ReloSpec FORMS and Favorite Forms

August 17, 2015 — relospec

It is now much easier to add a FORM to your list of ‘Favorites’.  As you know when you click the FORMS link on the Client List page the Forms page is opened and the ‘Favorites’ radio button is selected at the top of the page.  In the past the only way to add a form to the list of ‘Favorites’ was to close the page, return to the Main Menu, click Settings, Favorite Forms then add the one(s) you wanted.

Now, to add a form to the list of Favorites, click the ‘All Forms’ radio button and click the green ‘Add to Favorites’ button in the right column.  That form is instantly added to your list.  Quick and easy!

A few of our ReloSpec customers were not able to view the form names in the FORMS page this morning due to the programming for that page taking a little longer than expected to complete.  All should be working properly now.

Watch for this same feature to be added to the REPORTS page soon.

Posted in 411, Forms, New Features. 1 Comment »

At A Glance… is Improved; New Quick Reference Guide

August 14, 2015 — relospec

The ‘At A Glance…‘ box in the Client List page has been greatly improved.  This handy tool has been a great way to know how things are going in your database, well, at a glance.  Are you using it?  Do you check it often?

Now, the At A Glance… box has the following updates:

  • Responses    The Responses link shows the number of responses from agents and contacts that are in the Responses page.  The change is that if 1 or more of those responses is marked ‘Urgent’ by the sender, the link will have a yellow background.  This is meant to call your attention to the urgent responses.
  • AutoPilots with Missing Info    This link will display the number of AutoPilots that are missing the Email Address or the Form Name for the logged in user (not all people in your office).  Clicking the link will open and display the errant emails.  When the number of AutoPilots with missing info is > 0 the background will be red.
  • Agent Assignments Past Due    For agent assignments sent using the AutoPilot and which have ‘Response Required’ = YES, ReloSpec creates a new Task with the Activity = “Response”.  And in the Users table, each user may set the number of minutes that you’ll wait for the response to be past due.  When the responses become past due the number of them will be displayed in this link, and if the number past due is > 0 the background color will change to red.  (In this case, ReloSpec assumes you are using the ‘AutoAssign’ form sent by AutoPilot.)
  • Updates Past Due    This new link will track the number of update requests that are past due, as determined by the user in the Users table setting.  This setting is in terms of hours, so if you want to give your agents 2 days to respond to your request, you’ll enter 48 in the Users table field for Updates Past Due.  When there are > 0 updates past due, the background color will change to red.  (In this case, ReloSpec assumes you are using the ‘AutoUpdate’ form sent by AutoPilot.)

 

Also new this week is the ‘Quick Reference Guide’.  This handy reference is available by clicking the ‘Quick Reference’ link in the upper-left corner of the Client List page.  Simply click the topic you want and you’ll see handy step-by-step instructions.

Posted in 411, AutoPilot, Referral List Page, Tips & Tricks. 1 Comment »

Synchronized Records Enhanced

July 24, 2015 — relospec

Earlier this week we announced the Synchronized Records feature and the responses have been great!  Now you can search for ‘Brokers Using ReloSpec’ and use the SEND button to insert the record into the other database.  But, even better, the two records are synchronized so that when the agent is assigned, then you and the Referring Agent will know about it.  When the Status changes or when there are changes to the Transaction Address, Est Close Date, Est Sale Price, Close Date or the Sale Price your record will be updated automatically.

Another new, related feature has been added to the Client List page.  Below the grid you’ll see the status of the record with regard to synchronizing with another database.  One of three messages will appear.  They are:

This record has not been synched with another database

-or-

This record HAS NOT YET BEEN SYNCHED with the database: [DATABASE NAME]

-or-

This record has been synched with the database: [DATABASE NAME]

So, by checking the ‘Synch Status’ below the grid, or as displayed in the General Information section after clicking the pencil to edit, you’ll know whether the record has been sent to another database.  In addition once the record has been sent ReloSpec will insert a Note so you’ll know the Date/Time it was sent!

