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					Vision User Manual
Vision User Manual .................................................................................................................1
Introduction ............................................................................................................................1
   Overview............................................................................................................................1
   Where Prospects Come From ..............................................................................................2
Section 1: Using the System as an Agent .................................................................................2
   Respond to Email Messages from Your Prospects ................................................................2
   Cont act Your New Prospects ...............................................................................................3
   Get Organized and Focus on the Best Prospects ..................................................................3
   Your Website......................................................................................................................4
Section 2: Agent Manual .........................................................................................................4
   Agent Dashboard................................................................................................................4
   Email Messages .................................................................................................................6
   Reminders........................................................................................................................10
   Prospects .........................................................................................................................12
   Tools for the Seller............................................................................................................17
   Prospect Det ails Section ...................................................................................................18
   Manage Listings ...............................................................................................................27
   Search MLS .....................................................................................................................30
   Admin ..............................................................................................................................32
   Accessing Vision on Your Cell Phone .................................................................................36
Section 3: Using the System as a Broker or Team Leader .......................................................36
   Best Practices ..................................................................................................................36
Section 4: Broker and Team Leader Manual ...........................................................................37
   Broker Dashboard.............................................................................................................37
   Broker Tools .....................................................................................................................38
   Prospects .........................................................................................................................43
   Manage Listings ...............................................................................................................44
   Admin ..............................................................................................................................44
   Referrals ..........................................................................................................................44
   Mortgage Lender ..............................................................................................................45
Section 5: Using the System as a Lender ...............................................................................46
   Best Practices ..................................................................................................................46
Section 6: Lender Manual ......................................................................................................46
   My Inbox Reminders .........................................................................................................46
   Prospects .........................................................................................................................47
   Prospect Det ails Section ...................................................................................................48
   Admin ..............................................................................................................................50


Introduction
The Vision User Manual provides information to help you use your website and the prospect
management system. The manual is organized int o six sections: Using the System as an Agent,
Agent Manual, Using the System as a Broker or Team Leader, Broker and Team Leader Manual,
Using the System as a Lender, and Lender Manual. The Using the System sections contain best
practices on how to get results from your prospects. The Manual sections describe in detail how
to use each feature. For details regarding problems, technical issues, or other quest ions not
answered in this manual, you can find additional information available on the training site or by
contacting Customer Care.

Overview


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Welcome to your new tool for success in your real estate business! This Internet -based system
brings potential customers (also called “prospects”) to your website and then provides you wit h
tools to organize, target, and market to them. Vision consists of two parts: the front end that
prospects see and the back end that you work wit h. The front end is the website that the
prospects visit to search for homes for sale listed in your MLS. When visitors sign up to view
listings, they become your prospects. You log in to your Vision CRM account (the back end) to
manage and cont act your prospects.

To log in to your Vision CRM account
    1. Go to your website (for example, www.servingmainstreetusa.com).
    2. At the bottom of the page, click Admin Login.

Where Prospects Come From
E very day people search the Internet for information on real estate using search engines, such as
Yahoo or Google. When people search for real estate in your area, we work to help direct them
to your website.

As people visit your website, we prompt them to sign up and complete a registration form in order
to view the MLS listings on the website. When someb ody completes this registration form, the
contact information they provide immediately appears in your prospect list.

Section 1: Using the System as an Agent
The system provides dozens of features, but most value comes from a handful of simple tasks.
You may find that managing your prospects is not about how much work you put in, but how
quickly you attend to these few import ant tasks. After you learn how to move around the site and
use the basic tools, you will not be required to spend a lot of time on y our computer. However,
you will need to log in frequently to make sure that you keep up with new prospects. This system
is similar to a big, complex email account: you may want to check it a few times a day, as you
would your normal email account.

Below are the three most important actions you should take each time you log in, whether you are
new to the system or a seasoned veteran.

Respond to Email Messages from Your Prospects
One of the biggest mistakes agents make is taking too long to respond to inc oming email
messages.

An agent who checks the system every couple of days will take a couple of days or more to
respond to messages from pot ential customers. People who make the effort to contact you are
very good prospects, so it is essential to respond to them promptly. With Internet prospects, some
will reach out to you for help, while others hide behind the anonymity of their computers.

Prospects often become active after they sign up to view listings, see a home they were
interested in, and contact you about it. If they do not get a quick response, they may seek
answers elsewhere or lose interest altoget her. If you take a day or two to respond to messages,
you jeopardize your chances of turning your prospects into real customers. The sooner and bette r
you respond to your prospects‟ needs, the more likely they are to turn to you for assistance in the
future. Therefore, we strongly recommend that you log in to the system a few times a day to
check for new messages. We also recommend that you sign up for alerts to notify you when new
prospects sign up. Remember, it's not how much time you put in; it's how quickly you respond.




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Best Practices

A. Put your cell phone number on the website so that customers can easily contact you.

B. Set up Alerts to be notified on your cell phone of new activity from your prospects.

C. Check your email regularly by logging into the system a few times a day. The New Messages
list on the dashboard shows all new email messages from prospects.

D. After you deal with an email message, click the File icon to mark in the system that you are
processing your incoming email. For more information, see the Messages section.

Contact Your New Prospects
Before contacting a new prospect, you should check if there is a phone number. The registration
form does not require a phone number, but some prospects provide one. Always contact a
prospect who provided a phone number by phone.

Prospects with phone numbers
Make a phone call. The calls should be friendly, without a sales message. Let them know that you
are available to help them with the website and to provide additional information about the listings
they see. Use the Initial Contact Wizard for specific steps to make the appropriate phone call.

Prospects without phone numbers
Send an email message as soon as possible. Use the Initial Cont act Wizard to build the
appropriate email for contacting a new prospect.

BEST PRA CTICE: Set up Alerts so that you will immediately rec eive a notification on your cell
phone or at an external email address when you get a new prospect.

Get Organized and Focus on the Best Prospects
Sorting prospects helps you foc us on your returning prospects. Organize your pros pects by doing
the following:

A. Go to the Recent Activity page to see all prospects who have returned to your website in the
last 48 hours. Change the status for each prospect in this list to either Active or Retry. Mark as
Active any prospects you've communicated with directly who appear to be viable prospects. Set
the status of everyone who you are not working with yet as Retry. For information on the Recent
Activity page, see to the Recent Activity Page section.

Figure 1 Link to open the Recent Activity page




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B. In the Prospect List, make sure to communicate with new prospects quickly. After you contact
a new prospect, change the status to Retry or Active.

C. To see all prospects who have not responded, in the Status list, click Retry. You can see
when eac h prospect last visited your site. If any prospect has not visited your site for t wo weeks,
set the status for that prospect as Inactive.

D. Make sure that all prospects marked Active are responding to your messages or cal ls, are
visiting the site, and are viewing listings. If they are not, then change the status to Retry or
Inactive.

Use the Retry List

Consider using prospects with the Retry status as a target list for your mark eting. Thes e
prospects have not responded to you, but they have visited the site within two weeks.

Because the prospects with the Retry status visit your site, show interest in listings, and are
familiar with you and your company, they are more likely than Inactive pros pects to res pond to
your calls and emails. You do not need to contact these prospects every day; keep their status
set to Retry and send a message occasionally.

Most of your returning prospects should have signed up for Listing Alerts (look for the icon next to
their name). Since they are automatically receiving listing emails from you, you do not need to
personally contact them often. If some prospects with Retry status have not signed up for listing
alerts, invite them to set up listing alerts.

Your Website
To go to your personal website or to see the web address (URL)
     In the Admin section, on the Website tab, click View your website.

BEST PRA CTICE: If you have business cards, stationery, print advertising, or are doing your own
Internet advertising, include the web address to receive as much traffic from prospective buyers
and sellers as possible.

Section 2: Agent Manual
This section explains how to use the many features in your Vision CRM account, including mail,
reminders, prospect detail pages, and more.

Agent Dashboard
The Dashboard gat hers key information about your prospects in one place so you can quickly
identify messages that require your attention and other tasks that you need to complete. You can
perform some key tasks quickly from the Das hboard.

Figure 2 The Agent Dashboard provides a quick overview of pros pect activity




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New Prospects. See all prospects with a status of New. If the list is long, make sure that you are
quickly following up with prospects and changing the status.

New Messages. See all the messages that have not been filed. Pros pects are waiting for
answers to some messages, but some just need to be filed. Make sure you are filing messages
after you res pond.

Upcoming Reminders: See reminders for key tasks you need to do.

Visitor Chart. Quickly check the number of visitors, grouped by source, who have come to your
website in the last 30 days.

New Prospects. Quickly check the number of new prospects you have rec eived in the last 30
days.

Recent Prospects Online: See a snapshot of the prospects who have most recently visited your
website. For a full list of prospects who have visited your site in the last 48 hours, click Recent
Prospects Online.

New Messages

To view a message
     Click the subject of the message.

To reply to a message
     In the Actions column, click the Reply to Message icon.

To file a message



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       In the Actions column, click the File icon.

New Prospects
To view the details about a prospect
     Click the prospect's name.

To change a prospect's status
     In the Status list, click the status you want to apply.

To transfer a prospect
     In the Actions column, click the Transfer Prospect icon.

To send an email to a prospect
     In the Actions column, click the Send Email icon.

Upcoming Reminders

To view all reminders
     Click View all.

To add a reminder
     Click Add a new reminder.

Email Messages
Prospect-Based Email

Prospect-Based Email is any email correspondence between you and one of your prospects (as
compared with email between you and someone who is a colleague, for example.) The system
groups all prospect-based email by prospect name, so you can easily review and respond to
messages from the dashboard or from the prospect area of the site.

The messages received from or sent to prospects are never deleted or lost. You can view the
entire history of email bet ween you and a prospect on the prospect's Summary page. To learn
more about viewing and responding to messages from the Prospect section of the site, see the
Prospects section.

New Messages from Prospects

When a prospect emails you, the message will first appear on the dashboard under New
Messages and at the top of the Messages page in the Inbox. The system automatically
recognizes when an incoming message is from a pros pect, and will place it in these l ocations.
Later, the message will be stored permanently on the prospect's Summary page.

BEST PRA CTICE: The New Messages list shows high-priority email messages to which you
have not yet responded. Aft er you deal wit h each of these emails, remember to file it. To file a
message, click the File icon in the Action column (Fig 3) or check the option to file when replying
to the message. To see all messages related to a prospect, go to the prospect's History page.

Figure 3 File icon in New Messages section




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Sending Email Messages to Prospects
The system provides more than one way to send email to prospects, since timely communication
is central to your success.

A. To write a normal text email to a prospect, click the Send email icon on the prospect‟s
Summary page or in the Actions column of any Prospect list.

