disclaimer this presentation is the property of marketlinx solutions™ and is intended for the...

DisclaimerDisclaimerThis presentation is the property of MarketLinx This presentation is the property of MarketLinx Solutions™ and is intended for the exclusive use of Solutions™ and is intended for the exclusive use of NTREIS and may not be distributed, copied or NTREIS and may not be distributed, copied or modified without the express written consent of modified without the express written consent of MarketLinx Solutions.MarketLinx Solutions.

This presentation is intended as an additional This presentation is intended as an additional instructional aid to Staff and Users and is in no way instructional aid to Staff and Users and is in no way intended as a replacement or substitute for the intended as a replacement or substitute for the MarketLinx NTREIS Listings Users Manual.MarketLinx NTREIS Listings Users Manual.

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Welcome toWelcome to

The Prospect GatewayThe Prospect Gatewayforfor

NTREIS ListingsNTREIS Listings

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The MissionThe Mission

This presentation is intended to introduce the This presentation is intended to introduce the NTREIS Listings user to the flexibility of the NTREIS Listings user to the flexibility of the NTREIS Listings Gateway, to aid them in NTREIS Listings Gateway, to aid them in understanding how this tool will help them meet understanding how this tool will help them meet their personal goals as Real Estate professionals their personal goals as Real Estate professionals and to make the transition to the Gateway as and to make the transition to the Gateway as easy as possible.easy as possible.

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Getting Started with the GatewayGetting Started with the Gateway

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To view entire presentation, click on each “Next” button. To view a particular section of the manual, click on the section title below. When you complete any page and wish to return to this page, click on the “Home” button.

Using the Prospect Gateway

Setting Preferences

Prospect Gateway (What it looks like)

Setting Prospect Gateway Defaults

Setting Prospect Defaults

Adding a Prospect

Prospect’s View of Gateway

Agent’s View of Gateway

Using the Prospect GatewayUsing the Prospect Gateway

The Prospect Gateway will allow the user to choose which way prospecting searches will be performed, either by manual searches or by using Auto-notification.

The User can also choose which link to send to the client, a link to Property Reports or to a personalized web site, Prospect Gateway, created for the specific client.

Preferences and defaults should be set in NTREIS Listings before adding a Prospect and making the choices stated above. Next

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Setting PreferencesSetting Preferences

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Setting Preferences allows the user to save their Agent Photo and their Email Address in NTREIS Listings for use in allowed places.

To set Preferences, place the cursor on the “My Page” selection from the Navigation Bar.

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Click on the “My Page” option from the drop down box.

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Setting PreferencesSetting Preferences

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Click on “Preferences” on Menu.

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To Save Agent PhotoTo Save Agent Photo

1. Click on the “General Preferences” 1. Click on the “General Preferences” selection.selection.

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2. Click the “Browse” Button and select and Open the Agent photo desired from the appropriate file folder.


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3. The selected file location will display in the Agent Photo field. Click “Save” and photo will be saved for later use.

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4. If desired, the user can view the image saved by clicking on the “View Image” link.

Picture will appear.

To Save Email SignatureTo Save Email Signature

1. Click on the “Email Preferences” selection.1. Click on the “Email Preferences” selection.

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To Save Email SignatureTo Save Email Signature2. Key in information that you would want as your 2. Key in information that you would want as your

email signature, click the “Yes” button and click email signature, click the “Yes” button and click the “Save” button.the “Save” button.

To Save Broker LogoTo Save Broker Logo1.1. Click on the “Broker Preferences.”Click on the “Broker Preferences.”

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Note: To save the Broker Logo, you must have Broker Note: To save the Broker Logo, you must have Broker permissions (access level 22, 23 or 2 only.)permissions (access level 22, 23 or 2 only.)

2. Click the “Browse” button and select and open 2. Click the “Browse” button and select and open the Broker logo desired from the appropriate file the Broker logo desired from the appropriate file location.location.

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To Save Broker LogoTo Save Broker Logo

3. The selected file location will display in the Broker 3. The selected file location will display in the Broker Logo field. Click the “Save” button and the logo Logo field. Click the “Save” button and the logo will be saved in NTREIS Listings for later use.will be saved in NTREIS Listings for later use.