 

Be Sure To Update Your ‘Brokers Using ReloSpec’ Page

In order for other brokers to find you, the ‘Brokers Using ReloSpec’ page must be updated.  You are responsible for entering the Cities you serve in the page.  From the Main Menu page, click SETTINGS, then click the link for ‘Brokers Using ReloSpec’.  Enter your information there so other brokers can find you!

After Selecting the Other Broker, Use the SEND Button

Once you have used the ‘Brokers Using ReloSpec’ from the Client List page, be sure to click the SEND button to actually send it.  ReloSpec won’t send the record until you are ready.  Once you click the SEND button the other broker’s database name will appear in the page.  Just click the SEND button and the record will be sent.

Training is available

To register for the 30-minute Web Seminar on using the SEND button next Monday at 2:00PM Central time, click here

To view the Training Video on ‘Editing your Brokers Using ReloSpec’ page, click here

To view the Training Video on how to use the ‘Brokers Using ReloSpec’ page, click here

To view the Training Video on ‘How to Use the SEND Button’, click here

Though not mentioned in this article, to register for the 30-minute Web Seminar on using the new AP (Action Plans) button next Monday at 1:00PM Central time, click here

 

Posted in 411, ActionPlans, AutoPilot, New Features, Referral List Page, Training. 3 Comments »

‘Brokers Using ReloSpec’ and Synchronized Records

July 21, 2015 — relospec

Relocation Specialist (ReloSpec) has grown in many ways. Today there are more brokers using ReloSpec than ever before with more than 100 added in the last six months! With so many brokers using ReloSpec it is likely that your outgoing broker to broker referral is going to another ReloSpec user.

Today we are announcing a powerful new feature that synchronizes your outbound referral with the corresponding record in the “target” database. The target database is the ReloSpec database to which you are sending your outbound referral. This new feature is a free upgrade for all ReloSpec databases.

How does this work?

Let’s say you have an outgoing referral. When selecting the Contact (the broker to send the referral to) you would use the ‘Brokers Using ReloSpec’. In the Contact section of the ADD NEW RECORD page click the ‘Brokers Using ReloSpec’ link. Enter the fields that help identify the target broker such as the 2-letter abbreviation for the State and the City in the Cities Served field. Click the APPLY FILTER button to display the brokers meeting your search criteria. Select the broker you want to use and click the button at the top of the page. The target broker’s information is inserted into your record. More importantly the database name of the broker is also entered into the record so that when you click the SEND button the target database name is automatically entered and the two databases are synchronized!

Now, when the target broker updates the Assigned Agent information, your database is automatically updated with all the agent information and you and your Referring Agent get an email with the Assigned Agent information. When the Status is updated you receive an email notification. In addition, whenever any of the following fields are updated in the target database, the corresponding fields in your database are updated: Transaction Address, Estimated Close Date, Estimated Sale Price, Actual Close Date and Sale Price.

What about the Notes?

Soon, any ‘Public’ Notes that are added by the target database will automatically be inserted into your Responses table where you may review them. Whether a Quick Note or regular note you’ll know what’s happening with that referral. Plus, when the Assigned Agent responds to an update request and the other user is processing those responses ReloSpec will automatically insert a copy of the response at the time you process them. This gives you a chance to view and edit the response before it is moved to your Notes table and is inserted into the target Responses page.

Advantages for the SENDING Broker

  1. When used with the ‘Brokers Using ReloSpec’ page the other broker’s ReloSpec Database ID is automatically stored in your outgoing record.
  2. When you use the SEND button the target database ID is automatically inserted into the Send page. Just click SEND and a copy of your record is inserted into the other (target) database.
  3. When the target database has selected the Assigned Agent, your database is updated automatically and you and the Referring Agent receive an email with the Agent contact info.
  4. When other fields in the target database are updated, the corresponding fields in your database are updated.
  5. When (Public) notes are added to the Notes table in the target database, the same note is inserted into your Responses page.