B. To reply to an email you received from a prospect, click the Reply icon in the Actions column
on the New Messages section of the Dashboard or under Emails From Pros pect on a prospect's
Summary page.

C. To send an email with listings, on a Prospect Details page, click the Send Listings button.

D. To set up a prospect to receive automatic emails about new properties, on the Listing Alerts &
Viewed Listings page of the Prospects section, click the Add New Listing Alert button.

Any email message that you send to a prospect from the site will automatically append your
contact information. For more information, see the Email Signatures section.

Sending and Replying to Email

On both the Compos e Email Message page and Reply to Email Message page, a Message
Templat e dropdown contains pre-written text that you can use. Some messages are provided for
you, and you can add messages that you want to save for future use. For more information, see
the Message Templates section.

Note: Clicking the title of a message template will not send the message; it only loads the
selected text into the typing area. You can edit the text before s ending the message.

Figure 4 Message template dropdown




Send Listings

You can send an email with listings to a prospect:
    On any prospect summary page, click the Send Listings button.
    On an MLS Search results page, click the Send Listings button at the bottom of the
       page.

To send li stings from a prospect summary page
    1. Click the Send Listings button.
    2. Get a list of relevant listings to choose from in one of the following ways:
             a. On the Search Options page, enter relevant criteria, and then click the Search
                button.



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              b. On the Search Options page, in the Saved Searches list, click a saved search.
    3.   Select the listings that you want to send.
    4.   Click the Add Selected Listings button. The MLS#s for the listings you added will
         appear at the top of the page.
    5.   You can perform more searches, continue to select and add listings, and delete listings
         until your list is ready to send.
    6.   When the list is completed, click the Send Selected Listings button.

To send recommended listings from a prospect summary page
    1. Click the Send Listings button.
    2. Click the Recommended Listings tab.
    3. Select the listings that you want to send. The MLS#s for the listings you added will
       appear at the top of the page.
    4. You can perform more searches, continue to select and add listings, and delete listings
       until your list is ready to send.
    5. When the list is completed, click the Send Selected Listings button.

To send li stings from an MLS Search results page
    1. Select the listings that you want to send.
    2. Click the Add Selected Listings button. The MLS#s for the listings you added will
        appear at the top of the page.
    3. You can perform more searches, continue to select and add listings, and delete listings
        until your list is ready to send.
    4. When the list is completed, click the Send Selected Listings button.
    5. In the Send Li stings window, enter a subject for the email.
    6. Start typing the first or last name of a prospect, and then select the name from the list
        that appears.
    7. To include a salutation, select one from the first dropdown list.
    8. To use a message templat e, select one from the second dropdown list, and then make
        any changes.
    9. Type the body of the message into the text box. The system will attach your signature
        before sending the message, so do not add your name or contact information in the text
        box.
    10. Click the Send button.

For more information on MLS Searches, see the Search MLS section.

Note: You do not need to add the closing or your contact information to the message. They will be
automatically appended to the message.

See also: Prospect Details, Recommended Listings, Search MLS, Listings.

Recommended Listings
The system automatically provides a list of Recommended Listings that match the prospect‟s
behavior on the site but that the prospect has not yet viewed. The recommended listings are
based on several criteria: the average price of the homes the prospect has viewed, the most
common areas the pros pect has looked in, and the types (residential, land, etc.) of properties the
prospect has viewed. The system searches based on the criteria, and then it filters out the
properties the prospect has already viewed.

To send Recommended Listings
    1. In the left navigation, click Prospects.
    2. Click the name of a prospect.
    3. On the prospect's Summary page, click the Send Listings button.




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Note: When you email recommended listings to a prospect, the listings will not be removed from
Recommended Listings list until the prospect views the listings on your website.

Recommended Listings are also used in the Initial Contact Wizard.

For more information, see the Send Listings section.

Webmail

Webmail is used for any email that is between you and someone who is not a prospect, for
example a colleague. While prospect-based email is used throughout the system, Webmail is
available for personal email.

To open Webmail
    1. In the left navigation, click Inbox.
    2. Click the Open Webmail button (Fig 5).

Figure 5 Open Webmail button on the Inbox page




To close Webmail
     Click the red button at the top right (Fig 6).

Figure 6 Close Webmail by clicking red icon




Normally we recommend that you do not use Webmail to email a prospec t. However, to send a
message wit h an attachment, you must use Webmail because you cannot send attachments with
the standard prospect email. If you must use Webmail to contact a prospect, use the Associate
option to ensure the message appears in the prospect‟s email message history.

BEST PRA CTICE: Check Webmail and scan for email from prospects that should be in your
Inbox.

Email Association

When a message in Webmail belongs with a pros pect, you can “Associate” it to put a copy of the
message on the prospect's Summary page. You can use this if you send a message with an
attachment from Webmail or if incoming email from a prospect is not recognized as prospect-



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based email and is put in Webmail. (See Prospect-Based Email for more details ). When you send
email messages to prospects from your MLS system, you can send a copy to yourself at your
system email address, which then appears in Webmail and can be associated on the prospect's
Summary page.

To associate a message from Webmail
    1. At the bottom of the message, click Associate Email.
    2. In the Type list, click Sent to Prospect or Received from Prospect.
    3. In the Prospect list, click the prospect to whom the message will be associated.
    4. Click the Add button.

Often, a pros pect will sign up for your website wit h one email address but use a different address
to correspond with you. This will cause the prospect's email to be sent to Webmail. To make the
system recognize the messages as prospect-bas ed email, add the pros pect's email address.

To add   an email address for a prospect
    1.   In the left navigation, click Prospects.
    2.   Find the prospect, and then click the prospect name.
    3.   On the prospect's Summary page, click the Edit button.
    4.   Make the nec essary changes, and then click the Save button.

Email Signatures

Signatures are added to all pros pect-based email that you send (but not Webmail). Using
signatures helps avoid problems with spam -blockers and saves time. When you compose an
email for a prospect, you do not see this signature as you are typing, but it will be included when
you send the email. The content of the signature is automatically taken from the contact
information you entered for your account. You can change the content of the signature on the
Email Signature page on the Email tab in the Admin section.

Email sent from Webmail will not have an aut omatic signature unless you configure a signature in
Webmail settings.

Email Etiquette

The system does not allow HTML or attachments when emailing prospects. The presence of
HTML in an email makes it much more likely to be blocked by spam filters. Because the real
estate industry has been labeled as not orious spammers, by sending real estate information in an
email there is already a high chanc e of getting identified as spam. While HTML-formatted emails
may be attractive, many intended recipients will never see them. This is why we standardize
many automatic emails, such as the welcome email and rely more heavily on text.

For a similar reason, we do not recommend sending attachments. Attaching a file to an email
triggers virus filters. If the attachment is text, do not attach it as a file. Instead, copy the content
and paste it into the email as normal text. To attach pictures or PDFs when necessary, compose
the message in Webmail and use the browse/add buttons on the bottom to attach files. (There is
an 8MB file size limit for attachments.)

For more information on the email system, see the Prospect-Bas ed Email section.

Reminders
There are two kinds of reminders: System reminders and User Reminders. System reminders
appear automatically—for example when a prospect saves a listing—and are displayed for only
three days. When you add a reminder, it is an user reminder. User reminders do not expire. They



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will be visible until you complete the reminder or delete it. You can remove a reminder from the
list by click the Completed icon. Any reminders associated with a prospect will also appear on the
prospect's Summary page.

System Reminders

System Reminders are created aut omatically when your prospects take certain actions.
Reminders will appear when:

       A prospect provides a phone number when signing up. Suggested action: Call if you have
        not contacted the prospect already.

       A prospect signs up for a Listing Alert. This reminder notifies you that your prospect has
        signed up for a listing alert. Suggested action: Review the listing alert to asses if you think
        the prospect‟s criteria are realistic. If not, email the prospect to explain why the search
        criteria may not be successful and offer to update the listing alert.

       A prospect saved a listing. Suggested action: Cont act the prospect to see if you can
        provide additional information about the saved listing.

       A prospect is transferred to you from another agent. Suggested action: Call or email the
        prospect if you have not already.

You cannot edit the System reminders. The Edit icon will not be clickable (Fig 7).

Figure 7 A system reminder in the Reminders section




User Reminders

You can add reminders for yourself. You can set future reminders. And you can associate the
reminder with a prospect or set a general reminder. For example, if a prospect tells you she will
be looking for a house in six months and to call her at that time, you can creat e a reminder and
forget about the task until the reminder appears.

To add a reminder
    1. Click the Add a Reminder button.
    2. In the Add a New Reminder window, enter a due date for the reminder. The reminder
       will appear in the reminders section on the das hboard three days before the due date you
       set.
    3. Choose the prospect to associate the reminder with (if any).
    4. Write the text of the reminder.
    5. Click the Save button.




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Prospects
Organization and Lists

You can see all your prospects in the Prospects section. Simply click Prospects in the left
navigation. Each prospect has one status assigned at a time (New, Retry, Active, Inactive, Hot,
Sold, or Trash). The prospect list shows New prospects by default. To see prospects with a
specific status, in the Status list, click the status. With the exception of Trash, changing a
prospect's status will not delete, uns ubscribe, or change the prospect in any way.

You can change a prospect's status as often as you want. Keeping the prospect status up to date
will help you foc us on the prospects who need your attention and who are most likely to become
clients. Good use of status will help you save time and prioritize your tasks.

To change a prospect's status
     In the Status column, click the dropdown menu, and then click the new status.

Note: If the Status list is any value other than All, then the prospect will disappear from the list
when you change the status.

To see the prospects with one status
     In the Status list, click the status.

You can assign status in the way that works best for you, but we rec ommend the us e outlined in
the Prospect Status Definitions section for each status type.

Note: The Performance E valuator page uses these definitions for each status. If you us e the
status types differently, then the data in the Performance E valuator page may not be useful for
you.

Prospect Status Definitions

New
All prospects that you have not yet contacted. After you have attempt ed to contact a prospect,
change the status to the Retry or Active, based on the response. The o nly prospects with New
status should be ones that you have not attempted to contact yet; therefore, this folder should
usually be empty.

Retry
Any prospects that you need to proactively contact and monitor. As soon as possible, you should
contact all prospects who have recently visited the website (see the Last Action date) with whom
you have not been in rec ent contact. These prospects are valuable because they are coming to
the website and looking at listings. Because they appear to be actively looking at homes, they are
most likely to turn into clients. Keep the Retry list to the most recent 20 or 30 prospects. If a
prospect has not visited your website in a week or two, try to contact him or her one more time,
and then change the status to Inactive.

Active
Any prospect that falls between Retry and Hot. These prospects are engaging with you and your
site but may not be ready to buy right now. This list generally includes people who are contacting
you with questions by email as well as long -term pros pects who are receiving listing alerts and
therefore do not need to be proactively contacted at present.