Prospect Gateway (Personalized Web Prospect Gateway (Personalized Web Site)Site)

What it looks like…What it looks like… Users will desire to send links to a Prospect’s personalized web

site. Below is a sample of what a the Prospect Gateway (Personalized Web site) will look like.

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Prospect Gateway (Branding Information)

Search Name and

Description

Welcome Message

Agent Recommendations

If at any point you want to come back to this screen and see this screen for reference, click “Home” and click on the “Prospect Gateway (What it looks like) link.

Setting Prospect Gateway DefaultsSetting Prospect Gateway Defaults

Users will desire to send links to a Prospect’s personalized web site. The web site will include chosen marketing or “branding” information about the agent. That information must be saved in NTREIS Listings.

To set Prospect Gateway Defaults, do the following.

1. Place the cursor on the “Prospects” selection on the Navigation bar.

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Setting Prospect Gateway Setting Prospect Gateway DefaultsDefaults

2. Click on the “Client Web Settings” selection from the drop down box.

Note: The information displayed for selection on the Prospect Gateway Defaults screen is populated from the Agent’s Roster. If information is grayed out, that indicates the information is not in the Agent’s Roster and must be added to be available for selection. The Agent’s photo will only appear if the photo was in NTREIS Listings under Preferences referenced above.

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The Prospect Gateway Defaults will produce the marketing or branding information as illustrated here.

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3. The following screen will display. Click in the box to the left for each piece of information you would like to have appear on the left, “Branding side”, of the client personal website.

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Explanation of allowed fields:

Name: The name field is a default field and will always display from the Agent’s Roster.

Address: If checked, will display the address of the Agent as it appears in the Agent’s Roster.

Email Address: If checked, an email link will be provided making it easy for the Client to email the Agent.

Main Phone: If checked, the Agent’s direct phone and/or office phone will be displayed.

Cellular Phone: If checked, the Agent’s cellular phone will be displayed.

Fax: If checked, the Agent’s fax number will be displayed. Next

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Explanation of allowed fields (Continued):

Fax: If checked, the Agent’s fax number will be displayed.

Photo/Logo: If checked and the Agent’s photo has been loaded using “Preferences”, the photo will be displayed. The Broker logo is the same.

Logo at Top: If checked, the Broker logo will appear at the top of the branding area. It will always appear at the bottom if available.

Show My Website Link: If checked, any website address referenced in the Agent’s Roster will display.

View My Listings Link: The Client can click on this link and view all Active Listings for the Agent setting up the personal web site.

“Contact Agent” Link: This link will appear on each listing’s detail page allowing the client to email specific comments on a property.

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4. Click on the “Save” button at the bottom of the screen.

Note: Once the Prospect Gateway Defaults have been saved, they do not need to be changed unless the information changes. In that event, the Agent can simply change the information and save again.

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Setting Prospect DefaultsSetting Prospect Defaults

Users will desire to send properties to a Prospect’s personalized website. Setting Prospect Defaults include all properties found that meet the Prospect’s needs. Setting Prospect Defaults will save time and effort when adding a new Prospect. The agent should ask themselves these questions when setting the Prospect Defaults:

1. How will I choose to search for most of my prospects, manually or by auto-notification?

2. Will I choose to send a link to Property Reports or a link to the h personalized web site to most of my Prospects?

3. What default email message would I choose to send to most of my Prospects?

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Setting Prospect DefaultsSetting Prospect DefaultsTo set Prospect Defaults, do the following:

1. Place cursor on the “Prospects” selection on the Navigation Bar.

2. Click on the “Prospect Defaults” selection from the drop down box.


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3. Indicate whether you want Reverse Prospecting by clicking the “Yes” or “No”.

4. Key in the Welcome Message that you want to appear at the top of the Prospect’s personalized web site.


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5. Key in the default Subject and Message that you would like to include in the email sent to the client notifying them that a new Prospect Gateway has been built for them. Click the “Yes” button if you want your Email be Signature to be displayed.

Note:Email Signature must be saved in NTREIS Listings in Preferences as indicated earlier.


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6. Determine whether or not you want to use Auto-notification to search for properties for most of your Prospects. If you want to us Auto-notification, click the “Yes” button. If you want to search manually, click the “No” button.