Advantages to the RECEIVING (Target) Broker

  1. You receive the Incoming referral to your Import table. (Nothing to re-enter into your database!)
  2. When you assign the Agent to the referral, you automatically update the Assigned Agent fields in the Sender’s record. You don’t have to take a separate step to let them know the details.
  3. When you receive updates from the Assigned Agent in your Responses page, ReloSpec will look to see if the record is synchronized and if it is, then when you ‘process’ the record in your Responses page ReloSpec will send a copy of the comments to the Responses page in the Sender’s database.
  4. Quick Notes and regular Notes that are ‘Public’ will automatically be inserted into the Responses page of the Sender’s database so they can review them when processed will be inserted into their Notes.

What should I do now?

How does all this happen? It begins with you having accurate information in the Brokers Using ReloSpec table. From the Main Menu page click SETTINGS, then click the ‘Brokers Using ReloSpec’ button at the bottom of the first column. If you database does not yet have an entry the ADD NEW page will open and allow you to enter your information. Enter your information in each of the fields. NOTE: The ‘Cities Served’ field is VERY important. That is where you’ll enter all the cities you service. Think in terms of another broker looking for someone who works in the various cities in your area. You want them to find you! So, enter all the cities if they’re not already there. It is best to separate the Cities Served by a semicolon and a space.

You may have as many records in the Brokers Using ReloSpec page as you like. Some people like to group the Cities Served into different records while others put them all into one record. Either way will work.

Very Important!

In order for this to work you must use the SEND button to send your outgoing referral to the other broker using ReloSpec. That is how the two databases get synchronized for that one record. And, using the ‘Brokers Using ReloSpec’ link to find and select the target broker is the easiest way to get the target database name into your record.

So, BE SURE you have updated your ‘Brokers Using ReloSpec’ page in Settings.

Training is available

To register for the 30-minute Web Seminar on using the SEND button next Monday at 2:00PM Central time, click here

To view the Training Video on ‘Editing your Brokers Using ReloSpec’ page click here

To view the Training Video on how to use the ‘Brokers Using ReloSpec’ page click here

To view the Training Video on ‘How to Use the SEND Button’ click here

Though not mentioned in this article, to register for the 30-minute Web Seminar on using the new AP (Action Plans) button next Monday at 1:00PM Central time, click here

Posted in 411, New Features, Products, Tips & Tricks, Training. Leave a Comment »

New Special Training Seminars Available

June 12, 2015 — Happybodyfood

Over the next couple weeks there are four (4) new Training Seminars that are available.  Next Monday (June 15th) there are two seminars; one at 10:00AM Central time and another noon Central time.  The two seminars are as follows:

  • Reporting – Easy and Fast ways to run reports (at 10:00AM Central)
  • The New Face of ReloSpec – A Review of the Many New Features (at noon Central)

Then, on Monday, June 22nd the two seminars will be repeated.  These are 30-minute seminars, and are free.  Simply click here to register for the seminar(s) of your choice.

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

Friday Update: Color Codes, Ref Submit, Action Plans & AP button

June 5, 2015 — Happybodyfood

Welcome to another Friday update, where we highlight a few of the recent upgrades to ReloSpec.

First, a quick fix for the Color Codes on the Tickler page.  Some time ago we expanded the number of available Color Codes for the Client List page, but somehow neglected to make the same expansion to the Tickler page.  That has been fixed.  Now whatever colors are selected (if any) in the Client List page will be reflected on the Tickler page.

Second, an enhancement to the Referral Submit page.  When a new referral is submitted the default for the Referral Status is “Active”.  That’s just one less step to do when processing new referrals.

