Getting the most from your ReloSpec: NEEDS ANALYSIS FORM

November 10, 2016 — relospec

Many of you are using the Referral Submit Form to allow your agents and contacts to submit new referrals directly into your database.  The agent clicks a link on your company website or from your ReloSpec Email Signature, completes the online form and clicks SUBMIT.  ReloSpec accepts the referral into your Import table and sends an email to let you know it is there.

Now there is a special Referral Submit form your clients may use to submit their own referral.  It is the Referral Submit Form – Needs Analysis and is listed in your FORMS page.  There are some significant differences with this new form.

  1. When you email the Needs Analysis form to the client it comes in the form of a personal letter and contains your ReloSpec Email Signature.
  2. You may specify your own Body Of Letter to be included with the letter if the brief instruction is not enough.
  3. If sending it manually, you may add your own text that will appear at the top of the email.
  4. The email letter contains a link that when clicked will open the Needs Analysis form for the client to submit.
  5. When it is submitted ReloSpec will send a notification email to the address for the “Referral Submit Form” user in your Users table.

There are many fields in the Needs Analysis form that are not found in ReloSpec.  For those items that don’t already have a field, a brief description and the client’s input is added to the Client Comments field and would be included in the Agent Assignment and other ReloSpec forms sent to agents and contacts.

We hope you find this new tool valuable and helps you get the most from your ReloSpec.

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

Getting the most from your ReloSpec: EXPRESS LINKS

November 3, 2016 — relospec

We often hear ReloSpec users say, “I know it could do more for me, but I don’t have the time to learn how”.  Use the Express links on the Main Menu page and let ReloSpec do things automatically!

The greatest advantage to using the Express ‘Incoming’ or ‘Outgoing’ referral form is that you choose the Action Plan before clicking SUBMIT and ReloSpec does the rest!  It selects the Tasks to be done and if they’re due today it automatically sends the AutoPilots!  Just fill out the form, select the Action Plan and SUBMIT.  Easy and FAST!

Plus, the Express links include a list of AutoPilots due to go out, and a list of Responses coming in.  Want it more automatic?  Let a member of the ReloSpec Team know you want your AutoPilots sent for you.  We’ll add your name to the list of people whose AutoPilots get sent each morning.  You don’t even need to login!

And, for Responses, if you want, you can have all your responses go automatically to the Notes table.  Then, when you select a record in the Client List page you’ll see ALL notes and not have to also check to see if there is an update waiting in the Responses table.  You can turn this feature on or off in the Settings, Users page.

Get more done in less time with the Express links!

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

Getting the most from your ReloSpec: REFERRAL SUBMIT FORM

October 25, 2016 — relospec

This is the first in a series of blogs designed to help you get the most out of your Relocation Specialist (ReloSpec) software.  Today we’re looking at the Referral Submit Form.

This handy form can make life easier for you in so many ways!  Why re-enter new referral records when they can be submitted to you by someone else?  The following are a few ways that the Referral Submit Form may be used:

  1. Want to have others like contacts and agents submit referrals to you?  Include a link to the online form in your Email Signature.  This can be setup with just a few clicks.  From the Main Menu, click SETTINGS, USERS, click the pencil on your name, then in the Email Signature field click the Auto-Create button and OK.  Your email signature is created for you including a link labeled “Click here to Submit a Referral”.  Whenever  someone clicks the link and submits the form, the referral is received in your ReloSpec IMPORT table.  This link even includes your own name, so the incoming referral is assigned to you.
  2. Want to generate more outgoing leads?  Include the link that is in your Email Signature on your company’s website.  Next time an agent lists a home for someone moving outside your area, encourage them to click the link and submit the referral online.
  3. Or, if the link isn’t on your company’s website, you can always select the ‘Referral Submit Form’ in the FORMS page and email it to the agent.  He/she can submit the form and you receive it in your Import table.
  4. Coming soon…  We are developing the ‘Needs Analysis’ form that your clients can submit online.  Think of it as a Referral Submit form for the client, but with much more specific information.  When you have a client who wants to submit their own page with their needs/wants you’ll be able to receive it in the Import table and assign the appropriate agent.  Watch for an announcement soon on the Needs Analysis form.

If you need any help with the Referral Submit Form, or have any questions please let a member of the ReloSpec team know.  We’re here to help.

 

Posted in AutoPilot, Common Questions, Forms, Importing, New Features, Referral List Page. 1 Comment »

Follow-up with Agent until ‘Live’ contact is made

July 29, 2016 — relospec

When you assign a new lead to an agent, do you want to send a request to the agent every day for, say, 6 days asking if ‘live’ contact has been made?  And, if live contact has been made, do you want ReloSpec to stop sending the ‘Follow-up’ requests?

