At A Glance; Records To Be Sent

November 18, 2015 — relospec

A new link has been added to the At A Glance box on the Client List page.  This new link displays the number of records for which you used the ‘Lookup from Brokers Using ReloSpec’ or the ‘Lookup HSF Affiliate’ (for exclusive use of HSF Affiliates) and yet have not used the SEND button to send the record to the other broker.

Note for HSF Affiliates: Using the SEND button is the only way you will receive credit for sending a referral to another HSF affiliate.

As a review, using the SEND button is great for the sender and the receiver.  For the sender it means that a copy of your referral will be inserted into the other broker’s database and synchronized with your own.  Any changes made to the record such as Assigned Agent, Status and other settings will update automatically in your database!  For the receiver it means not re-entering any of the client details and knowing that changes you make will automatically update the sender’s database!

This new link will be display only if you have any un-sent referrals.  Clicking the new link will filter the Client List page and display only those records that haven’t been sent.

So, what happens if you have a record that was set up to send, but you changed your mind and don’t ever want to send it?  Just select the record, click the SEND button then click the button that says, “I no longer want to send this client now or in the future”.  Clicking the button will remove the referral record from the list of un-sent records.

Posted in 411, Common Questions, Importing, New Features, Tips & Tricks. 3 Comments »

Trouble Logging In? ReloSpec is now on a Secure Server

November 10, 2015 — relospec

Earlier today the Relocation Specialist software was moved to a secure server.  This means that communications between your PC or device and the ReloSpec server are now encrypted and therefore more secure.

Though this was supposed to be a simple change, we have found some unintended consequences.  For those people who access their ReloSpec database using a Shortcut,  you may have had trouble logging in.  That is because the shortcut includes the letters “http://…” for the URL (Internet address) and the address now begins with “https://…” (note the “s”).

If your shortcut only took you to the Main Menu page and you logged in yourself you wouldn’t have noticed any difference.  That is by design.  It’s just that for those people whose shortcut included their ID/Password they would have an issue with logging in.

If your shortcut includes your ID/Password, the edit the shortcut to include the “s” and all will work again.  If you have any questions or problems, please contact a member of the ReloSpec team.

Posted in 411, Common Questions. Leave a Comment »

Introducing the ReloSpec Assistant

November 10, 2015 — relospec

Today we are introducing the ReloSpec Assistant.  It is one of our most powerful features and is available today.

The Assistant is a development tool that automates ReloSpec functions and runs 24/7.  You do not need to be logged into ReloSpec for the Assistant to be working for you.

Here is an example of how the Assistant is working for a ReloSpec customer.  From the customer’s website a client clicks a link to open a ‘landing page’.  The client fills out the online form and clicks SUBMIT.  From that point the Assistant does the following:

  • Decides which area the client is interested in and assigns the next agent in that area.  The agent receives a text message and an email.
  • The agent has 5 minutes to accept the lead.  If the agent does not accept the lead, the Assistant selects the next (2nd) agent and starts the process over.
  • The assistant waits another 5 minutes and if not accepted assigns the lead to a 3rd agent.  If the 3rd agent doesn’t respond in time the lead is assigned to the office coordinator.
  • The assistant documents each step with the new lead as well as updating the Notes for each individual agent.
  • Once the lead is accepted, another series of steps are performed such as sending emails to clients and scheduling update requests with the agent.

Think of the Assistant as your own personal assistant that is watching your database and responding when certain events are triggered.  We expect there will be a wide variety of events the Assistant will perform depending on your specific needs.

Pricing for the Assistant is $400 per year plus the time required to build your specific tasks.  The hourly rate is $140.  Though the price may appear high to some, the price should be compared with the cost of a person performing the tasks versus the Assistant being ‘on call’ 24/7.

For more information about the Assistant and what it can do for you, contact Jim Evans (jim@ReloSoftware.com)

Posted in 411, ActionPlans, AutoPilot, New Features. Leave a Comment »

Easily Change Email Addresses in AutoPilots

November 4, 2015 — relospec

Do you use an Action Plan to create AutoPilots?  And, does the Action Plan Item include, say, an Office Manager that has changed?  Sometimes you’ll have AutoPilots with the old email address and you need to replace it with a new one.  Instead of trying to remember which AutoPilots may be going to the wrong email address you can now use a handy ReloSpec feature to do it for you!