Third: Action Plans.  Much work has been done with Action Plans lately.  Here is the description we used in a blog last March:

[Action Plans] assign pre-recorded tasks quickly to your referral, and free up hours of your time. For example, let’s say each time you add a new ‘In-Buy’ there are certain tasks you commonly do such as send the AutoAssign form to the agent and schedule your update requests. As soon as ReloSpec sees you have added the new ‘In-Buy’ record it will prompt you to ask if you want to add the tasks from the Action Plan. Click YES and it’s done automatically.

We also introduced the ‘Add Sample Action Plans’ button to the Settings page which allows you to quickly add whatever standard Action Plans you may be missing in your database.  Today we’re announcing two additional items that are part of the standard Action Plans.  They are ‘In-Buy / Active’ and ‘In-List / Active’.  Clicking the ‘Add Sample Action Plans’ will add these two new ones to your Action Plans table making them available for use under those specific situations (ie. Type = “In-Buy” and Status = “Active”).  Clicking the button will not duplicate what is already there.  When you click the button ReloSpec checks to see if you already have the Action Plan and if you do it skips to the next one.  If you don’t it will add it.  Action to take: From the Main Menu, click Settings, click ‘Add Sample Action Plans’

Last (for today) is the new AP button that appears on the Client List page in the ‘Quick’ column.  We have had the ‘Quick Notes’ button there for a long time which allows you to quickly add a formatted note for the selected referral.  Now below the ‘N’ there is another button with “AP” on it, which stands for Action Plan.  When you click the button, ReloSpec will look at the Referral Type and Status for the selected record and display the corresponding Action Plan for the record.  For example, if you have a record where the Type = “In-Buy” and the Status = “Active” then that Action Plan is displayed.  Just click the ‘Click here to COPY…’ button and the Action Plan Items are added to the record.

The new AP button is a great way to add quickly the Action Plan Items from Action Plans matching the Type and Status for your record.

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

New: Referral Submit Form for INCOMING

May 14, 2015 — Happybodyfood

The Referral Submit Form has been a great way for agents and others to submit leads directly to ReloSpec for Outgoing referrals.  Once the person completing the form clicks SUBMIT, a new record is inserted into the ReloSpec Import table and the Relocation Director receives an email letting them know the lead is there.  (To receive the email notice, add a new user in your Settings, Users table name “Referral Submit Form” and add  your email address in the Email field.  You may have multiple email addresses if you separate them with a semicolon.)

Many ReloSpec users include a link in their email signature that says something like “I Love Referrals” or “Send Me Your Referrals” and when someone clicks the link the Referral Submit Form opens.  The person completes the online form and clicks SUBMIT.  And others have included a link on their website so that when an agent clicks the link the form opens.

Now, there is a slightly different version of the Referral Submit Form for Incoming referrals.  The name of the form is ‘Referral Submit Form-Incoming’.  The primary differences with this new page are the  choices in the droplist for Referral Type, which is limited to “Incoming Buyer”, “Incoming Listing” or “Registered Customer”, as well as some field label changes.

If you need any help with creating a link to either of the Referral Submit forms or putting a link in your Email Signature or on your website, contact Sue Farley (Sue@prosws.com).

 

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

We have some catching up to do…

May 6, 2015 — Happybodyfood

There are a number of things that have been added in the last few weeks. Below are a few items listed by subject.

New Forms
Client Follow-up 10
We have had the Client Follow-up letters before, but this new form is oriented to the seller and has slightly different language than the ‘Client Follow-up 9’ form. It is used to check back with the client to confirm all is okay.
Outgoing Information Sheet-G
This new form does not include the Referral Fee Percent and is similar to ‘Outgoing Information Sheet-E’, except it does not include the Notes.

AutoAssign forms Now Update the AgentsNotes table
As you know when we send the ‘AutoAssign’ form to the agent can say YES I accept or NO I don’t accept. There are two important changes in the AutoAssign form, soon to be in all the other ‘AutoAssign…’ forms. If the agent clicks NO there is a drop list of choices for why the agent is saying NO and the agent must select one of the choices. They can no longer just say ‘no’ without a reason.