Inactive




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Prospects who haven't contacted you or visited the site in over two weeks. Many prospects
become Inactive. Prospects who have not ret urned to the website for a long time are not likely to
become clients. Focus your efforts on prospects in the Hot, Retry, and Active lists.

On the Recent Site Activity page you can see if any of the Inactive prospects come back to the
site. If they do, change their status to Retry.

Hot
Prospects who are working wit h you to buy a home.

Sold
Customers who have completed the sale or purchase of their home.

Trash
Prospects who ask to stop receiving email, unsubscribed themselves, or have no valid phone
number or email address. Use this status very rarely or not at all. A prospect marked as Trash will
be aut omatically removed from automatic emails and listing alerts. Read the next section for more
detail.

Defining Your Own Status Values

It is not possible to define your own status values. However, if you prefer to use a different
method of keeping organized, you can create standard comments for each prospect in the
Comments section of the prospect's Summary Page. To find all the prospects of a certain
classification, use Find Prospects (see below) to search for any prospects based on the
comments you entered. Some agents enter comments such as “Waterfront,” “S erious,” “Just
looking” or “Wants residential in Council Bluffs.” If you use consistent wording in the comments ,
you can later search for groups of prospects based on these comments.

In effect, this lets you make unlimited prospect groups of your own design.

Trash

Be careful with the Tras h status. Any prospects marked as Tras h will be removed from automated
emails. They will not be deleted. Do not mark any prospects as Tras h unless you specifically
intend to remove them from all system emails and listing alerts. The Trash list should contain very
few of your prospects, and only those who:
     Request to stop receiving email from you and should be removed from automat ed emails.
     Have already unsubscribed themselves.
     Offer NO way to be cont acted. The prospect has no means of being contacted —no valid
         phone number and no valid email address.

Do not put prospects into trash because they stopped coming to the website, provided a fake
name, or said they already have an agent. It is a very common mistake to mark all old prospects
as Trash. When an agent does this, prospects that are set up for listing alerts, for example, will
have their alerts deleted. This may cause you to miss out on a transaction when the prospect
starts actively looking for homes a few weeks or months later.

Recent Activity Page
The Recent Activity page shows you a list of prospects who have visited your website within the
last 48 hours. Check this list daily, and contact each of these prospects every day. Anyone who is
coming back to the website is wort h your attention. If you are not already working with all of them,
try to contact them by phone. As a general rule, every prospect that shows up on this page
should have a status of Retry or Active.



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Figure 8 The Recent Activity Page




To open the Recent Activity page
    1. In the left navigation, click Prospects.
    2. Click Recent Activi ty.

The system scans your prospect list to find any prospects with Inactive or Trash status who have
been back to the website in the last two weeks. Prospects with phone numbers appear in Quick
Calls; prospects without numbers appear in Quick Emails. Try to make cont act with all of thes e
prospects and then change their status to Retry, Active, or Hot, depending on their response. See
the Organization and Lists section.

Prospect List

The first page of the prospects section lists prospects by status. The list contains an incredible
amount of information about each prospect. The column descriptions and icon descriptions that
follow will help you understand the information available. To see more information about a
prospect, click the prospect name.

1. Prospect. Click the name to go to the Pros pect Details section.

2. Phone Icon. The prospect provided a phone number. Move the mouse over the icon to see the
phone number. (The phone number also appears on Prospect Details page. )

3. Mortgage Pre-Approval Icon. This prospect requested information on mortgage pre -approval
when signing up.

4. Listing Alerts Icon. The prospect is receiving listing alerts.

5. Invalid Email Icon. The prospect's email address has not passed our email validation process
and does not appear to be a working email address.

6. Unsubscribed Icon. The prospect has unsubscribed from aut omatic system email and listing
alerts.

7. Looking In. The prospect is looking for a home in this city or town.

8. Avg Price. This is the average price of all listings the prospect has viewed on your site. We
track each prospect's activity on the site and calculate this average from the listings the pros pect
actually views. If the prospect has not viewed any listings, the average will be ze ro. The system
uses the average price for recommending listings.

9. View. This is the number of listing the prospect has viewed on your website.


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10. Save. This is the number of listings the prospect has saved on your website.

11. Created. This is the date the prospect signed up on your website or when you added the
prospect to your account.

12. Activity. The activity date is the last time the prospect visited your website. If this date is
given as a time of day, the visit occurred within the last 24 hours. If it is a date, then the visit
occurred more than 24 hours ago.

13. Time Frame. This is the prospect‟s time frame to buy a home. When a prospect registers on
your website, they are asked how soon they are looking to buy and can choose “Now,” “1-3
months,” “3-6 months,” “6+ months,” or “Just looking.”

14. Prospect Status. This indicates where the prospect is in the home buying process. To
change the status for a prospect, click the button to open a dropdown menu, and then click the
new status. To learn more about when to use eac h status type, see the Organization and Lists
section.

15. Transfer Prospect Icon. To trans fer the prospect to anot her agent, in the Actions column,
click the Trans fer Prospect icon, and then follow the on-screen instructions. At this time prospects
can only be transferred to ot her agents with Vision accounts.

16. Email Icon. To send an email to this prospect, in the Actions column, click the Send Email
icon, and then follow the on-screen instructions.



Find Prospects

You can search for prospects by name, email address, phone number, or text in the Comments
section. For more information on how to search by comments as a technique for organization,
see the Organization and Lists section.

BEST PRA CTICE: Enter comments such as “Adult community,” “cash,” or “wants residential in
Fargo” in the Comments section on a pros pect's Summary page. You can search for groups of
prospects based on this information later.

Add a Prospect
You can add your own prospects to the system to keep track of them, give them access to the
listings on the website or to set them up for Listing Alerts.

Figure 9 To add a prospect click the Add a Prospect link on the Prospects page




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To add   a prospect
    1.   Click Add a Prospect.
    2.   Enter the prospect's information.
    3.   If you want to, you can pers onalize the welcome email that the system will send with login
         information for your website.
    4.   Click the Save button.

Import Prospects

If you have a list of prospects that you want to add to your Vision account, you can import the list.
Importing prospects requires that you have your data formatted correctly in a .CSV (comma
separated values) file, so that the correct data will be included in the correct location.

Make sure that the data in the CSV you want to import is in the order specified on the Import
Prospects page.

You can import more than one list each day, but the total number of imported prospects each day
cannot exceed 100.

Note: If your team or brokerage us es Vision, please see your broker or team leader to use this
feature.

To import prospects
    1. In the left navigation, click Prospects.
    2. At the top of the Prospect List, click Import/Export.
    3. On the Import Prospects page, follow the on-screen instructions.

Export Prospects
You can export a list of prospects to a CSV file. If you have a large number of prospects, you may
want to export each status type separately.

Note: If your team or brokerage us es Vision, please see your broker or team leader to use this
feature.

To export prospects
    1. In the left navigation, click Prospects.
    2. At the top of the Prospect List, click Import/Export.
    3. Click the Export Prospects tab, and then follow the on-screen instructions.

Note: To see the order of the exported data, read the note at the top of the Export Prospects
page.

Export Messages


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You can export messages exchanged between you and your prospects. For large prospect lists,
you may want to export messages for each prospect status as a separate file or limit the date
range you ex port.

Note: If your team or brokerage us es Vision, please see your broker or team leader to use this
feature.

To export messages
    1. In the left navigation, click Prospects.
    2. At the top of the Prospect List, click Import/Export.
    3. Click the Export Me ssage s tab, and then follow the on-screen instructions.

Note: To see the order of the exported data, read the note at the top of the Export Messages
page.

Tools for the Seller
While many tools in this system help you work wit h buyers, two useful tools are geared toward
sellers: the Seller's Market Report and the Market Status Report. To learn more about listing
promotion tools, see the Manage Listings section.

Seller's Market Report

The Seller‟s Market Report can be included in your listing presentation to inform a potential seller
of the tools you have at your disposal to market their property via the website. You can create the
report as an email or printable document. This Seller‟s Market Report shows a potential home
seller the exact number of pros pects in your database who have recently been looking for similar
homes, and explains that you can mark et the home directly to relevant pros pects.

To send a Seller's Market Report a s an email
    1. In the left navigation, click Prospects, and then click Seller's Market Report.
    2. Enter the information for the listing, and then select Email.
    3. Verify the potential seller's email address, and then click the Continue button.
    4. Select up to three listings to include with the report, and then click the Continue button. If
       there are no relevant listings, do not select any listings, and then click the Continue
       button.
    5. Preview the email message. If you want to change anything, click the Back button. When
       you are satisfied wit h the message, click the Send button.

To print a Seller's Market Report
    1. In the left navigation, click Prospects, and then click Seller's Market Report.
    2. Enter the information for the listing, select Print, and then click the Continue button.
    3. Select up to three listings to include with the report, and then click the Continue button. If
        there are no relevant listings, do not select any listings, and then click the Continue
        button.
    4. Preview the report. If you want to change anything, click the Back button. When you are
        satisfied with the document, click the Print button.

Market Status Report

When a prospect lists a home with you, the home seller can see activity related to the listing in
real time. The home seller will need the MLS number of the listing to log in and see the Market
Status Report. The seller will be able to see a list of all of the prospects who have viewed the
listing and various other tools to monitor the listing's performance.



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To access the Market Status Report, your seller should go to your website, click the Sell a Home
tab, and enter the MLS number into the Client Login box.

Prospect Details Section
The Pros pect Details section contains valuable information on each pros pect grouped by tabs:
Summary, Listing Alerts & Viewed Listings, and History. The Summary page contains all
information for a prospect, including any reminders, comments, and settings specific to the
prospect. On the Listing Alerts & Viewed Listings page, you can view all the listings the prospect
has viewed on the website, any listings the prospect has saved, and listing alerts set up for the
prospect. On the History page, you can view all email messages to and from a prospect.

Prospect Summary Page

You will need to use this page often, so you can get to it by clicking the Prospects link in the left
navigation and then locating a prospect in the pros pect list or by using the search feature. In
addition, throughout the site when ever you see a pros pect‟s name, you can click it to go to the
prospect's Summary page.

You will see the following information for every prospect (Fig 10):

Figure 10 Information available on the prospect's Summary page




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Prospect name. The prospect name is listed at the top of the page.

Snapshot. Based on the searc hes that this prospect has performed on your site, the system
creates a simple statement of what the prospect is looking for, including the location, average
price, and number of bedrooms and bathrooms. The statement appears above the tabs.

Contact information. At the top of the Summary tab, you will find all the information you need to
reach the prospect, including phone numbers, email addresses, and a physical address.