In the Settings page there is a new link: ‘Search/Replace Email Addresses in Tasks’.  Click the link and you’ll be able to enter the old address and the new address and let ReloSpec find and update each occurrence.  This works for the following:

  • Task Activity = AutoPilot
  • Task is not yet Complete
  • Searches the To:, CC: and the BCC: field
  • Works if there are multiple email addresses entered in any of the 3 fields (To:, CC: and the BCC:)

You won’t use this feature every day, but it will be a handy thing to have when you need it!

Posted in 411, AutoPilot, New Features, Tips & Tricks. 1 Comment »

Agent Performance Review and Scorecard Reports Enhanced

October 5, 2015 — relospec

Recently ReloSpec began inserting notes into Agent Notes table.  Whenever an agent is assigned using the ‘Lookup from Agents table’ link, or whenever the agent accepts or rejects one of the AutoAssign form requests or the agent is replaced by another agent a note is added for that particular agent in the Agents table.

You may view the Notes by clicking the AGENTS link on the left side of the Client List page, select an agent and scroll to the bottom of the page.  You may edit the notes by clicking the EDIT NOTES button at the bottom of the Notes grid.

Now the Agent Notes (not the Notes for referrals) are included when you view/print the ‘Scorecard – Agent’ report.  This handy report displays the referrals assigned to the agent grouped by Referral Status, the difference between the BMA and the Sale Price, other details, and now includes the notes for the agent.

In addition the ‘Scorecard – Agent Performance Review’ report has been greatly enhanced.  This report displays only the totals for a large number of categories such as Total Incoming Buyers, Total Incoming Sellers, AGRs, whether or not the agent used the “Preferred Mortgage Company” or not, the “Other Mortgage Company” used when they didn’t use the preferred and other details.  It now includes the Goals for the agent listed next to the results, and the Agent Notes have been added as well.

If you’re not already familiar with the ‘Scorecard – Agent’ and the ‘Scorecard – Agent Performance Review’ reports, check them out today.  They will be very useful the next time you need to review an individual agent’s performance.

Posted in 411, Agents Table, New Features, Reports. Leave a Comment »

Finding the Right Agent Just Got Much Easier

September 10, 2015 — relospec

Need to find an agent who works in a certain area, speaks a certain language and has the proper training?  It is now much easier to find just the right person!

ReloSpec has always had the ability to track Areas Worked, Languages and Training for individual agents.  The problem has been searching across the various tables of agent information.  Now, ReloSpec stores the data in new fields in the Agents table and allows you to search across all the fields while in the ‘Lookup from Agents table’ link!

In the AGENTS page you still have the buttons to edit any of the 3 tables (Areas Worked, Languages and Training).  The difference is that now when you click the ‘Return to Agents’ button an alphabetic list of the contents is entered into the proper read-only field in the Agents table.  This solves two problems we have had in the past; the ability to easily edit the contents of the field and the ability to quickly search across the various tables to find the correct agent.

Each time you click ‘View Languages’ you can edit the languages the agent speaks.  When you click the ‘Return to Agents’ button the languages you have chosen are entered into the corresponding Agents table field.  The same process applies to the ‘View Training’ and ‘View Areas Served’ buttons on the AGENTS page.

After you have selected an agent in the AGENTS page grid, look just below the grid to view the Areas Served, Languages and the Training for that agent.

And, the same search capabilities have been added to the ‘Lookup from Agents table’ link in the Client List page.  So now when you need to lookup the correct agent you can search across all the fields and tables for all agents!  You can even combine multiple items within a search field.  Say you need someone that works in either “Bellevue” or in “Papillion”.  Just enter “Bellevue or Papillion” in the Areas Worked field and it will find agents who work in either place.  You may also use the word “and” in the same field so you could enter, for example, “Bellevue and Papillion” and it would find the agent (or agents) who works in both.