Now you can!  In the past you could always send an AutoPilot to the agent, but once contact with the client had been made you needed to cancel the AutoPilots yourself.  With the new ‘Auto Follow Up’ form that is done for you automatically.

Create an Action Plan Item with the following settings:

  • Activity: AutoPilot
  • # of Days from today: 0
  • Repeat?: YES
  • Repeat in how many days?: 1  (sends the AutoPilot each day)
  • Expires in how many days?: 6 (or however many days you want)
  • Is a Response required?: YES
  • Send to whom?: Assigned Agent
  • Send which form?: Auto Follow Up

That’s it.  ReloSpec will send the ‘Auto Follow Up’ form to the agent each day.  The form asks if ‘live’ contact has been made.  When the agent clicks the link in the email and answers YES on the form, the response will be inserted into your Responses page.  When you ‘process’ the response ReloSpec will look to see if you have any other ‘Auto Follow Up’ forms scheduled for the agent.  If so, ReloSpec will automatically cancel the remaining AutoPilots containing the Auto Follow Up form.

This is a great way to help ensure the agent is making the effort to contact the client within those first critical days.

Posted in 411, ActionPlans, AutoPilot, Cartus, New Features, Tips & Tricks. 4 Comments »

Enabling Agent Access

July 15, 2016 — relospec

For a long time we have had the ability to allow agents to login and have access to limited features.  The agent can login, then:

  • Have Read-Only access to records assigned to the agent
  • Send updates right away (without waiting for an emailed update request)
  • Send quick emails to the clients that are automatically saved in the Notes
  • Create new referral records that use the Referral Submit Form and are added to your Import table
  • Access the ‘Scorecard’ report for that agent

Now, allowing the agent to access ReloSpec is simple and fast!  A new field ‘Enable Login’ has been added to the Agents table.  Simply select the agent, click the pencil to edit the record and set ‘Enable Login’ to TRUE.  That’s it!  When you do that, ReloSpec will:

  • Create an ID/Password for the agent (the ID will be the agent’s email address)
  • Add the agent to your Users table in SETTINGS
  • Send an email to the agent with a link to ReloSpec and the ID/Password displayed

If you change your mind and do not want the agent to access ReloSpec, just select the agent in the Agents table, click the pencil to edit the record and set ‘Enable Login?’ to FALSE.  ReloSpec will delete the entry from the ReloSpec Login table (not from your Users table) and the agent will no longer be able to login.

For more information, click the Training Videos link on the Main Menu page and click on the ‘Enabling Agent Access’ link in the Mobile Access section.

 

Posted in Adding and Removing Users, Managing your Users, New Features, Uncategorized. Leave a Comment »

Updated AutoConfirm form; New ‘Activity Summary 3’ report

April 12, 2016 — relospec

Two new items are being highlighted in this blog.  The AutoConfirm form has been updated with new functionality, and there is a new ‘Activity Summary 3’ report we wanted to introduce.

The ‘AutoConfirm’ form is now “smarter”.  This form is often used to send get commitment from the receiving broker when you have an ‘outgoing’ referral.  The form is emailed to the Contact, the Contact clicks the link in the body of the email and answers YES or NO to accepting the referral.  What’s new are 4 fields the Contact may use to enter the Assigned Agent’s First Name, Last Name, Phone and Email.  Upon submitting the form the new fields are inserted into the Responses table and when you ‘process’ the response the assigned agent’s information is inserted into your referral record.

Note that if the Contact enters information into any of the four fields, all the fields must have data in them.  If none of the agent fields have any data in them, the form may be submitted as before.  Also, if the Contact supplies the assigned agent information the data will always replace whatever may already be in the referral record for the assigned agent.  But, in most if not all cases, you won’t have the assigned agent information until the Contact responds.  This new feature means that you won’t need to re-enter the assigned agent information.

The new report ‘Activity Summary 3’ is now available.  This report provides counts of the total records within categories on a single page.  Categories include total Buyers and Sellers for Incoming and Outgoing as well as Pending and those that went ‘Dead’ within the date range.  It is a great way to get a snapshot of your total business for the week, month, year or any date range you select.

To get the totals in most cases the Date Received/Sent field is used.  For the Pending records the Status = ‘Pending’ is used regardless of dates.  For Closed records the Actual Close Date field is used.  For Listings the List Date field is used and for the ‘Dead’ records the Dead Date field is used.  Click here to see a sample of this report.

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

Auto-Create Email Signature; Customize Referral Submit Notification

March 31, 2016 — relospec

There are two special announcements today.  First: Auto-Create Email Signature

When you send most FORMS or when you send a Quick Email from the Client List grid using the little envelope icons, ReloSpec will add your own Email Signature to the outgoing email.  That is, if you have one!  Many do not, and we have made life easier once again by adding the ‘Auto-Create’ button next to the Email Signature field in the Users page.

