kwls-a market center’s guide to the using the kwls

8/12/2019 KWLS-A Market Center’s Guide to the Using the KWLS

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Preface

KELLER WILLIAMS LISTING SYSTEM 1006R1– © 2006 KELLER WILLIAMS REALTY INC. ii

Notes …



Preface

KELLER WILLIAMS LISTING SYSTEM 1006R1– © 2006 KELLER WILLIAMS REALTY INC. iii

N OTICES

While Keller Williams Realty International (KWRI) has taken due care in the preparation of all

course materials, we cannot guarantee their accuracy. KWRI makes no warranties eitherexpressed or implied with regard to the information and programs presented in the course or inthis manual. If any part of this notice is unclear, please contact Keller Williams’ legaldepartment.

Copyright notice

All materials are copyright © 2006 Keller Williams Realty International.

No part of this publication and its associated materials may be reproduced or transmitted in anyform or by any means without the prior permission of Keller Williams Realty International.



Preface

KELLER WILLIAMS LISTING SYSTEM 1006R1– © 2006 KELLER WILLIAMS REALTY INC. iv

T ABLE OF C ONTENTS

GETTING S TARTED ........................................................................................1 Introduction 2

Before You Begin . . . 2 Navigation Tools 3

CHAPTER 1: CREATING A LISTING................................................................. 5 Create Your Listing 6

Open Houses 10 Virtual Tours 11 Listing Links 12 Images 12 Documents 15

Sending Listing for Approval 16 CHAPTER 2: SEARCHING FOR LISTINGS .......................................................17

Searching for a Listing 18 Publish Status 20 Editing a Listing 21

Editing the Listing Details 21 Editing the Listing Features 23

CHAPTER 3: M ARKET CENTER LISTING R EVIEW AND S TATUS CHANGE .....25 Reviewing a Listing Status 26 Approving or Denying a Listing 27

Approving a Listing 27 Denying a Listing 28



Getting Started Introduction

KELLER WILLIAMS LISTING SYSTEM 1006R1– © 2006 KELLER WILLIAMS REALTY INC. 1

KELLER W ILLIAMS L I STING SYSTEM

Getting Started

In this chapter …

[1] Introduction[2] Navigation Tools





Introduction

The Keller Williams Listing System, commonly referred to as the KWLS, is a

centralized listing database that is designed to help Keller Williams Realtyassociates market their listings online. The KWLS offers new details andfeatures. Exciting future developments of the KWLS will bring you advancedreporting capabilities, integration with the online Greensheet, and the option tosend your listing data to several real estate search websites.

Before You Begin . . .

Before you create your listing in the KWLS, be sure to have the following items

on hand:• MLS printout of the listing detail

• Listing agreement copy

• One photo of the property saved to your computer or on a disk: onlyone is required to save your listing, but it is recommended you uploadno less than six images.

TIPS AND TRICKS: Top agents average 14 images per

listing.

NOTE: If you do not

have a photo of thelisting handy, youcan initiate thelisting in the KWLSand add the photolater. You wil l NOTbe able to submi tthe listing forpublishing until thephoto is added.





Navigation Tools

Listings Menu

Click on one of the listing sections on the Listings Menu to go directly to thatpage.

Tabs

The listing features are accessible by clicking the appropriate tab from the ViewListing Information screen. When the page tab is active (displaying on thecurrent screen), the tab will appear in red. When the page tab is inactive, thetab will appear in gray.

Help Icon

Click on the Help icon to access additional instructional informationabout that screen. After clicking the Help icon, a new window will appear onyour screen containing everything you need to know to complete the page. At

the top of each Help page, you will find the section and subsection titles, which will be helpful when you have more than one page open at the sametime. Some Help pages have a Field Function Box to quickly referenceinformation for all of the available fields on each page. When you are throughusing this page, simply click the X in the upper right hand corner to close thepage.





Asterisk (*)

In the listing entry forms, an asterisk (*) next to the field box indicates that thisparticular field is a required field. You must complete the required field beforethe KWLS will allow you to save your information.

Dashboard Screen

The dashboard is the home page of the KWLS. It allows you to performsearch functions and use the sort features for quick access to the listings youneed to find.

