name to be changed
  • The red "Delete" icon deletes the Document from the Transaction and adds it to the Transactions "Archived Documents" Area.
  • The white "Copy of Original Blank Document" icon displays a copy of the Document as it was originally added to the Transaction

12. The Transactions "Archived Documents" are accessed by clicking the "Archived Documents" icon located in the top right of the Documents list area.
13. The Transaction may be sent for Broker Approval, once completed, by clicking the "Request Broker Approval" icon, located in the top right corner of the Documents Area.
14. The "Replace All" icon, located in the top right of the Documents area will replace all the Documents in the Transaction with New, Blank ones.
15. The "Transaction Notes" area can be "Expanded for detail" or "Collapsed for summary" using the icon on the right of "Transaction Notes" title.
16. "Notes" can be added to the Transaction by clicking on the "Add Note" icon located in the upper-right corner of the Transaction Notes area. Clicking this icon produces a Pop-Up form that allows you to select which Contacts involved in the Transaction can see the Note. Only those Contacts selected will be able to view the Note. Once a Note has been added to a Transaction an email Notification is sent to the Contacts included in the Note, along with a Link to the Transaction to view the Note.
17. Notes previously added to the Transaction are displayed in larger color-coded tiles, grey for Agent added, green for notes that were added by a Contact in the Transaction.
18. The "Contact Information" area is collapsible and expandable by clicking on the icon located to the far right of the "Contact Information title.
19. Clicking the "New Contact" icon in the upper-right of the Contact Information area will open a form to add a new Contact to the Transaction.
20. Clicking the "Add Contact" icon, located in the upper-right hand corner of the "Contact Information" area, will add a Contact to the Transaction directly from your Address Book. 21. The "Contact Type" selection area assigns a Role to the Contact. Care should be taken to get this right the first time as changing a Contacts Type must be done by Management personnel. A Transaction Note is automatically created and added to the Transaction Note area when a Contact is added to the Transaction.
22. An email is sent to the Contact when they are added to the Transaction. This email contains links and information for them to use to create and/or access their Account on your website.
23. Scrolling to the top of the Transaction Detail. The current status of the Transaction is displayed in the left-hand corner. To the right of that there are several icons related to the status of the Transaction. As follows:

  • "Close" will close the Transaction - Closed Transactions can only be reopened by a Manager or Broker level User
  • "Make Active" will make the Transaction "Active" again - This icon only appears for Manager and Broker level Users
  • "Cancel" this icon Cancels the Transaction
  • "Withdraw" this icon Withdraws the Transaction
  • "Expire" this icon will mark the Transaction as expired

Authorized Users can change the Status of a Transaction using these icons. Some Transaction Statuses can only be changed by Manager or Broker level Users. There are additional settings related to Transactions in the "Brokerage Manager" area under the "Brokerage settings" sub-area.
24. The "Download Sales Sheet" icon will download a Transaction Detail in the form of a pdf file to your local internet connected device.

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