Status. This indicates where the prospect is in the home buying process. To change the status of
a prospect, click the down arrow to open a dropdown menu, and then click the new status. To
learn more about when to use each status type, see the Organization and Lists section.

Timeframe. On the registration form, prospects indicate how soon they are looking to buy: “Now,”
“1-3 mont hs,” “3-6 mont hs,” “6+months,” or “Just looking.”

Created. This is the date the prospect signed up on your website (or the day you added the
prospect to your account ).




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Source. This indicat es how the prospect entered the system. For example, the prospect could
have signed up on your website aft er following a link from a Craigslist post or you could have
used the import process to add the prospect to your account.

Last Action. This is the most recent date and time the prospect visited your site.

Moving From. This is where the prospect is from, not necessarily where the prospect is looking
for property. This comes from information provided on the registration form.

Looking In. This is where the prospect is looking for property. The system calculates this based
on the prospect‟s searching behavior.

Has Agent? New pros pects can indicate whether they are already working wit h a real estate
agent, and the response appears he re.

BEST PRA CTICE: We recommend responding to prospects even if they signal that they are
already working with an agent. The prospect may be unhappy wit h the service their agent is
providing and you could have the opportunity to help. Contact the prospec t and simply ask about
the situation.

Mortgage Lender? If a prospect selects that they need a mortgage preapproval when they sign
up, you will see this here.

Selling Home? When a prospect signs up, they may indicate whether or not they plan to sell a
property. If you learn that a pros pect needs to sell a home, you can change this value in the
prospect profile.

Listing Addresse s? This option is only available in some areas, based on your MLS. By default,
the system does not show the addresses of any listings to site visitors. To allow a prospect to
view address for all listings on your site, click the Edit button, in the Li sting Addre sse s
dropdown list, click On.

Edit Profile. To change any of the information about the prospect, click the Edit button. For more
information, see the Editing a Prospect's Profile section.

Send Email. To compose an email to the prospect, click Send Email.

Transfer Prospect. To transfer the prospect to another agent, click Transfer, and then follow the
on-screen instructions. At this time prospects can only be transferred to other agents with Vision
accounts.

Print. To print the prospect's contact information, click Print.

Export V-Card. To export the prospect's contact information as a V-Card, click Export V-Card.

Notifications. If there is a notification at the top of the page, then you should read it first. Some
notifications suggest quick action, for example if the prospect is new, then you should use the
Initial Contact Wizard right away. Some notifications do not require immediate action, for example
if the prospect has unsubscribed.

Current Reminders. You can see a few current reminders, act on them, or easily add a new
reminder. To see all reminders, at the bottom of the page, click All Reminders. Use the icons to
edit a reminder, mark it as complete, or delete it. For more information on Reminders, see the
Reminders section.




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Recommendations. The system recommends that you take certain actions based on this
prospect's site activity, self-expressed timeframe, and other information.

Comments. To see all comments that you have written about this prospect, or to add comments,
at the bottom of the page, click Comments. For more information on using Comments to sort
prospects, see the Organization and Lists section.

Emails. To see recent email messages sent to or received from this prospect, at the bottom of
the page, click Emails. To see the entire email message text, click the message text excerpt. To
reply to a message, in the Actions column, click the Reply icon. For more information on sending
email to prospects, see the Sending Email Messages to Prospects section.

All Reminders. To see all reminders, at the bottom of the page, click All Reminders. For more
information on Reminders, see the Reminders section.

Editing a Prospect's Profile

Click the Edit button to open a window that will allow you to edit or add to a prospect's details.
You can update the prospect's name, email address, phone numbers, ZIP Code (where they are
from), and the timeframe for buying. The average price and looking in information is based on the
prospect's behavior on the site, so you cannot edit it. If a prospect signs up with an email address
that does not appear to work, or if the email is entered incorrectly, you can correct the email
address here.

BEST PRA CTICE: If a prospect signs up with one email address, but emails you from a different
address and this email appears in Webmail, add that email address to the prospect record so that
the system associates the email in use with the prospect record.

Prospect Who Needs to Sell a Home

When registering on your website, a prospect can notify you of any property to sell. If a prospect
says he or she is selling, we recommend that you use the Seller's Market Report to make a listing
presentation (Fig 21).

NOTE: If your team or brok erage is participating in the Referral Net work and a potential seller‟s
home is not located in your area, the prospect may be referred to another real estate agent in the
Vision network. If this occurs, you will be notified on the prospect page.

Unsubscribed
If a prospect is Unsubscribed, the system will not send any emails automatically (Fig 22). The
prospect will still be able to view listings and email you. You will also be able to email the
prospect. Unsubscribing only prevents Automatic Emails and deletes any existing Listing Alerts
the prospect has.

Figure 11 A notice appears at the top of the Prospect Details page




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A prospect can unsubscribe on the My Tools page of your website. If the prospect requests
verbally or by email that you stop sending email, then you should take action to meet that
request.

To stop sending automatic emails
     On the prospect's Summary page, click Stop System Emails.

This action will stop Automatic Emails and delete any existing Listing Alerts.

Rejected Email

If the system detects that email sent to a prospect is not accepted and is bouncing back, the
system will mark the prospect as Rejected. The email may bounce back because the email
address that the prospect provided is fake or due to the prospect's spam settings. When a
prospect is Rejected, he or she will not be able to view listings on your website. The prospect will
be asked to provide a valid email address the next time he or she logs in to your website.

BEST PRA CTICE: When a prospect's email has been rejected, look at the email address to see if
it has a typo that you could easily fix to make a working address. The prospect‟s email address is
on the prospect‟s Summary page.

Initial Contact Wizard

The Initial Contact Wizard is a streamlined guide for contacting all new prospects.

When you receive a new prospect, you will see a notification at the top of the prospect's
Summary page. Click the link to the Initial Contact Wizard. (Fig 12)

Figure 12 A link to the Initial Contact Wizard will appear at the top of the prospect's Summary
page




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The first step is to make personal contact with each new pros pect. Every new prospect
automatically rec eives a Welcome Email, which gives login information so that the prospect can
return to your website and view listings. To follow up on the Welcome Email, use the Initial
Cont act Wizard to make personal cont act. If the prospect provides a phone number, the Initial
Cont act Wizard will analyze the prospect's information and provide suggestions for making the
call, along with follow-up options to help you keep organized. If the phone number is not valid, or
if you leave a voicemail and want to send an email, you can click “I would rather email this
prospect" to build a customized email designed for this particular prospect. If no ph one number is
provided, the Initial Contact Wizard will go straight to building the email.

The email that the Initial Contact Wizard builds has been thoroughly tested for its purpose. While
you may edit the text and listings that are included in the email, it is not necessary and may
decrease the effectiveness of the email. The text of the email will be different for each prospect
based on the person‟s behavior on your website.

For example, if the pros pect has not set up Listing Alerts, the email will pr omote Listing Alerts and
give a link to set up alerts—many pros pects act on this. Also, the subject of the email will include
the name of the area the prospect was most interested in on the website. The email will also
include listings that the prospect has not yet viewed on the website but that are similar to listings
the prospect did view (Listing History). Review the Recommended Listings before sending the
email and compare them to the prospect's Listing History. You can remove listings that are not
appropriate. The email will also be effective if there are no Recommended Listings for this
prospect.

The link to the Initial Contact Wizard will disappear after email has been sent to or received from
this prospect, because it was designed to assist with the initial contact with a prospect. The
system will send the default Initial Contact email automatically approximately 12 hours after the
prospect signs up if a) the prospect did not provide a phone number, and b) you haven't
completed the Initial Contact Wizard.

Do not get into the habit of having the system do your follow up for you. The default Initial
Cont act Wizard email can serve as a backup if you cannot respond in 12 hours, but the best
agents always try to follow up within 12 hours. Also, when the system sends out this email
without your review, the content which is written to appeal to the prospect might not be exactly
what you wanted to send.

BEST PRA CTICE: We recommend that you contact at least 90% of your prospects within 12
hours. We calculate your response time ac ross all your new prospects and report it on the
Performance E valuator page.




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Comments About a Prospect

On the prospect's Summary page, the Comments section provides a place to record anything that
happens with a prospect that is not already documented in the system. You can enter notes on
phone calls or copy and paste emails sent from another email address (Fig 13). The system
automatically captures the date and the time of each comment, so you don't need to ent er that
information. The more information you record for a prospect, the easier it is for you to maintain
the relationship. Prospects sometimes stop using your website for a time and then come back
later. If you write down comments, you will have a complete record of your hi story with the
prospect. Nothing is deleted or lost.

Figure 13 The comments box on the prospect's Summary page allows you to keep detailed
prospect notes




To see   the Comments section
    1.    In the left navigation, click Prospects.
    2.    Click a prospect's name.
    3.    Scroll down the prospect's Summary page, and then click Comments.

BEST PRA CTICE: Use Comments to search for prospects. If you use keywords such as “adult
community” or “cash” or “wants residential in Fargo,” you can search for groups of prospects
based on this information later.

Emails Received from or Sent to Prospect
In the Emails section on the prospect's Summary page, you can see the emails received from
and sent to a specific prospect (Fig 15). The one exception is Listing Alerts. Due to the high
volume, Listing Alerts are not shown.

Figure 15 The Email section of the Summary page shows emails exchanged wit h a prospect




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Any email sent to a pros pect or rec eived from a prospect will be automatically recognized and
shown here. Please note that these emails cannot be deleted.

Email received from or sent to a prospect will not be displayed in the Emails section if:

    1.   The message was sent from an email address other than one associated wit h the
         prospect. In this case the system does not recognize that t he message is from a prospect
         and the message appears in Webmail. You can edit a prospect's email address so that
         the system knows to recognize the email address the prospect is using. See the Editing a
         Prospect's Profile section.
    2.   The message was sent to the prospect from an email account other than the one
         associated with your system account.

When a message goes to Webmail but should appear in the Emails section, you can associate
the message from Webmail to put a copy in the Emails section.

To associate a message from Webmail
    1. At the bottom of the message, click Associate Email.
    2. In the Type list, click Sent to Prospect or Received from Prospect.
    3. In the Prospect list, click the prospect to whom the message will be associated.
    4. Click the Add button.

Note: If you need to send and attachment to a prospect, you should use Webmail. If a prospect
emails you an attachment, the email will appear in the Email Received section however you will
not see the attachment. A copy of the email will be available in Webmail for you to access the
attachment.

Listing Alerts & Viewed Listings Page

The Listings Alerts & Viewed Listings page shows all listing alerts set up for a prospect, every
listing the prospect has viewed on your site, and any listing the prospect saved.

To open a prospect's Li sting Alerts & Viewed Listings page
    1. In the left navigation, click Prospects.
    2. Click the prospect's name.
    3. Click the Listing Alerts & Viewed Listings tab.