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7. Key in the default Subject and Message that you want as your Email message when properties are sent to your Prospect. Click on the “Yes” button if you want your Email Signature included at the bottom of the email.

Note:Email Signature must be saved in NTREIS Listings in Preferences as indicated earlier.


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8. Indicate whether you want to send a link to the Client Web Site (Personalized Web site) or a link to Property Reports to most of your Prospects. If choosing Property Reports, click on the Report or Reports you will most often send.


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9. Indicate the text you want for your default Subject and Message for the email sent to notify Prospects of new recommendations made by you.


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10. If you choose to send a “Tickler Message” to your client periodically, you may edit the default message giving it a unique name and choose whether to send that message monthly, every 2 weeks, weekly or never.

Note: A Tickler Message might be a follow-up message to past Prospects asking them to keep you in mind if they or any of their contacts need your services. This message will be sent automatically to the person and you will be copied if you click on the “Client Email” and “My Email” boxes.


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11. When entering a new Prospect, you will have the option of having the searches for a Prospect “expire” in a certain number of days or never. If you click the “Expiration Message” box, you will be sent an email seven days prior to the searches expiring notifying you and allowing you to choose to not expire.


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12. Click the “Save” button to save your Prospect Default settings.

Remember: The Defaults you have saved may be changed for any Prospect you are entering into the system on an individual basis.

Keep in mind that the defaults you are saving are the settings you want to use for MOST of your Prospects.

Adding a ProspectAdding a Prospect

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To add a Prospect,

1. Place your cursor on “Prospects” on the Navigation Bar.


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2. Click on the “Add a New Prospect” selection on the drop down box.


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3. Complete the Prospect’s contact information in the fields provided including the Prospect’s email address.

If you choose to have the Prospect’s searches expired, indicate the number of days in the “Expire Prospect in” field


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4. If this entry is Contact only and you do not care to have a search attached, click on the “Save Contact Info Only” button.

5. If you are going to attach this Prospect to a search you have already built or choose to build a search for the Prospect now, click on the “Save and Continue Prospect Setup” button.


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6. If you choose to build a new search for the Prospect, click on the “Select a property type for a new search” down arrow and follow the instructions for building a new Custom Search.

If you choose to attach the Prospect to a search already built, click the “Select an existing saved search” down arrow.

Click the “Continue” Button


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7. Choose the search you wish to attach from the drop down list and click the “Continue” button.

Note: We will assume a search has been built and saved for our Prospect already.


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8. In the “Description” field, the Agent may key in a simple description of the search criteria for each search attached to the Prospect. This description will appear next to the Search Name on the Personalized Web Site and remind the Prospect and the Agent of the property criteria being searched for.

The Agent may also choose whether Reverse Prospecting will be allowed.

Click the “Continue” Button.


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9. On this screen the Agent will decide whether to accept the default search method (Auto-notification or Manual) and what kind of link will be sent to the Client (Property Report or Prospect Gateway), or the agent may change the search method or link for this specific client.



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10. On this screen the Agent can accept the default Email Subject and Message to be sent to the Prospect notifying the Prospect that new listings have been found, or change the Subject and/ or Message for this Prospect specifically.

The Agent may also choose to have their Email Signature displayed at the end of the Email if they have saved a Signature in Preferences mentioned earlier.


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11. The Agent may choose to have a history of these emails saved in the Prospect’s record if desired by clicking on the “Save Prospect Email History Yes” button.

12. The Agent may choose to send a Tickler Message by choosing the Tickler Message to send and the frequency, or choose “Never.”



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13. On this screen, the Agent may choose to “push” or send ALL listings found for this Prospect on this search to the Prospect Gateway now without seeing them, or choose to send NONE now. The Agent might want to do a Manual Search later and review the listings selecting, those to be sent.


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14. The Agent may accept the greeting default message set in Prospect Defaults or change the message for this Prospect.



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15. On this screen the Agent can accept the initial Gateway notification message or change it for this Prospect. The Agent may also copy themselves by clicking in the “Send a copy to my email” box.


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16. The Agent may choose to include their Email Signature by clicking in the “Use Signature for Email box.

