ReloSpec FORMS are getting Smarter

Often ReloSpec users will need to send one of the FORMS pages to an agent or contact.  The quickest and easiest way to do that is to select the record in the Client List page, click FORMS, browse to the one you want, insert an email address and click SEND.  Easy!

But, then to document what you just did, you need to click NOTES, Add New, enter the info and click ADD NEW RECORD.

Now, ReloSpec forms are getting smarter.  Select the record, click FORMS and SEND it.  Then, ReloSpec will automatically add the note for you!  It will record the Date/Time, Who sent it, What was sent and to what Email Address.  We are now in the process of updating all the ReloSpec forms, and have started with the most-used ones.  If there is a form you use often that is not yet upgraded just let us know (support@prosws.com) and we’ll move it to the top of the list.

Smarter forms will help make things faster and easier for you!

New Report: Scorecard – Opportunities by Agent

We’re very excited about a new report that provides more information about your agent’s performance.  The Advanced report name is ‘Scorecard – Opportunities by Agent’ and is listed in your REPORTS page.

Why this new report?  You have always been able to generate a report based on referral records where the agent was assigned and stayed assigned.  But that is not always what happens.  If the Assigned Agent was changed to another agent you weren’t able to track what happened with the original agent.  Now you can, and it is all done for you automatically!

THIS IS A VERY BIG DEAL!  Each time you assign an agent, a new Note is added to the Agents Notes table (not the Referrals Notes table).  The [Disposition] is entered as “Assigned” and ReloSpec knows to which referral record.  Once the agent accepts the assignment using one of the ‘AutoAssign’ forms, in addition to everything else, ReloSpec adds an Agents Notes record noting that it was “Accepted”.  Or, if the agent rejects the assignment, we track that along with the reason given by the agent!

So, now when the agent asks you why you don’t assign anything to him/her, you can run this new report and have ALL the results at your fingertips!

Click here to view a sample of this new report.  Notice it displays all Agents Notes and the disposition for each.  They are grouped by Referral record number, Client Last Name and Transaction Address.  You may run the report for any date range.  (Year-to-date is the default)

NOTE: ReloSpec began creating the Agents Notes this morning, so it will take a few days or weeks to build up the data needed for your report.  But, it is all in progress now and you didn’t have to do a thing!

Getting the most from your ReloSpec: REFERRAL SUBMIT FORM

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.

 

Is Your Contact’s W-9 On File?

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!

At A Glance… is Improved; New Quick Reference Guide

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.

Synchronized Records Enhanced

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

 

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

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.