Simply click on one of the listing headers to sort the listings by that header.



Creating a Listing Chapter 1



Chapter 1:

Creating a Listing

In this chapter …

[1] Creating Your Listing

[2] Sending Your Listing for Approval





Create Your Listing

This section of the tool allows you to create a listing record in the KWLS

using the listing details and features and lets you send the listing for approvalto publish on your Keller Williams Realty agent website. You must firstcomplete and save the Listing Details section before you will have access tothe tabs for the other listing features. Certain listing features are also requiredto be completed and saved before you can submit the listing for approval.

1. Click Create Your Listing on the Listings Menu.

The Create your listing page will appear.

2. Complete the appropriate Listing Details fields. The listing detailsprovide all relevant listing information. Please see the table belowfor detailed field descriptions.





Listing Details

Field Description Field Description

MLS* Enter the MLS number. Style Enter the style of the property.

List Price* Enter the price of the listing in numerals only—no commas.

Year Built Enter the year the property was builtin numerals only—no commas.

Listing Date Enter the date of the listingagreement by clicking the calendaricon and then clicking theappropriate date on the calendar.

Lot Size Enter the lot size of the property.

Expiry Date By default the KWLS sets theexpiration date 90 days from thelisting date. If your listingcontract is for a longer or shorterperiod, enter the correct date byclicking the calendar icon and thenclicking the appropriate date onthe calendar.

Sq. Ft Enter the total square footage of theproperty.

CurrentPrice

Enter the listing price withnumerals only; no commas

Bedrooms Enter the number of bedrooms from0-20 by clicking the drop-down listand selecting the appropriatenumber.

MAP URL If you have a link to a map of yourlisting, enter the URL here.

FullBathrooms

Enter the number of full bathrooms.

ListingStatus*

Select from the available listingstatus options.(See table on page 9 for moreinformation.)

HalfBathrooms

Enter the number of half bathrooms.

Property Type*

Select from the available propertytype options. MasterBed

Enter a description of the masterbedroom.

HouseNumber*

Enter the house number (physicaladdress street number).

Rooms Enter the number of rooms from 0-20 by clicking the drop-down list andselecting the appropriate number.

StreetName*

Enter the street name of theproperty.

DiningRooms

Enter the number of dining roomsfrom 0-20 by clicking the drop-downlist and selecting the appropriatenumber.

Apt.

Number

Enter the number of the

apartment, condo, or unit.

Living

Rooms

Enter the number of dining rooms

from 0-20 by clicking the drop-downlist and selecting the appropriatenumber.

Line 2 Enter any additional informationpertaining to the address.

Fireplaces Enter the total number of fireplacesfrom 0-20.

NOTE: Asterisk (*marks indicaterequired fields,which must becompleted before

you wil l be able tosave or submit thislisting.





Field Description Field Description

City* Enter the name of the city wherethe property is located.

Stories Enter the number of levels of thelisting. (usually 1-3)

State/Prov.* Enter the State or Province where the property is located byclicking the drop-down list andselecting the appropriatestate/province.

Car Garage Enter the total number of cars that will fit in the garage.

Zip/Postal* Enter zip/postal code of theproperty.

Basement Enter a description of the basement,if applicable.

Township Enter the name of the township where the property is located, ifapplicable.

DiningRoom

Enter a brief description of thedining room.

County Enter the name of the county where property is located, ifapplicable.

DesignDescription

Enter design features of the property.

CrossStreets

Enter the property’s cross streets. RecreationRoom

Enter a description of the recreationroom.

Subdivision Enter the name of the property’ssubdivision.

LivingRoom

Enter a description of the livingroom.

Area Enter the area of the property, ifapplicable.

Central Air Enter if this property has central air(yes/no).

Region Enter the region, if applicable. Heating Enter if this property has heating.Specify gas, electric, or an alternativeheating source.

GradeSchool Enter the name of the gradeschool for this property. InteriorFeatures Enter interior features of theproperty.

Junior HighSchool

Enter the name of the junior highschool for this property.

ExteriorFeatures

Enter exterior features of theproperty.

High School Enter the name of the highschool for this property.

Utilities Enter the type of utilities that servicethe property.