Listing Alerts

Listing Alerts notify prospects of new properties on the market that match their search criteria (Fig
14).



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Figure 14 Listing Alerts can be seen in the Prospect Details section




When a prospect sets up a listing alert, the system emails new listings each day. No existi ng
listings are sent. You will receive a reminder when a prospect sets up a listing alert. No action is
required by you bec ause the alerts will be sent automatically, but it is a good practice to review
the prospect‟s criteria to ensure they are reasonable. You can see any existing alerts under
Current Listing Alerts on the Listing Alerts & Viewed Listings page in the Prospect Details section.
You may also choos e to set a prospect up for listing alerts.

To set up li sting alerts for a prospect
    1. Under Li sting Alerts, click the Add New Listing Alert button.
    2. Choose the appropriate criteria.
    3. Make sure you have the prospect's permission, and then click the Add Alert button.

Do not set up alerts for a prospect unless you have the prospect‟s permission. The system may
send an email as frequently as every day, and if the email is not requested, you may be seen as
a spammer and lose the opportunity to work with the prospect.

To delete a specific alert
     Next to the alert, click the Delete icon.

To change a current listing alert
    1. Under Li sting Alerts, choose the appropriate criteria, and then click the Add button.
    2. Delet e the incorrect old alert.

Note: When the system sends Listing Alerts to your pros pects, it does not record them under
Emails Sent to Prospect due to the large volume.

The Value of Listing Alerts

Listing Alerts are designed to keep your prospects coming back to your website frequently.
Prospects will oft en wait as long as it takes for the right listing to come along. E ventually, after
you have accumulated enough prospects, you may find that most of your returning visitors have
listing alerts set up. To see your returning visitors, check the Recent Site Activity page. The more
prospects you have who are rec eiving Listing Alerts, the more returning visitors you will have to
your website. The more returning visitors you have, the more likely you are to get a phone call
when one of these prospects finds his or her ideal home. In fact, the pros pect is likely to find that
ideal home in an email from you, via the Listing Alerts.

Encouraging Prospects to Sign Up for Listing Alerts

A. When you receive a new prospect, follow the Initial Contact Wizard process. We have found
that agents who use the Initial Contact Wizard to contact new prospect have a higher percentage
of prospects with Listing Alerts and also a higher number of return visitors.



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B. Monitor your returning visitors. If a returning prospect has not signed up for Listing Alerts,
encourage this pers on to set them up. If you check your Recent Activity list and the Ret ry list, you
may see that most returning visitors have listing alerts. Listing alerts bring prospects back to your
site. It is worth contacting prospects who are not receiving listing alerts to encourage them to sign
up. You can see the percentage of your prospects with listing alerts by checking the Performance
E valuator tool.

C. When a prospect signs up for a listing alert on the site, you will receive a reminder notifying
you. Go to the Listing Alerts tab on the Prospect Details sect ion and review the Current Alerts.
Sometimes prospects set up alerts with extremely broad criteria. When this happens, we
recommend that you contact the prospect and ask if the pros pect would like you to help narrow
the criteria. This is a great opportunity to offer service and get the prospect to talk about the types
of properties that are most interesting.

Saved Listings

On the Listing Alerts & Viewed Listing page of the Prospect Details section, you can see all the
listings a prospect has saved. You sh ould consider contacting the prospect and offering to show
one of these homes or provide additional information. If a prospect has saved a listing that is no
longer on the market, a house icon with a red X will appear next to the listing.

Viewed Listings

On the Listing Alerts & Viewed Listings tab in the Prospect Details section, you can see a list of
every listing a prospect has viewed, organized by date. You can view the listings by clicking the
MLS#. Any listings with an icon of a house with a red X are no longer on the market. For more
information on Listings, see the Listings section.

To view a listing
     Under Viewed Listings, in the MLS# column, click the MLS#.

How to Use Viewed Listings

Tracking a prospect‟s behavior on the site lets you observe, analyze, and ultimately help a
prospect. Internet prospects often hide behind their anonymity, but being able to observe their
behavior allows you to see their interests and market to them. Observing the Viewed listings may
help you gauge whet her a prospect is seriously looking for a home. For example, a prospect may
be consistently looking in one area, or always at a specific price range, or always looking at
listings with a specific feature. Consistency like this is a good sign that a prospect has real
interests and may be a valid customer. A prospect who is looking at a random combination of
million-dollar estates, trailer parks, land, commercial buildings, etc. may not be a serious home
buyer.

BEST PRA CTICE: Look at behavior in the Viewed Listing section to understand what homes
seem to be of interest to the prospect, especially before using the Initial Contact Wizard or
sending Rec ommended Listings.


Manage Listings
In addition to finding great listing matches for each prospect's search criteria, you also want to
promote individual listings. Vision provides a number of ways for you to do this. In the Manage
Your Listings section, you can review existing promotional activities.




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Figure 16 The Manage Your Listings section




To open the Manage Your Listings section
     In the left navigation, click Manage Listings.

The All Listings page provides an overview of listings and indicates if promotional emails have
been sent to pros pects. You can easily email a listing on this page.

The Email to Prospects page shows when promotional email was sent to prospects for a
particular listing. You can see the number of prospects who received the email, how many visited
the site, and how many requested information on the listing.

The Post on Craigslist page shows all listings and whether or not you have posted the listing on
Craigslist. If you have posted the listing on Craigslist, then there is data on that post. You can
easily post a listing on Craigslist from this tab.

All Listings

The All Listings page shows a list of every property that you or your brokerage has in the
database, including the MLS #, address, and listing price. You can also quickly see any
associated promotional emails.

To email a listing to prospects
     In the Actions column, click Email listing.

Email Listings to Prospects

When you send listings to relevant prospects, the system lists the MLS#, email date, and some
information about the prospects on the Email to Prospects page. The system also creates a
report that tracks each prospect who received the message and if the prospect viewed the listing,
requested information, or requested a visit.

To see data about the email sent
     In the Actions column, click View Report.

To send a new email message to promote a listing
    1. Click the Email a Listing button.
    2. Select a listing, and then click the Continue button.
    3. Review the list of prospects. Click the check box next to the name of any prospect you do
       not want to receive the email message. To create a different list of prospects, change the
       search criteria, and then click the Update button.
    4. When you are satisfied with the selected list of prospects, click the Continue button.




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    5.   Add comments about the listing to include in the email. The system will add a greeting
         including each prospect's name and the contact information for the prospect's agent. Do
         not add any personal notes, greetings, or contact information in the comments section.
    6.   Click the Continue button.
    7.   Preview the email message. If you want to make any changes, click the Back button.
         When you are satisfied with the email message, click the Send Email button.

BEST PRA CTICE: 1) Ensure you send at least one email for every new listing. 2) The goal is to
send an email to as many prospects who may be interested as possible, s o be judicious about
removing individuals from the list.

Posting Listings on Craigslist
Posting listings on Craigslist can help you promote your listings, drive visitors to your website,
and ultimately get more prospects. It is important that you follow these steps and guidelines;
Craigslist will delete your posts and block you for spamming if you do not. Remember the goal of
your post on Craigslist is not just to promot e the listing, but also to get people to visit your website
and sign up.

BEST PRA CTICE: First post any listing you have not already posted. Next, post listings that you
posted over 30 days ago. You can see this in the Days Posted column. For more information
about the number of listings you can post, see the Craigslist Guidelines section.

To post a listing
    1. On the Craigslist Posts tab, in the Actions column, click New Post.
    2. Read through the instructions, and then click the Open Craigslist to Post button. Note:
       Do not close the Vision system window. You need to switch bet ween the two windows as
       you post.
    3. When the Craigslist window opens, you will see the appropriate form to post, or else a
       page in Craigslist to select the area
    4. To log in to your Craigslist account, click log in to your account and enter your login
       credentials. If you do not have an account, in the top right, click Apply for Account.
    5. The process of filling out the form on Craigslist is simple. Just copy everything in a field
       on the Craigslist Posts tab in Vision, and then paste the content in the corresponding field
       on the Craigslist form. For example, copy everything in the price field in Vision, then click
       the “price” field in the Craigslist window, and then paste the date (press “ctrl -V” on your
       keyboard or right -click and click Paste).
    6. Repeat this proc ess for all the other listing fields: Post Title, Description, Street, City, and
       State. You can use the same information for Specific Location and City. Remember to
       enter the locations and price accurately so people can search and find your listings.
    7. After filling out the fields in Craigslist, for your Reply to options, select the anonymize
       check box every time.
    8. Click the Continue button at the bottom of the page. You will be asked to read and enter
       a verification word. Once you do this, you will receive confirmation that the listing is
       posted. You can then close this Craigslist window.
    9. On the Craigslist page, click the Mark as Posted in List button. This sets the timer so
       you will know when to post this listing again.

Keep an eye on your account. When you're logged in to your Craigslist account, you can check
your listings to see which have expired or been deleted. Contact Customer Care if you notice
your listings being deleted (pink listings).

Craigslist Guidelines

1. Use the content provided. Do not change the link code that is in the body of the post. Without
this code, the post will not drive people to your website. The system auto-generates parts of the


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content, such as the title and parts of the body text, to help avoid rep etitive/spam -like content that
deters visitors and Craigslist. Experience has shown that the simple posts provided by the system
are effective. They do not use complicated HTML, do not provide full home information, and do
not add all pictures. Omitting some details encourages people to visit your website and sign up to
get this information. You may make slight changes occasionally and make sure the content and
wording are appropriate, but we strongly recommend using the structure provided because it has
been proven to work.

2. Do not over-post your li stings. If you post the same listings repeat edly, or post too many
listings in a row, Craigslist will delete your posts and block you for spamming. Post a handful of
listings at a time. Depending on the activity level of the Craigslist in your area, avoid posting more
than 4 or 5 listings at a time. Craigslist automatically deletes your posts after a certain number of
days. For some areas, it is after 7 days; for most, it is 30 days. This means that you may not need
to re-post a listing for up to 30 days to keep getting traffic from that post. When you fill out the
form to post on Craigslist, you will be notified, “Your ad will expire in X days." If Craigslist sees
that you post the same house ten times, Craigslist will delete it and block you.

3. Make sure you post in the right Craigsli st area. The Open Craigslist to Post button takes
you to the appropriate Craigslist page. If for some reason this button leads to an incorrect area or
is not working, contact Customer Care. Only post in “Real Estate for Sale” in the proper
geographic area.

4. Fill out the form properly. Make sure you put the price in the “P rice” field, the city in the “City”
field, etc. Craigslist uses the fields to match posts to searches. People can only find your post if
the fields contain the correct information.

