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Matrix Client Communications Matrix User
August 2013
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Matrix is a valuable mobile tool that provides you useful information to share with your clients including Search Results, CMAs, Directions to showings and Reports. Contacts The “Contacts” page in the “My Matrix” tab allows you to access all of your contacts’ information including saved searches, CMAs, email history, contact carts, portals and listings chosen as favorites or possibilities. Adding Contact Information
Access your Contacts via the “My Matrix” > “Contacts” tab. Click the “Add” link at the bottom left of the page. Enter the client’s data in the Personal Information box. NOTE: The required fields are
highlighted in yellow – First Name, Last Name and Email Address.
Editing Contact Information
Access your Contacts via the “My Matrix” > “Contacts” tab. Click on a name to open the Contact information. Click “Edit Contact” to open the
Personal Information box. Make changes to the Contact and click “Save”.
Portal Settings The Portal in Matrix is a great communication tool that helps you and your clients collect favorite listings. After you save your client as a contact, every listing you email them will appear and they can view details about each property, access the listing photos and use the advanced map tool to see the street and aerial views of the area. They can also organize the listings or discard the ones that don’t meet their needs. Before sending your client data via Matrix, an agent should set up the look of the Portal.
Creating Headers/Footers
The Header/Footer feature allows you to personalize your portal and various print reports. The Header displays selected information at the top of the pages and the Footer allows you to display information at the bottom.
Matrix offers template packages that you can use to format your information. You can also upload a custom header/footer that you have created. Note: Not all packages have the Footer templates.
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Create Header/Footer using a template:
• Hover over the the “My Matrix” tab and click “Settings”
• Click “Header & Footer” under the “My Information” link.
• Select one of the available
background/layout templates and click “Preview”
• Upload your photo by clicking on
the “Browse” button to choose the file to upload
• Change foreground or
background color • Click “Save” to save your
Header/Footer
Important Note: You must manually change your header if you switch offices; your office information will not update automatically in the header settings.
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Creating Headers/Footers (cont.)
Upload a custom Header/Footer
• Hover over the the “My Matrix” tab and click “Settings”
• Click “Header & Footer” under the “My Information” link.
• Select “Upload custom header/footer images” and then click “Upload Images”
• Upload your images for the Header, Footer,
Print Header, and Print Footer by clicking the “Browse” button from each section
Notes: 1. Each Header/Footer section has a required
image size.
2. Images larger than these sizes are not accepted due to graphic corruption when scaling the image to the appropriate size.
3. Images smaller will be left justified, centered vertically and padded with a white border.
4. Images can be saved as any image format including bmp, gif, jpeg or jpg formats
5. Images for the Header/Footer (display viewing) should be visually web friendly as they will be viewed by clients in a web browser.
• Click “Save” to save your custom images
The required image sizes for each Header/Footer type are listed below the image upload area in each section.
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Email Listing Using the Portal Creating A Search Hover over the "Search" tab and
select a search screen. Certain fields are auto-filled by
default to assist in making the search quicker. Status and Sub Primary Type are selected.
Select the fields and options that you
want as criteria for the Search. Click “Results”
After running your search, select the listings you want to email and then click the “Email” from the floating tool bar.
Fill in your client’s name, subject line, and any email message you may have. Click “Send”.
Your clients will receive an email with a link to access their portal. To fill in your client’s name, you can either manually enter the information or click on the “To:” button. This will bring up a window where you can search and find your client’s information and auto-fill the email address from the client’s record.
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Auto Emails Using the Portal
Creating An Auto Email
After creating a search, click “Save”from the floating toolbar.
Click “New Auto Email”. Complete the “Save a New Auto Email” Page Choose a contact, or enter a new
contact. Type a subject line that will
describe this email to your client. A default email message will be sent to
your client, if you leave the Message box blank. Or you can type in your own message
Choose to enable “Concierge”
Mode if you wish to view the listings before they are sent to your client.
OR Choose the frequency and time frame the emails will be sent to your client using the “Schedule”. Click “Save
IMPORTANT: Your contact’s portal is DIRECTLY LINKED to their email address. If you change their email address, their portal will be deleted and a new portal will be created. Alternatively, add a 2nd email address in the “CC” field of the search or under their contact information.
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Additional Reports Sent Via Matrix Emailing Property Directions
The “Directions” button on the floating toolbar allows you to create and send customized driving directions for up to 20 listings at once. You can create custom stops, rearrange the order, and then choose from four different reports to print or send to a client.
On your search results screen,
check the listings to include. Click “Directions” under the
“Actions” option in the floating toolbar.