SchoolDistrict

Enter the name of the schooldistrict for this property.

WaterDistrict

Enter the name of the water district.

Description Enter a brief description of theproperty’s features.

HOA Annually

Enter the yearly home ownerassociation fee (if applicable) innumerals only; no commas

MarketCenter*

Select the name of the marketcenter by clicking on the drop-down list and selecting theappropriate MC.

Annual Taxes

Enter the annual taxes paid from theprevious year in numerals only; nocommas.





3. Click the Next button at the bottom of the screen to save yourlisting selections. Make sure the Listing was saved successfully

message displays on the screen.

The MLS Information for Agent screen will appear.

4. Click one or more of Available MLS Choices to select the MLS where you have already entered this listing, and then click the Add or Add All button. You can similarly use the Remove or Remove All button to remove the MLS from the listing or the ChangeListing Agent button to change the listing agent.

5. Enter the MLS number for the listing you are creating in theNumber field for the appropriate MLS entity, and then click the Save button.

Listing Status OptionsListing Status Definition

Active Listing is for sale. This is the default status for initial listing entry intoKWLS.

Pending Listing is pending a contract agreement.Pending Contingent Listing is pending a contract agreement that is contingent on the sale of

a buyer’s home.

Pending TakingBackups

Listing is pending a contract agreement and backup offers areconsidered.

WithdrawnListing is withdrawn and will cause the listing record in the system toexpire.

Temporarily offmarket

Listing has been taken off the market temporarily.

Transaction notclosed

Contract has not gone through to the MORE system and the listing isavailable for editing and marketing purposes.

Sold Listing property is sold.

NOTE: Only addthe applicable MLSwhere you havealready registeredthe listing. It is

important that thisinformation iscorrect.





The View Listing Information screen will appear and you willnow have access to the additional listing features accessible byclicking on the appropriate tab. The listing features need to becompleted before the listing can be saved. One listing image isrequired to be uploaded to the listing before you can submit thelisting for publishing.

Open Houses

This tab allows you to display details of an open house for a property listing.

1. Click the Open Houses tab on the View Listing Information page.

The Open Houses screen will appear.

2. Click on the calendar icon , and then select a date from the pop-up calendar, which will automatically insert into the Show date field.

3. Click the arrow on each of the Start Time hour and minute drop-down lists, and then select the hour and minutes when the openhouse will begin. The minute options are in fifteen-minuteintervals.

4. Click the arrow on each of the End Time hour and minute drop-down lists, and then select the hour and minutes when the openhouse will end. The minute options are in fifteen-minute intervals.





5. Click the Add button to add and save the details you have createdfor your open house.

Make sure that the Open house successfully added message

displays at the top of the screen and that the open house displays inthe Current Dates section.

Clicking the remove icon will delete the open house from yourlisting. Make sure the Open house successfully removed message displays at the top of the screen.

Virtual Tours

This tab allows you to add a link to a virtual tour of a property listing.

1. Click the Virtual Tours tab on the View Listing Information page.

The Virtual Tours screen will appear.

2. Enter the URL (address) of the website where your virtual tour islocated in the URL field. Remember to add the http:// or https://n front of the “www” or the link will not work.

3. Type a brief description of the virtual tour in the Description field.

4. Click the Add button to add and save the virtual tour you havecreated for your open house. Make sure that the Virtual toursuccessfully added message displays at the top of the screen andthat the open house appears in the Current Tours section.

Clicking the remove icon will delete the virtual tour from yourlisting. Make sure the Virtual tour successfully removed messagedisplays at the top of the screen.

NOTE: If you needto change the dateand/or times of theopen house, youwill first need toremove that openhouse, and thenadd a new openhouse for the listingwith the correctinformation.

NOTE: If you need

to change the URLof the virtual tour,you will firs t need toremove the virtualtour, and then add anew virtual tour forthe listing.





Listing Links

This tab allows you to add additional links for your property listing.

1. Click the Listing Links tab on the View Listing Information page.

The Listing Links screen will appear.

2. Enter the URL (address) of the website (such as a link to the localschool district website) to which you want to add a link from yourlisting in the URL field. Remember to add the http:// or https://in front of the “www” or the link will not work.