5. Every time you post a listing, make sure you select the Do not show any email address
check box in Craigsli st. If you neglect to select the Do not show any email address check box,
visitors on Craigslist will contact you directly instead of signing up as a prospect on your website.
Vision cannot track the success of Craigslist posts unless prospects visit your website from the
post.

Search MLS
On the left side of every page is a link to MLS Search. You can also access the MLS Searc h
page from various pages on the site.

To search for listings, select the search criteria you want, and then click the Search button. After
submitting your search, you will see your Search Results. Search results are sorted by ascending
price. You can save searches with criteria you plan to use again.

To save a search
     Click the Save Search button.

To change the search criteria
    1. Click Show to show the criteria you used for the last search.
    2. Change the criteria that you want to.
    3. Click the Search button.

To search on saved search criteria
     In the Saved searches list, click the search that you want to use.

Sending Listings from MLS Search




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You can send listings to a prospect by email from the Search Results page by creating a list of
listings, and then sending the list.

To send li stings to a prospect
    1. Select the check box next to the listings that you want to send. To select all listings,
        select the All check box at the top of the column.
    2. To add the listings to the list, click the Add Selected Listings button. The MLS #s for the
        listings you added will appear at the top of the page (Fig 17).
    3. You can perform more searches, continue to select and add listings, and delete listings
        until your list is ready to send.
    4. When the list is completed, click the Send Selected Listings button.
    5. Enter a subject line.
    6. Start typing the first or last name of a prospect, and then select the name from the list
        that appears.
    7. To include a salutation, select one from the first dropdown list.
    8. To use a message templat e, select one from the second dropdown list , and then make
        any changes.
    9. Type the body of the message into the text box. The system will attach your signature
        before sending the message, so do not add your name or contact information in the text
        box.
    10. Click the Send button.

Figure 17 MLS#s for the added listings




For more details on how to send listings, see the Send Listings section. For more details on
listings, see the Listings section.

Mapping Listings from MLS Search
You can view your search results on a map. If your MLS provides the addresses of properties, the
map will show the listings at their exact addresses. You can save a map to send to prosp ects.

To open a map of the listings
    1. At the top of the Search Results page, click the View Map button.
    2. To change the way the map looks, you use the zoom tools or drag the map to a different
       position.

To save a map to send prospects
     Right -click the map, and then click Save Image As.

To save the map as an image on your computer
     Attach this image file to an email and send it to a prospect.

Note: You need to use Webmail to send email with attachments.

Listings



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The listings on your system can be viewed fr om either the back end (your Vision CRM account)
or from the front end (the website where prospects search for, view, and save listings). Most of
the time, please use the back end to view and email listings. The front end is only intended for
prospects, so it is best for you to use the back end to view listings. Also, you can only email
listings from the back end. The content in the listing will be essentially the same on the front and
back end, with a few exceptions. On the front end, by default listings do not show the street
address unless you turn on addresses for a particular prospect or if you change the default
setting. See the Prospect Details section. On the front end, the listing agent 's information will be
restricted depending on the regulations of your MLS. Look at the listings on your website to see
what is shown to your website visitors.

When you view a listing from the back end, you can send the listing to a prospect, make a flyer,
and view a school report. If you or your brokerage repres ents the listing, then you can also
promote the listing. For more information on promoting your listings, see the Manage Listings
section.

To view a listing
    1. In the left navigation, click Search MLS.
    2. On the Search MLS page, you can search for listings by MLS number or other search
       options.

For more information about MLS Search, see the Search MLS section.

Admin
In the Admin section, you can make changes to your website and your pers onal contact
information. You can view, edit, and add message templates. In addition, you can see reports
about prospects generated on your website and check your performance against national
averages. Depending on the product you or your offic e has purchased, either you or your office
administrator may have access to these pages.

Website

On the Website tab, you can edit information that appears on your website.

To edit   the website content, go to the following sections:
          General Info contains your company contact information and the page title for the site.
          Profile Info contains your contact information, your bio, and a picture.
          Main Text contains the text that appears on the main page of the site.
          Sell Text contains the text that appears on the Sell Your Home page of the site and in the
           Seller's Market Report.

Note: If your team or brokerage us es Vision, please see your broker or team leader to use this
feature.

To make changes to General Info or Profile Info
   1. Click the Edit button.
   2. Type in the appropriate text boxes.
   3. Click the Save button.

To make changes to Main Text or Sell Text
   1. Enter or edit text in the text box.
   2. Click the Save button.




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Note: If you have your website open in a separate browser window, refresh the site to see the
changes.

Communities Served

When visitors go to your website, they will see a Communities Served list. Be sure to include all
the communities you are willing to serve as a real estate agent.

Note: If your team or brokerage us es Vision, please see your broker or team leader to use this
feature.

To open the Communities Served page
    1. In the left navigation, under Admin, click Website.
    2. Click Communities Served.

To add   a community
    1.   Click the Add Community button.
    2.   Enter the name of the community, and then click the Continue button.
    3.   Enter a ZIP Code, and then click the Add Zip button.
    4.   Repeat step 3 to add more ZIP Codes, as needed.
    5.   To identify a center of the community, click the Add Center button. The pin is added to
         the center of the map.
    6.   To set the center pin in a specific area, drag the pin to the loc ation you choose. You may
         need to drag the map to get to the location of your choice.
    7.   Click the Done button.

To edit a community
    1. In the Actions column, click the Edit Community icon.
    2. In the Edit Community window, make the changes you want. You can add or delete ZIP
        Codes. You can also add or move a center of the community.
    3. Click the Done button.

Note: If you want to delete a center, you need to delete the community and then create a new one
with the same ZIP Codes.

To delete a community
     In the Actions column, click the Delete icon.

Search Widget
If you have a separate website or blog, you can provide MLS Search for your visitors. When
visitors click Search, they will be taken to your Vision site to see listings. Simply copy the code
into your site or blog, and you can increase the value for visitors and drive traffic to your Vision
website.

To open the Search Widget page
    1. In the left navigation, under Admin, click Website.
    2. Click Search Widget.

To add a MLS Search to a website or blog
    1. Copy all the text that is in the text box, including the start and end tags.
    2. Paste the code in the code for your website or blog.

Alerts



Vision User Manual                                33
When you set up alerts, you receive notification of new prospects and new messages from your
prospects (Fig 18). The notifications can be sent to your cell phone, if it is enabled to receive text
messages, or an email address, or both. You can be notified instantly so you do not have to
check the system frequently to know about new prospects.

Figure 18 Text message alert set up in the Admin section




You will receive notifications when:
    A new prospect signs up on your website.
    A prospect clicks Request More Information when viewing a listing.
    A prospect clicks Request a Visit when viewing a listing.
    A prospect sends you an email.
    A lender updates comments on a prospect record (if working with a lender).

You can see alerts that are set up in the alerts list. You can have up to 3 alerts.

To open the Alerts page
    1. In the left navigation, under Admin, click Website.
    2. Click Alerts.

To set up an Alert
    1. Click the Add button.
    2. To set up a text message alert, enter your cell phone number with no spaces or das hes,
        and then select your cell phone carrier.
    3. To set up an email alert, enter the email address.
    4. Click the Add button.

A test message, titled Alert Activation, will be sent to your phone or email address when you add
the alert. Check to make sure you receive the test alert. There may be a slight delay before your
cell phone carrier sends the alert to your phone.

Email

There are several types of email that are sent from the system to a prospect without any action
required by you: welcome email, listing alert campaign messages, initial contact email, and listing
alerts. On the Email tab, you can review and update some of the text that the system sends to
prospects. You can also add or edit message templates and change the email signature for all
correspondence.

Welcome Email
A welcome email is sent to prospects when they sign up on your website. It contains their login
information and instructions on how to return to the site. You can view the full text sent to a



Vision User Manual                                34
prospect in the Emails Sent to Prospect section of the prospect's Summary page. The welcome
email contains critical login information. To ensure that it avoids most spam blockers, we do not
allow you to change this email.

Note: If the prospect's email account does not accept this message, the system assumes that the
prospect provided an invalid email address and does not allow the prospect to sign into your
website. If the prospect provides a new email account, the system will send a new welc ome
email.

Listing Alert Campaign
The system will send automatic emails at two weeks, one month, and three months if the
prospect has not set up any listing alerts and if the prospect has not sent you any email. You can
view and update these emails on the Listing Alert Campaign page

Initial Contact Wizard
The Initial Contact Wizard will send an email to prospects 12 hours after they sign up if they did
not provide a phone number and if you have not yet completed the Initial Contact Wizard. At the
time that you use the Initial Contact Wizard, you can make some changes to the email before
sending it.

Listing Alerts
Prospects who are signed up for Listing Alerts, either by themselves or by you, will receive listing
alerts automatically. For more information, see the Listing Alerts section.

Message Templates
Message templates provide pre-written text for you to use in new email messages that you send
prospects. You can use the ones provided by the system „as -is‟ or edit them to meet your needs.
In addition you can create your own custom templates. When you create a new email or reply to
an email, the message templates are available in a dropdown list.

Email Signature
The system adds an email signature that includes your name and contact information to all
messages sent by you or by the system. You can view and edit the signature on the Email
Signature page.

Site Activity
The Site Activity page shows you the visitor and pros pect performance of your website. You can
see the number of prospects you have rec eived by sourc e for up to the last 12 months. You can
also see detailed source information—such as how many people are coming to your site because
of your automatic listings on sites like Trulia.com or personal marketing campaigns —for up to the
last 90 days as well as which sources generated pros pects.

Performance Evaluator

The Performance E valuator helps you monitor your performance. You may see several personal
statistics based on your account as well as explanations of the statistics and information about
what is normal and expected.

Setting Up a Fake User for Testing

Many agents set themselves up as a fake pros pect to help them understand what the experience
is for a prospect who registers on their website. With a fake prospect, you can view listings, look
at your website from a prospect‟s point of view, and send yourself the same email s you send to




Vision User Manual                               35
your prospects. With an understanding of how the website works for a prospect, you will be able
to provide better assistance to your prospects when they contact you.

To set up a fake prospect
    1. Go to your website.
    2. If you are already signed in, you must first sign out. In the upper-right corner, click Sign
        Out.
    3. Click the My Tool s tab to quickly access the Registration Form.
    4. Complete the registration form as if you were a prospect. DO NOT use your Vision
        system email address as the prospect‟s email address. Use a prospect name and email
        address that you will quickly identify as your test account.
    5. Click the View Listings button.

Accessing Vision on Your Cell Phone
You don‟t have to be in front of a computer to access your Vision account. Logging into Vision on
your smartphone will give you access to the most important parts of your account: email
messages and your prospects. You can access Vision on any smartphone, but for the best
experience, use a phone running Windows Mobile or an iPhone.