These new features are in your ReloSpec database today.  For those who have already been using the Areas Worked, Languages and Training tables all the data is still there.  As of today however, getting the records from the 3 tables into the new Agents table fields is done for each agent individually which is a tedious process.  Within the next few days watch for a new button to be added to the SETTINGS page that will perform that function for you for all agents.

If you’re just getting started with the Areas Worked, Languages and Training tables, start by going to the SETTINGS page, click the button for ‘Agents: Areas Worked’ and enter the various work areas for your area.  This will create the list of areas to be used while in the Agents table.  The same goes for ‘Agents: Languages Spoken’ and ‘Agents: Training Classes’, also found in the SETTINGS page.

Posted in 411, Agents Table, New Features, Tips & Tricks. Leave a Comment »

Popular Webinar: New AP Button and Synchronized Records

September 3, 2015 — relospec

We had such a great response to the first webinar we did last week, we’re going to repeat it for those who missed out.  Please join us next Tuesday, September 8th!  The webinar will cover two very important topics; the new AP button and the synchronizing of records between ReloSpec databases.

Action Plans have been proven to save tons of time when managing records in your Client List.  Recently the AP button was added to the grid and the Action Plans feature has been enhanced.  The webinar will help you understand how to setup and use this time-saving feature.

There has been much discussion lately on synchronizing records between ReloSpec users.  People avoid re-entering data and they receive updates automatically from broker to broker referrals.  During the webinar we’ll discuss this new feature and how to make it work for you.

The webinar is next Tuesday at 10:00AM Central.  Click here to register for the webinar.

Posted in 411, ActionPlans, Importing, New Features. Leave a Comment »

New Form: AutoAssign7

September 1, 2015 — relospec

Do you need to send an assignment to the agent and show the Referral Fee 1 Percent and the amount of increase for the agent?  Use the AutoAssign7 form to do this.

Let’s say you want to show the agent that the Referral Fee Percent is 30% and there will be an increase of $100 up-charged to the agent.  Enter “.30” in the Referral Fee 1 Percent field in the Closing Page and enter “100” in the Referral Fee 3 Amount field.  When you open/send the AutoAssign7 form they will be formatted properly and display as “30% plus $100”.

There are many versions of the AutoAssign forms.  Open the FORMS page, click the ‘All Forms’ radio button and review to see which are best for your needs.

Posted in 411, Forms, Tips & Tricks. 1 Comment »

New USAA Forms Available

August 31, 2015 — relospec

This announcement is for ReloSpec customers who are members of Cartus.

Effective today there are two newly updated USAA forms which reflect the change to the USAA Real Estate Rewards program.  The two new ReloSpec forms are the ‘USAA Welcome Letter’ and the ‘USAA Thank You Letter’.  These two forms include the wording suggested by Cartus.

Be aware that the previous form names ‘USAA 1st Letter to Member’, ‘USAA 3 Mo Letter to Member’ and ‘USAA 3 Wk Letter to Member’ have been revised and are still available in ReloSpec.  The ‘USAA 1st Letter to Member’ and the ‘USAA Thank you letter’ are the same form.  Many already have the older forms in their Action Plans and will not need to update your Action Plan settings to use the newly updated forms.

The new Cartus forms are worded so as to apply to both buyer and sellers which is why there are not two versions of the Welcome and Thank You letters.

Posted in 411, ActionPlans, AutoPilot, Cartus. Leave a Comment »

Is Your Contact’s W-9 On File?

August 28, 2015 — relospec

When it is important to know whether or not you have a Contact’s W-9 form on file, you may now track that in the Contacts table.  From the Client List page click the CONTACTS link on the left side of the page.  Browse to the record you want and click the pencil to edit.  There is now a YES/NO field labeled “W-9 on file?” where you may enter the setting.

What is nice is that when you select that record in the Client List page by using the ‘Lookup by Firm Name’ link the W-9 setting is also inserted into the referral record.  So, when you click the CLOSING INFO link you’ll see in the upper-right of the page whether or not you already have the W-9 for that Contact.

As a bonus, for those of you using the Images option, you may upload a copy of the W-9 and store it with the images for that Contact.  You’ll always have a copy of the W-9 whenever you need to reference it!

Posted in 411, New Features, Referral List Page. Leave a Comment »
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