3. Type a brief description of the link in the Description field.

4. Click the Add button to add and save the listing link you havecreated. Make sure that the Listing link successfully addedmessage displays at the top of the screen and that the open housedisplays in the Current Links section.

Clicking the remove icon will delete the link from your listing.Make sure the Listing link successfully removed messagedisplays at the top of the screen.

Images

This tab allows you to add images to the property listing.

1. Click the Images tab on the View Listing Information page.

The Images screen will appear.

NOTE: If you need to

change the URL ordescription of thelisting link, you willfirst need to removethat listing link , andthen add a new linkfor the listing.

NOTE: You must

upload at least oneimage to your listingbefore you are able tosubmit the listing forpublishing. It isrecommended that aminimum of siximages are uploadedto the listing.





2. Locate the image (previously saved on your computer or on a disk),

and then click in the checkbox on the image to select the photo you want to include with your listing.

3. Click the Edit description link, type a brief description of theimage in the text box, and then click the OK button.

NOTE: Only these

image types can beinserted:"*.jpg; *.jpeg;*.jpe; *.gif; *.png; *.tif;*.tiff; *.psd". Themaximum group s ize is8 MB, so you may needto add larger- sizedimages separately. 20images total areallowed.





4. Click Upload button (located in the upper right hand of the screen)to add the image and the image description to your listing.

5.

Click the OK button after the upload process completes and theImage Uploader dialog box displays.

Make sure that the Image upload complete message displays atthe top of the screen and that the image appears in the CurrentPhotos section.

Repeat steps 2-5 to add more images to your listing.

Clicking one of the sort icons will arrange the order ofimages as they appear in your listing. Make sure the Sortingsuccessful message displays at the top of the screen.

Clicking the remove icon will delete the image from your listing.Make sure the Image successfully removed message displays atthe top of the screen.





Documents

Coming soon!





Sending Listing for Approval

After you have added the listing details and the available listing features, you

will need to send the listing for approval before it will be published on yourKeller Williams Realty agent website.

1. Click the Listing Details tab to go to that section of the ViewListing Information screen.

2. Verify that the listing information is correct, and then click theSend for Approval button, which is located at the bottom righthand of the Listings Detail page.

The listing will be reviewed by the designated approval person inyour office, who will then approve the listing or deny the listing(which will require you to edit the listing and resubmit for approval). To confirm that your listing is approved, you can always check thelisting status on the dashboard of the Search for Listings page.

TIPS AND TRICKS: If you need to edit the

listing details at any time, simply click the Editbutton on the bottom of the Listings Detail section toedit any listing information.



Searching for Listings Chapter 2



Chapter 2:Searching for Listings

In this chapter …

[1] Searching for a Listing

[2] Publish Status

[3] Editing a Listing





Searching for a Listing

The Search for Listing screen allows you to search for listings.

1. Click Search for listings on the Listings Menu.

The Search for listings dashboard page will appear.

2. Complete at least one of the Search for listings fields, and thenclick the Search button. Please see the table below for detailed fielddescriptions.

Listing Search Options

Field Description

MLS Number Enter the MLS number.

Address Enter the physical street address of the property.

Agent Name Select from the two agent name options,

and then enter the appropriate name in thecorresponding field.

Status Select from the five status options.

Your search results will display.





3. Click on the MLS number link in the MLS column todisplay the listing record.

TIPS AND TRICKS: Simply click on one of the listing headers to sort the listings by

that header.





Publish Status

You can view the publish status of the listing by the color of the flag. See the

table below for detailed descriptions for each status category.

Publish Status Options

Publish

Status

Description

Initiated This is the default setting. The record can be saved in the database, but willnot be available to the outbound feeds (eg: Trulia.com) or on the Keller Williams Realty websites. Indicates that the agent is still working on the listing. A record cannot return to this state after it has been “submitted.”

Submitted The record is complete. It will not be available to the outbound feeds or onthe websites until it is approved. When a listing is denied and resubmitted thestatus will change from denied to submitted.

Approved The record is complete and has been approved by the Market Center. It willbe available to the outbound feeds and included on Keller Williams Realty websites, when applicable and if the agent so chooses.