To access Vi sion on a smartphone
    1. On the phone, open your web browser.
    2. Go to http:// <yourwebsite>/m.com.
    3. Log in with your normal login information.

Section 3: Using the System as a Broker or Team Leader
Note: This section covers features for brokers and team leaders. For the entire section, the term
"broker" refers to brokers and team leaders and the term "brokerage" refers to brokerages and
teams.

Best Practices
Add new agents a s soon a s possi ble.
When you first get your login and password information, log in to the system and add agents right
away. Some of our advertising goes live the instant your site is up, so you don't want your agents
to miss any valuable prospects. If you do not have any agents set up in the system, incoming
prospects will be assigned to you. To learn how to add agents, see the Agents section.

Use the team flag to identify agent partners who work as one unit.
For agent partners who work toget her, enter both agents' names the Name field (for example,
"John & Susie Smith"), and then select the Team check box. When this check box is selected, the
system will change out going messages to use "we" instead of "I."

Post your listings on Craigsli st.
Craigslist is a great source of visitors, and you can substant ially add to the number of prospects
you get each month by posting your listings on Craigslist. You should assign one agent or
member of your office staff the task of posting listings to Craigslist. Posting 5 listings in the
morning and 5 in the aft ernoon will only take about 15 minutes each day, and the impact can be
substantial. For instructions on how to post to Craigslist, see the Posting Listings on Craigslist
section of the Agent Manual.

Participate in the Referral Network.
Referrals are prospects who are working with an agent in the Vision net work to buy a home but
are selling a home outside of that agent's area. You can easily accept referrals and assign an



Vision User Manual                               36
agent to start working with the prospect to sell the home. For more information on referrals, see
the Referrals section.

Set expectations with your agents.
When you start using the system and anytime you add a new agent, be clear about the tasks that
an agent must do and how often. At the minimum, agents should log in every day to check for
messages and new prospects. Agents should respond to messages within 12 hours.

Monitor your agents.
Take a few minutes each day to make sure your agents are following up with prospects in a
timely manner. Vision provides a number of ways to monitor the agents in your brokerage. If an
agent is not following up wit h prospects, you can follow up on behalf of the agent, reassign
prospects to another agent, or even lock the agent out of the sys tem. To learn more about
monitoring your agents, see the Broker Tools section. To learn more about the statistics that the
system tracks, see the Performance E valuator section.

Make sure agents follow up with prospects who have Call Center stars.
If you are using the Call Center, make sure that agents follow up quickly with all prospects that
the Call Cent er indic ates want immediate follow -up. These prospects are marked by a star with a
green plus sign. Because these prospects want to be contacted immediately, they are more likely
to purchase or sell a home in the near future, which is good for the agent and the brokerage.

Section 4: Broker and Team Leader Manual
Note: This section covers features for brokers and team leaders. For the entire section, the term
"broker" refers to brokers and team leaders and the term "brokerage" refers to brokerages and
teams.

Broker Dashboard
When you log in to your account, the Dashboard displays an overview of activity. You can use it
as an entry point to many parts of the site.

Figure 19 Broker Dashboard




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Waiting Prospects. See all prospects with a status of New. If the list is long, make sure that your
agents are quickly following up with prospects and changing the status.

Waiting Message s. See all the messages that have not been filed. Prospects are waiting for
answers to some messages, but some just need to be filed. Make sure your agents are filing
messages after they respond.

Agent Activity. See when your agents last logged in to the system.

Visitor Chart. Quickly check the number of visitors, grouped by source, who have come to your
website in the last 30 days.

New Prospects. Quickly check the number of new prospects your brokerage has received in the
last 30 days.

Recent Prospects Online. See a snapshot of the prospects who have most recently visited your
website. For a full list of prospects who have visited your site in the last 48 hours, click Recent
Prospects Online.

Broker Tools
Waiting Messages

The Waiting Messages page shows all messages that have not been filed. Encourage agents to
file all messages when they respond, so this list shows only messages that require a response.

To open the Waiting Messages page
     In the left navigation, under Broker Tool s, click Waiting Message s.

To view a message
     In the Subject column, click the message that you want to view.




Vision User Manual                              38
To file a message
     In the Actions column, click the File message icon.

If Agents Are Unable to Respond to Me ssage s

If you know that an agent is temporarily unable to respond to messages, you can respond on the
agent's behalf. The prospect will think the message is coming from the agent, so don't include
anything in the message that will make the prospect question the origin. It is important for
prospects to have only one point of contact at your brokerage. If an agent will not be available for
an extended time or has left the brokerage, you can assign a different agent to the prospect.

To reply to the message
     In the Actions column, click the Reply icon.

To assign a different agent to the prospect
     In the Actions column, click the Transfer prospect icon.

Call Center

If your brokerage uses the Call Center, there will be a Call Center tab in the Broker Tools sec tion.
You can see the 20 most recent Call Center comments. Prospects with a star with a green plus
sign next to their names have requested an agent follow up with them immediately. Agents
should call or email prospects with stars as soon as possible.

To open the Call Center page
     In the left navigation, under Broker Tool s, click Call Center.

To respond to the prospect as the agent
     In the Actions column, click the Send email icon.

To assign a different agent to the prospect
     In the Actions column, click the Transfer prospect icon.

Agents

The Agents tab lists all your agents and allows you to search for an agent, add a new agent, or
send an email to agents. You can also quickly review the following information:

Status. There are 5 types of status for agents: active, inactive, temporarily inactive, deactivated,
and vacation. For an agent to receive new prospects, his or her status must be active. You, as
the broker, set the active or inactive status when you decide whether to put an agent in rotation
for new prospects. The system triggers temporarily inactive status and deactivated status based
on the agent 's behavior. The agent sets vacation status by clicking the On Vacation link on any
page.

Last Activity. The last time the agent used the system.

Follow-up Rating. How often the agent responds to prospects within the first 12 hours. For more
information, under the agent's name, click Stats.

Temporarily Inactive. The number of times that the system made the agent temporarily inactive
for failure to log in within 24 hours of receiving a new prospect.

Months on System. The number of mont hs that the agent has been on the system.




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Total Prospects. The total number of prospects currently assigned to the agent.

Total Sales. The total number of sales that an agent has completed.

Figure 20 Agents tab in the Broker Tools section




To open the Agents page
     In the left navigation, under Broker Tool s, click Agents.

To view the Profile page for an agent
     In the Agent column, under the name of the agent, click Profile.

To view the Performance Evaluator for an agent
     In the Agent column, under the name of the agent, click Stats.

For more information, on the Performance E valuator page of the system, read the description
section for each statistic.

To add an agent
    1. At the top of the Agents tab, click Add an agent.
    2. On the Add an Agent page, enter all required fields, including at least one phone
       number.
    3. If this agent profile represents a team, ent er both names in the Name text box, and then
       select the Team check box. The system will change automatic email messages to
       represent a team, for example by using "we" instead of "I."
    4. For existing email, enter an email address that is not part of the Vision system.
    5. If you don't want this agent to receive prospects, clear the Include in rotation check box.
    6. If you don't want this agent to be able to log in to his or her Vision account, clear the
       Account Access check box.
    7. If you don't want this agent's pros pects to receive calls from the Call Cent er, clear the
       Call Center check box.

BEST PRA CTICE: Include a picture for every agent. When prospects see that your agents are
real people, they are more likely to make contact. Each picture should be a JPEG that is 130
pixels tall and 100 pixels wide.

To resend an agent's login credentials
    1. On the Agents tab, under the name of the agent, click Profile.
    2. If you don't see the agent's name, you can enter the first or last name in the text box at
       the top, and then click the Find Agents button.
    3. Click Resend welcome email.
    4. The email will be sent to the email address that is not part of the Vision system.




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To delete an agent
     In the Agent column, under the name of the agent, click Delete.

Creating Email-Only Accounts

There may be people in your office who need email accounts but aren't agents, for ex ample office
support staff. When you create an email-only account, no page is added to your website, and the
user will not be listed as an agent with your brokerage.

Figure 21 Email-Only Accounts page




To open the Email-Only Accounts page
    1. In the left navigation, under Admin, click Email.
    2. Click Email-Only Accounts.

To add an email-only account
    1. Under New Email-Only Accounts, enter an email prefix, password, and existing email
       address for each new account. Not e: Enter an existing email address that i s not part of
       the Vision system.
    2. Click the Add button.

To edit email-only accounts
    1. Next to Current Email-Only Accounts, click Edit.
    2. Enter new information, and then click the Save Changes button.

To delete an email-only account
    1. Under Current Email-Only Accounts, find the email prefix that you want to delete.
    2. To the right of the Exi sting Email for the account, click the Delete icon.

To resend login credentials for an email-only account
    1. Click the Resend welcome email icon.
    2. The email will be sent to the email address that is not part of the Vision system.




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Email Agents

You can easily send an email to all your agents, all active agents, or all inactive agents.

Figure 22 Email Agents page




To email agents
    1. In the left navigation, under Broker Tool s, click Agents.
    2. At the top of the Agents tab, click Email agents.
    3. In the Send to list, select who you want to send the email message to.
    4. Enter a subject line.
    5. Enter the text of the email.
    6. Click the Send button.

Agent Profile

When you click the Profile link under an agent's name on the agent list, you will see the agent
profile. Each profile cont ains the following information:
      Name
      Cell phone number
      Login
      Vision email address
      Email address outside of the Vision system
      Account password
      Website address
      Agent MLS IDs
      Additional Information (information that will appear in the footer of the website)
      Bio & Awards
      Picture

Additionally, the profile shows you if the agent is set up to receive new prospects, if the agent can
log in to his or her account, and if the agent's prospects are set up to receive calls from the Call
Cent er.

To edit an agent profile
    1. On the Profile page, click the Edit button.
    2. Enter information that you want to change.



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    3.   To change whether the agent receives new prospects, click the Include in rotation
         check box.
    4.   To change whether the agent can log in, click the Account Acce ss check box.
    5.   To change whether this agent's prospects will receive calls from the Call Center, click the
         Call Center check box.
    6.   Click the Save button.

To upload a new picture
    1. On the Profile page, click the Edit button.
    2. Under Current Photo, click the Brow se button, and then select the picture you want to
       upload.
    3. At the bottom of the page, click the Save button.

Performance Evaluator

The Performance E valuator helps you compare the pe rformance of each agent to national
averages. The system pulls statistics and in many cases provides a rating. Read the description
section for details on each statistic.

Figure 23 Performance E valuator




To see an agent's stati sti cs
     On the Agents tab, under the name of the agent, click Stats. If you don't see the agent's
       name, you can enter the first or last name in the text box at the top, and then click the
       Find Agents button.