17. If the Agent does not wish to send the email now, the Agent should click the “Save Prospect without sending Email” button. If the Agent chooses to send the email now, the Agent should click on the “Send Email Now” button.


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18. If the Agent chose to send the email now, a confirmation screen will display. The Agent then has the option of “Add another Search to this Prospect,” “I’m Done” or “View Client Web Site.”


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If the Agent chose “I’m Done,” the “View Prospect List” screen will display.

The Prospect has been saved in the system.

Prospect’s View of GatewayProspect’s View of Gateway

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What the Prospect will see:

The Prospect will receive an email from the Agent.

The Prospect will open the email.


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The Prospect will open the email and click on the Link to the Gateway.


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The Prospect Gateway will display on the Prospect’s Screen.The Prospect will see the branding information on the left side of the website, the Welcome Message at the top and the Search Name and description of the search below.


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To View Properties

To view the properties sent to the Prospect’s personalized website, the Prospect will Click on the Search Name.


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To View Details

To view the details about and individual property, the Prospect can click on the property address.


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The Prospect can now view each listing, and file that listing away in one of three file folders, Favorites, Possibilities or Rejects.


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To File a property in Favorites the Prospect will click on the “I like this one” link on the right side of the screen.


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This action will open a screen that confirms saving to the Favorites folder and allows the Prospect to write a message to the agent.

Click on the “Submit” button to save the property to the Favorites folder.


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To File a property in Possibilities the Prospect will click on the “Possibility” link on the right side of the screen.


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This action will open a screen that confirms saving to the Possibilities folder and allows the Prospect to write a message to the agent.

Click on the “Submit” button to save the property to the Possibilities folder.


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To File a property in Rejects the Prospect will click on the “I don’t like this one” link on the right side of the screen.


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This action will open a screen that confirms saving to the Rejects folder and allows the Prospect to write a message to the agent.

Click on the “Submit” button to save the property to the Rejects folder.


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Other Links from Property Detail Report

From the property Detail Report, a prospect may choose other links. They are:

Edit Notes: Allows the Prospect to move a property to a different folder and change the note written to the agent.

Contact Agent: Allows the Prospect to send an email to the Agent referencing the specific property being viewed.

Email to a Friend: Allows Prospect to send this property information to another email account.

Map this Property: Allows the Prospect to map this specific property in MarketLinx Mapping.

Note: The Prospect only has access to the website from the link sent by the Agent. The same website will be referenced each time properties are sent to the client.

Agent’s View of GatewayAgent’s View of Gateway

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What the Agent will see:

The Prospect will access the Prospect’s personalized web site from Tempo’s “View Prospect” Screen.


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Columns on the View Prospect screen will provide the Agent with important information. Search Last Run: This column will indicate the date and time a search was last run whether by Auto-notification or by manual search.

Last Listing Email Sent: This column will indicate the date and time the last email was sent to the client.

Last Prospect Gateway Access: This column will indicate the date and time the Prospect last accessed the Gateway.


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To see the Client Web Site, the agent will click on the icon to the right of the Client’s name.

Clicking on this Link will take the Agent to the Prospect’s personalized website.


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The Agent may click on any of the folders to see if the Prospect filed any properties in Favorites, Possibilities or Rejects and read notes written by the Prospect as indicated below.


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Favorites Folder


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Possibilities Folder


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Rejects Folder

Agent RecommendationAgent Recommendation

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Listings sent to the Gateway that the Agent feels might be of interest to the Prospect, outside of the predefined search, will be designated as “Agent Recommendations.”


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After completing a Quick or Custom Search and choosing the properties to recommend, click the “Send to Prospect” button.


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Select the appropriate Prospect and click on the link indicating whether to add the property(s) to the Client Web site or email as Property Reports.

If added to the Client Web site, the properties will appear as Agent Recommendations.


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The email screen will display the default Subject and Message from your Prospect Gateway default settings which can be changed for this Prospect, if desired.

Click the “Send Email” button.

Thank YouThank You

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Thank you for viewing NTREIS Listings’ Prospect Gateway Training Overview.

If you have questions about the functionality of the Gateway module, please call (888)440-3687 for telephone support.

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