Denied The listing has been submitted, but denied by the Market Center with theappropriate reasons explained in the notes section.





Editing a Listing

If you need to edit one of your listings, you can easily revise the listing details

or the listing features (open house, virtual tour, listing link, or image) at anytime.

Editing the Listing Details

You can edit a listing detail and save your changes in a few simple steps.

1. Click Search for Listings on the Listing Menu.

2. Click on the link in the MLS column for the listing you want to edit.

The listing record will appear on the screen.





3. Click the Edit button located at the bottom of the listing record to editthe listing details.

The Edit Listing Detail screen will appear.

4. Edit one or more of the listing details fields, and then click the Next button located at the bottom of the screen to save your listing changes.Make sure the Listing was saved successfully message displays onthe screen.

The MLS Information for Agent screen will appear.

TIPS AND TRICKS: Click the Back button to return to the

View listing information screen.





5. Confirm the MLS information associated with the listing is correct,and then click the Save button.

If the MLS information for the listing is incorrect:

• Click one or more of Available MLS Choices to select theMLS where you have already entered this listing, and thenclick the Add or Add All button. You can similarly use theRemove or Remove All button to remove the MLS fromthe listing or the Change Listing Agent button to changethe listing agent.

• Enter the MLS number for the listing you are creating in theNumber field for the appropriate MLS entity, and thenclick the Save button.

Editing a Listing Feature

To edit a listing feature, you will need to first remove the incorrect listingfeature, and then add or upload a new listing feature.

1. Click Search for Listings on the Listing Menu.

2. Click on the link in the MLS column for the listing you want to edit.

The listing record will appear on the screen.

NOTE: Only add

the applicable MLSwhere you havealready entered thelisting. It is

important that thisinformation iscorrect.





3. Click the appropriate tab to go to that section of the listing feature onthe View Listing Information screen.

The appropriate listing feature section will appear. The image belowshows the Listing Links feature.

4. Click the remove icon to delete the feature item (open house, virtual

tour, listing link, or image) from your listing. Make sure a messagedisplays at the top of the screen indicating it was successfully removed.

Create or select a new listing feature, and then click the Add button or Upload button to add/upload and save the listing feature you havecreated. Make sure a message displays at the top of the screenindicating it was successfully added or uploaded and that the listingfeature displays in the Open Houses/Virtual Tours/ListingLinks/Current Photos section.



Market Center Listing Review and Status Change Chapter 3



Chapter 3:Market Center Listing

Review and Status

Change

In this chapter …

[1] Reviewing a Listing

[2] Approving or Denying a Listing





Reviewing a Listing Status

After an associate creates and submits a new listing, the designated Market

Center listing record approval person will review that listing record and updatethe publish status of the listing record in the KWLS.

TIPS AND TRICKS: To quickly sort the listing

records by Submitted status, click the Listing headeron the Search for Listings dashboard. All listingrecords that are ready for review will have anorange flag indicating it is in Submitted status andpending approval.

1. Click the Search for listings link on the Listing Menu.

2. Click the MLS number link in the MLS column for the appropriatelisting.

3. Compare the listing record in the KLWS with the Listing Agreementand other listing paperwork, checking for accuracy.





Approving or Denying a Listing

When you have finished reviewing the listing, you will either approve the listing

for publishing or deny it depending on the information the agent has enteredinto the KWLS.

Approving a Listing

If the listing detail information entered into the KWLS is correct and the agenthas uploaded at least one photo of the property, approve the listing forpublishing.

1. Click the Approve button located on the bottom of the View ListingInformation page. Make sure the Listing has been approved message displays at the top of the screen.

The listing is now in Approved status, and when applicable will bepublished and available for outbound listing feeds.





Denying a Listing

If the listing detail information entered into the KWLS is not correct and/orthe agent has not uploaded at least one photo of the property, deny the listingfor publishing.

1. Click the Deny button located on the bottom of the View ListingInformation page.

The Denial Comment screen will appear.

2. Enter the reasons for not approving the record in the text box, andthen click the Submit button.

Make sure the Listing has been denied message displays at the top ofthe screen and the denial comments display NOTES section on the View listing information screen.



Market Center Listing Review and Status Change Chapter