The other change is that when the resulting Response record is processed, in addition to inserting the response into the Notes table for the referral it also inserts the response along with reason why they said ‘no’ into the AgentsNotes table.

Yes, there is a separate table that stores notes just for a particular agent. Whenever the agent is assigned to a referral in Client List page or they respond using a ReloSpec form, a record of it is inserted into the AgentsNotes table. And those notes will soon be added to the Scorecard-Agents reports. So, when the agents complain about not getting referrals you can review with them their recent past of attempts to make assignments and the results. These agent’s notes are totally separate from the notes for the referrals.

And Speaking of Agents Notes…
Did you know that you can keep separate notes for individual agents?  Yes!  In addition to having ReloSpec add notes on assignments automatically, you can add as many notes as often as needed.  Open the Agents table, click the EDIT NOTES button at the bottom of the page and add whatever is needed.

Posted in 411, Forms, New Features. Leave a Comment »

Enhanced Broker Center Access

April 16, 2015 — Happybodyfood

For those ReloSpec users who have the Broker Center Copy/Paste feature, the process of opening the ‘post’ page just got much easier!  Broker Center is the Cendant Mobility database used by Cartus members to track referrals.  The ReloSpec ‘Copy/Paste’ feature provides the ReloSpec user the ability to copy records from Broker Center and paste them directly into their ReloSpec database.  No more re-entering data!

In the past, when the user clicked the ‘Broker Center’ button you had to login separately to the page where you paste the record.  That step has been eliminated.  Now, just click the button and you’re ready to paste the Broker Center record!

Plus, when the record is pasted into your ReloSpec database, the MgrConsultant’s name will be automatically inserted into the new record.  There are additional automatic features that, while not new today, they may be used to automatically change Cartus’ Referral Type and Referral Status to the settings you prefer.  Those are setup in the Settings, Referral Types page under ‘Alternate Referral Type’ and in the Settings, Referral Status page under ‘Alternate Referral Status’.

Now, getting records from Broker Center is quicker and easier!

If you are using Broker Center and would like to try out the improved copy/paste feature for free for 30 days let us know.  The beginning rate is $690/year which enables all your ReloSpec users to access the feature (not $690/user) and for a limited time we are waiving the $390 setup fee!  Send an email request to info@prosws.com and we’ll get you setup.

Posted in 411, Broker Center Import Feature, Cartus. Leave a Comment »

Need to Know if an Agent Hasn’t Responded?

April 14, 2015 — Happybodyfood

The ‘At A Glance’ dashboard has been enhanced and now displays the number of records where the agent hasn’t responded within your set time.  Let’s say that when you email an assignment to an agent using one of the AutoAssign pages, you want to know if the agent hasn’t responded within, say, 60 minutes.  Now, ReloSpec will let you know!

From the Main Menu, click Settings, Users, select a user name and click the pencil.  In the new field labeled ‘Agent Past Due Time Limit’ enter the number 60, or whatever number of minutes you want, and click UPDATE CURRENT RECORD.

Now, whenever you refresh/update the Clients List page, ReloSpec will check to see if any of your Responses you’re waiting on exceed the time limit.  If they do, they will be included in the count.  And, when you click the new At a Glance… link the Tickler page will open and you’ll see which records are included.  In this case it is filtering for any Task (To Do) record where the Activity = “Response”, and the MgrConsultant is the you, and the form that was sent was one of the AutoAssign forms and the time limit has been exceeded.

You can even select the record in the Tickler page list, leave the page open, return to the Clients List page and click the ‘Quick’ navigation button and have that record instantly selected in the grid.  You can click the pencil and change the agent or re-send the request or whatever is required.

When it is essential that the agent respond within a certain number of minutes, this new feature will display the records that require your attention.

 

Posted in 411, New Features, Tickler, Tips & Tricks. Leave a Comment »
« Older posts
Newer posts »