To create your own email signature, from the Main Menu, click SETTINGS, click USERS, click the pencil for the record you want to update and next to the Email Signature field click the Auto-Create button, click OK, then click UPDATE CURRENT RECORD.  Clicking the button will REPLACE whatever you currently have in the field.

Clicking the button will insert your Name, Company Name, Address, City, State, Zip, Phone, Fax, Email and a link for the Referral Submit Form with your name inserted.  (See the announcement below about the updated Referral Submit Form.)  The link will say, “Click here to send a Referral!” and when the email recipient clicks the link the Referral Submit Form will open and allow the recipient to submit a referral directly to your Import table!

Second: Customize Referral Submit Notification

Many ReloSpec users have a link in their Email Signature (or on their website and other places) that allows agents and others to submit a referral online.  And, when a referral is submitted, ReloSpec looks to see if there is a user in your Users table named “Referral Submit Form”.  If there is, ReloSpec looks up the email address and sends a notification to that address.

Now, it is possible to customize the link so that ReloSpec will send the notification to the person whose email signature was used.  Let’s say there are three people in your department and if the link for person ‘A’ is clicked you may want the notification email to go to that person as opposed to ‘B’ or ‘C’.  Now you can!

To add the link to your Email Signature in the Users table, copy and paste the following into the field:

<A HREF=https://rs.prosws.com/ReloSpec/SQL/ReferralSubmit.asp?Company=DATABASE_NAME&Name=NAME_TO_BE_USED>Click here to Submit a Referral!</A>

Replace the “DATABASE_NAME” with the name of your ReloSpec database and replace the “NAME_TO_BE_USED” with the name in the second field on the Users page.  NOTE: If you have two names there such as “David Apple” you’ll need to put a “+” instead of a space.  So, the NAME_TO_BE_USED would be “David+Apple”.

Don’t want to copy/paste and worry about the special characters and symbols?  I don’t blame you!  Just use the ‘Auto-Create’ button and all of that is done for you automatically.  So, why have these extra instructions?  Some of you have special signatures including your picture and other graphics.  These instructions allow you to use everything together.

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

Send ‘Initial Contact’ until Agent reports YES

March 30, 2016 — relospec

Do you want to send the ‘Initial Contact’ form every day to the agent, but then stop sending it once the agent says ‘YES’ – the contact with the client has been made?  Now you can.

You were always able to create an AutoPilot item that repeated itself every day, but now the ‘Initial Contact’ form is “smarter”.  ReloSpec will watch the responses coming back from the form.  If the agent answers ‘NO’ that contact with the client has not yet been made, ReloSpec will continue to send the form each day.  If/when the agent answers ‘YES’ that the contact with the client has been made, ReloSpec will mark the AutoPilot ‘Complete’ and stop sending the form.

ReloSpec is looking for AutoPilots sending the ‘Initial Contact’ form, so other AutoPilots you may have will not be affected.

You don’t need to monitor the responses or do anything to stop sending the form to the agent.  ReloSpec will watch for the response and stop sending the form when the agent reports contact with the client.

This cool feature works with the ‘Initial Contact’ form and the short version ‘Initial Contact 2’.

The easiest way to make this happen is to add an AutoPilot item to an Action Plan that sends the ‘Initial Contact’ form to the assigned agent.  Mark the [Repeat?] field YES and in the [Repeat in how many days?] field leave it at 1.  The ReloSpec AutoPilot will send the form each day until the agent responds to the form with a YES.  ReloSpec will then automatically stop sending the form.

Just set it and forget it.  It’s another way that ReloSpec saves you time.

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

Import Page is Easier to Use

March 16, 2016 — relospec

As a part of the development with the new Express features, the Import page is now cleaner, better organized and easier to use.  In addition to the ‘Check for Duplicates’ features it had before, you may now easily select individual records using the new check boxes and either DELETE them or IMPORT them all.

In addition the new green SELECT buttons allow you to open the selected record in one of the new Express pages, select Contacts or Agents as needed, make other choices including the Action Plan to be used and SUBMIT.  Submitting the page will move the record to the Client List page, run the Action Plan and the resulting AutoPilots; all in one simple click!

Also the new Import page has a new column displaying the ‘Origin’ of the record.  If it was submitted by another broker it will display it as a B-2-B (Broker-to-Broker).  If it came from a Referral Submit Form it will display that, etc.

Thanks to all those people who have helped us identify the needs and make suggestions as to filling those needs with ReloSpec.

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

ReloSpec Express Training Seminars Available

March 11, 2016 — relospec

Reaction to the new ReloSpec Express features has been tremendous!  Many are taking advantage of the time-saving forms and features.

Due to popular demand additional Training Seminars have been scheduled.  New seminars are available for next Thursday, March 17th and Monday, March 21st.

Click here to register for the seminar(s) of your choice.

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