Your selected listings will be numbered
on the map and as thumbnail images. Click “Email” to send the
Directions to your client. Enter the Contact information,
Subject and Email Body. Click “Send”
Emailing A CMA CMA Wizard
• Create the CMA and click the “Finish” tab. • Click “Email CMA” • Enter the Contact information,
Subject and Email Body. • Click “Send”
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Emailing CMA (Cont) Quick CMA
• On your search results screen, check the listings to use as Comparables. • Click “Print” under the “Actions” option in the floating toolbar.
• Click “Quick CMA” from the list of reports.
• Click “Email PDF”
• Enter the Contact information, Subject and Email Body.
• Click “Send”. Emailing Statistics Create the desired report from the “Stats” function. Click the Email icon Enter the Contact information, Subject and Email Body. Click “Send”
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Tracking Sent Emails from Matrix
Tracking Emails Hover over the “My Matrix” tab and click
“Sent Emails”. From this screen, you can track sent emails by date sent, receipient, type, subject or the date the email was
viewed. Click the link under the “Contents” column to access the listings sent in the email. Tracking Auto Emails Hover over the “My Matrix” tab and click
“Auto Email”.
The Auto Email page on the “My Matrix” tab allows to you to track listings, view your client’s portal activity, and the statuses of your Auto Email searches.
Status of an Auto-Email:
• Green Circle with White Check: Active, client is working with the Auto Email on their Portal.
• White/Green Circle: Inactive. Your client must click the link in the initial email notification to activate the Portal.
NOTE: If they cannot find the email, click the Subject line of the Auto Email and click “Resend Welcome”.
• Red: Disabled. To reactivate, click “Settings”, and click “Enable”. If disabled by your client, they have unsubscribed to your Auto-Notification. Contact them by phone for details.
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Accessing Your Client’s Portal
The Portal is a repository for information shared between you and your client. It’s a central location that organized Auto Searches, Reports, and Selected Listings in a way that helps your client better manage each of them going forward.
The Portal also allows your client to create, and save their own Custom Searches. It’s a communication tool that, through email or listing notes, connects you with your client whenever additional property information is required.
And, finally, because the Portal is dynamic, your client will always be viewing live, up-to-the-minute data. So, whether there’s been a change in Listing Price, or perhaps, and updated public remark, your client will see it all in real-time.
Tracking Portal Activity Hover over the “My Matrix” tab, click “Contacts” then click the Contact’s Name. Icons will appear on the header of your contact page after you or your client have organized a portal.
Links will appear under the icons representing the number of listings in each category.
Click on one of the numbers to view the listings organized into “Favorites,” “Possibilities,” or “Discarded.” Note: If you organized the listings in Matrix, there will be a short lag time before the links appear.
For example, if you clicked on a number under the “Favorites” icon, a list of all of the listings categorized in that section will appear.
Click on one of the numbers to view the listings organized into one of these categories: “Favorites”
“Possibilities”
“Discarded”
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Accessing and Organizing Listings in Your Client’s Portal Hover over the the “My Matrix” tab
and then click on “Contacts”.
Click the Contact’s Name.
Click on “Open Portal”.
NOTE: The Portal will open in a pop up window. Portal Home Page
Portal Header: Displays contact information, agent photo or a business logo.
Portal Information: Displays your contact information.
• Portal Greeting: Create a greeting for all your clients to see on the Home Page of their Portal.
• Slideshow: the slideshow will rotate through the properties that have been marked Favorites. If no
properties have been marked as Favorites, then the Possibilities will display. If no properties have been
selected, the slideshow will not appear.
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Direct Emails and Reports: Properties and Reports directly emailed to your client will appear in this box.
This will include CMA’s, Driving Directions, Selected Listings, Stats or Custom Reports.
Recent Notes: Displays the 10 most recent Notes to, and from, your client for up to 10 listings. Listings wit
Unread Notes will appear with an asterisk in the icon.
Selected Properties: Properties that have been marked by either you or your clients as a “Favorite”,
“Possibilities”, or “Discard” will display a count. Click on the link and only those listings will appear in the list
and on the map.
• My Searches: Displays a list of custom saved search your client has created to the Portal. Click the link to
view the results.
• Auto Searches: This list displays searches automatically emailed to you when new listings that meet your
client’s criteria appear on the system. Click the link to view the results.
Properties: This will take your client to the list of properties you have sent to them, either through “Direct
Email” or “Auto Searches”. They will also be able to crate and save their own search which will display on
the Home Page.
Help: This will take your client to the “Welcome to The Portal” message with a link to a website with video tutorials or a quick start guide (pdf) on how to use the Portal.
TIP: You can adjust your client’s portal display and help your client categorize listings into “Favorites” or “Possibilities.”
You and your client can leave notes for each other. Either ask questions or make comments about the property. Each note will have the author and a time/date stamp to show who wrote it and when.