To see your personal stati stics i f you also help prospects buy and sell homes
     In the left navigation, under Admin, click Performance Evaluator.

Prospects
To learn about the Prospects features, see the Prospects section of the Agent manual.




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Manage Listings
To learn about the Manage Listings feat ures, see the Manage Listings section of the Agent
manual.

Admin
To learn about the Admin features, see the Admin section of the Agent manual.

Referrals
The Referral Network connects you with professional real estate agents nationwide. When
prospects are moving to a new area, they need to work with an agent to sell the home they have
and an agent to buy the new home. Referrals help you, your pros pects, and other real estate
agents in the network.

Incoming Referrals
Prospects who register on other brokerage websites who need to sell a home in your area will
appear on the Incoming Referral list for you to review. As soon as possible, review the terms. If
you agree to the terms, assign an agent, and accept the prospect.

Figure 24 Incoming Referrals tab




To open the Incoming Referrals page
     In the left navigation, click Referrals.

To accept a referral
    1. In the Actions column, click Accept.
    2. Review the terms of the referral. If you agree, click the I agree to the referral terms
       above check box.
    3. In the Assign to agent list, select an agent.
    4. Click the Accept Referral button.

Note: If you don't agree to the terms, then click the Cancel button.

Outgoing Referrals

When your brok erage has a prospect who needs to sell a home outside of your area, the
prospect is referred to other real estate brokerages who serve that area.


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Figure 25 Outgoing Referrals tab




To open the Outgoing Referrals page
    1. In the left navigation, click Referrals.
    2. Click the Outgoing Referral s tab.

The Out going Referrals page contains the following information for each referral:
    Name
    Agent
    Property information
    Date the pros pect signed up on the agent's website
    Brokerage the prospect was referred to
    Date the brok erage accepted the referral

Mortgage Lender
You can track how often the featured lender has logged in to the site and the number of
prospects your agents have sent to the lender for pre-approval. The Mortgage Lender page also
includes the lender's contact information.

The system will notify you if your lender partner hasn't logged in within 72 hours. If the lender
does not log in regularly, you might want to work with a different lender.

Figure 26 Mortgage Lender page with notification




To open the Mortgage Lender page



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       In the left navigation, click Mortgage Lender.

Section 5: Using the System as a Lender
Best Practices
Every prospect in the system has requested a pre -approval.
Inform the prospects how you got their contact information, so they don't think it's a cold call.
Make sure they know you are responding to a pre-approval request from your real estate
partner's website.

It's important to contact new prospects right away.
If you don't call or email new prospects within the first few hours they will more then likely forget
they requested the pre-approval or have moved on to request information from other lenders.
Either way the longer you take to follow up the less responsive the prospect may be.

Include your full URL in welcome email.
E very prospect receives an aut omatic welcome email with text that you can customize. If you
have a secure online application, make sure to put the full we address (URL) in the Application
Link text box on the Profile Info page of the Admin section.

Share comments with agents.
The more information you share with your agents the more info they will share with you.
Remember to share comments with your agents to keep all parties in the loop and to make this
process as efficient as possible.

Build relationships.
A good relationship with the agents on the system is essential for your success. If you have never
met some of the agents on the system, set up a lunch meeting with the active ones and introduce
yourself. The agents can send you prospects as well, so with the proper rel ationship in place you
can double or even triple the prospects you receive. Before sending you prospects, agents need
to know you and trust that you will handle the prospect quickly and properly. So with a little face
time and the proper use of the system you can be sitting on the web's best source of prospects
possible.


Section 6: Lender Manual

My Inbox Reminders
When you log in to your account, My Inbox displays your reminders in order by due date. Scan
the list to easily see the prospects who need immediate attention. You can quickly go to the
details page for a specific prospect by clicking the prospect's name.

If the list of reminders is long, you can filter it by using the dropdown lists just above the list of
reminders.

To show the list of reminders in the opposite order
     Click Due Date.

To show only reminders due in a particular time period
     Click the arrow next to All, and then select the time period you want.

To add a reminder
    1. Click the Add a Reminder button.



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      2.   In the Add a Reminder window, enter the due date and select a prospect to associate.
      3.   Enter the reminder, and then click the Save button.


Prospects
Organization and Lists
You can see all your prospects in the Prospects section. Simply click Prospects in the left
navigation. Each prospect has one status assigned at a time (New, Retry, Active, Inactive,
Qualified, Unqualified, Hot, Closed, or Trash). The prospect list shows all New prospects by
default. With the exception of Trash, changing a prospect's status will not delete, unsubscribe or
change the prospect in any way.

You can change a prospect's status as often as you want. Keeping the prospect status up to date
will help you foc us on the prospects who need your attention and who are most likely to become
clients. Good use of status will help you save you time and prioritize your tasks.

To change a prospect's status
     In the Status column, click the dropdown menu, and then click the new status.

Note: If the Status list is any value other than All, then the prospect will disappear from t he list
when you change the status.

To see the prospects with one status
     In the Status list, click the status.

You can assign status in the way that works best for you, but we rec ommend the following use for
each status type.

Prospect Status Definitions

New
All prospects that you have not yet contacted. After you have attempt ed to contact a prospect,
change the status to the Retry or Active, based on the response. You should only keep prospects
in the New folder that you have not attempted to contact y et; therefore, this folder should us ually
be empty.

Retry
Any prospects that you need to proactively contact and monitor. As soon as possible, you should
contact all prospects who have recently visited the website (see the Last Action date) with whom
you have not been in rec ent contact.

Active
Any prospect that falls between Retry and Hot. These prospects are engaging with you but may
not be ready to buy right now. This list generally includes people who are contacting you with
questions by email.

Inactive
Prospects who haven't contacted you or visited the site in over two weeks. Many prospects
become Inactive. When a prospect has not ret urned to the website for a long time, they are not
likely to become clients. Focus your efforts on prospects in the H ot, Retry, and Active lists.

On the Recent Site Activity page you can see if any of the Inactive prospects come back to the
site. If they do, change their status to Retry.

Hot


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Prospects who are working wit h you for a pre -approval.

Qualified
Prospects you have determined are qualified for lending.

Unqualified
Prospects you have determined are unqualified for lending.

Closed
Customers who have closed on their home.

Trash
Prospects who have asked to stop receiving email, unsubscribed themselves, or have no valid
phone number or email address. Use this status very rarely or not at all. A prospect marked as
Trash will be aut omatically removed from automatic emails and listing alerts.

Defining Your Own Status Values
It is not possible to define your own status values. However, if you prefer to use a different
method of keeping organized, you can create standard comments for each prospect in the
Comments section on the prospect's Summary page. To find all the prospects of a certain
classification, use Find Prospects (see below) to search for any prospects based on the
comments you entered. In effect, this lets you make unlimited prospect groups of your own
design.

Find Prospects

You can search for prospects by name, email address, phone number, or text in the Comments.
For more information on how to search by comments as a technique for organization, see the
Organization and Lists section.

Prospect Details Section
The Pros pect Details section contains valuable information on each pros pect grouped by tabs:
Summary and Listing Alerts & Viewed Listings. The Summary page contains all information for a
prospect, including any reminders, comments, and settings specific to the prospect. On the
Listing Alerts & Viewed Listings page, you can view all the listings the prospect has viewed on the
website, any listings the prospect has saved, and listing alerts set up for the prospect.

Prospect Summary

The Summary page contains all information for a prospect, including any reminders, comments,
and settings specific to the prospect.

In addition to the fields an agent can see, the lender has access to the prospect‟s self-reported
credit the prospect may have entered on the website when submitting a request for pre-approval.

To learn more about the prospect's Summary page, see the Prospects section of the Agent
manual.

Prospect Comments & Sharing Comments with an Agent
On the prospect's Summary page, the comments section provides a place to record anything that
happens with a prospect that is not already documented in the system. You can enter notes on
phone calls or copy and paste emails sent from another email address (Fig 2 7). You can share




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comments with your agent partner. The agent will then be able to see this when he or she
reviews the comments. The agent also has the ability to share comments with you.

To share comments with your agent partner
     Select the Share check box when you add a new comment.

Figure 27 The comments box on the Prospect Det ails page allows you to keep detailed prospect
notes




Listing Alerts & Viewed Listings

On the Listing Alerts & Viewed Listings page, you can view all the listings the prospect has
viewed on the website. We provide Lenders access to this page so they can have insight into
what type of properties interest the prospect and how serious the prospect is.

Listing Alerts

Listing Alerts notify prospects of new properties on the market that match their search criteria.
You can review this list to see what types of properties the prospect wants to be notified about.

Viewed & Saved Listings

On the Listing Alerts & Viewed Listings page in the Prospect Details section, you can see a list of
every listing a prospect has viewed, organized by date. You can also see which homes a
prospect has saved. Any listings with an icon of a house with a red X are no longer on the market.
For more information on Listings, see the Listings section in the Agent manual.

To view a listing
     Under Viewed Listings, in the MLS# column, click the MLS#.

Figure 28 The Viewed Listings section shows you all the listings a prospect has viewed on your
website




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Tracking a prospect‟s behavior on the site lets you observe, analyze, and ultimately help a
prospect. Internet prospects often hide behind their anonymity, but being able to observe their
behavior allows you to see their interests and market to them. Observing the Viewed & Saved
listings may help you gauge how seriously a prospect is looking for a home.

Admin
The admin section allows you to update the contact information that appears on the website, set
up or delete alerts, and update the welcome email that the system automatically sends to
prospects.

Website

To update the contact information
    1. On the Website tab, click Profile Info.
    2. Click the Edit button.
    3. Enter new information in the text boxes that you want to change, and then click the Save
       button.

Note: To see the new content on the website, go to the site or refres h the page in your web
browser.

Alerts

When you set up alerts, the system will notify you each time you receive a new pre -approval
request and when your agent shares a comment with you. Alerts can help you provide excellent
service to each prospect and ensure you are notified immediately of any agent updates.

To sign up for alerts
    1. On the Website tab, click Alerts.
    2. Click the Add button.
    3. In the Add Alert window, do one or both of the following:




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             a.   To sign up for text message alerts, enter a cell phone number, and then select a
                  cell phone carrier.
             b. To sign up for email alerts, enter an email address.
    4.   Click the Add button.

To stop receiving alerts
    1. On the Website tab, click Alerts.
    2. Next to the email address or cell phone number, click Delete.

Welcome Email

E very time that you receive a new prospect, the system automatically sends the prospect a
welcome email. You can update the subject and body text of the welcome email on the Email
page of the Admin section.

To change the welcome email text
    1. Click the Email tab.
    2. Edit the subject line or body text of the email.
    3. Click the Save button.




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DOCUMENT INFO
Description: Market Report Presentation document sample