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 »

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 »

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 »

‘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 »

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 »

Update to Dead Reasons Table

March 17, 2015 — Happybodyfood

In an effort to make Relocation Specialist (ReloSpec) even easier to use we are adding new features and making a few things more automatic.  Today, we’re inserting records into your Dead Reasons table, if you haven’t used the table in the past.

After logging in, ReloSpec is checking to see if you have only 1 record in your Dead Reasons table, which before today was the default.  If there is only 1 record, ReloSpec will add 15 of the most-used Dead Reasons into your table.  That way, if you have a record that goes “Dead” and you want to track the reasons why referrals have gone dead, you may now select from among the most often used reasons.  The ‘Dead Reason’ field is in the Client List under the section labeled ‘General Information’.  You don’t have to use this feature, but if you want to it will now be more useful.

If you already have more than 1 record in your Dead Reasons table, no additions will be made.  If you want to modify any of the records in the table, from the Main Menu page click Settings, Dead Reasons, select the record and make the change.

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

Lookup from Agents table; Areas Served Enhanced

March 16, 2015 — Happybodyfood

In a recent blog we introduced the ability to identify agents you may want to assign “next”, as well as the ability to view the ‘last assigned date’ for each agent.  Now, we are enhancing your ability to search for agents; this time with the ‘Area Served’ field.

In the past you could open the Agents page then click the ‘Areas Worked’ button to open the Areas Worked table and add the area(s) the agent works in.  The problem was that when using the ‘Lookup from Agents table’ link in the Clients List page you weren’t able to search that separate table of Areas Worked.  This week we are in the process of converting all those agent’s Areas Worked records into the ‘Areas Served’ field in the Agents table.  This means that now when you click the ‘Lookup from Agents table’ you can search by the usual fields plus by Areas Served.

To update the Areas Served field, click the Agents link on the left side of the Clients List page, select the agent you want to update, click the pencil and fill-in the field.  You can enter whatever items on which you want to search on later, such as cities, geographic locations, zip codes or whatever.  You may separate the entries by whatever you choose, though none are required.

When searching the Areas Served field you can also use the keyword “OR” or the keyword “AND” and combine your searches into one convenient search.  For example, let’s say you’re looking for the agents that work in Omaha or in Lincoln.  You can put “Omaha OR Lincoln” in the Area Served field and it would display all agents that work in Omaha or Lincoln.  If you entered “Omaha AND Lincoln” in the field it would display only those agents that work in Omaha and Lincoln.

This great new feature allows you to search the Areas Served field when adding or editing a record, which you weren’t able to do before.

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

ReloSpec Theme ‘Ultra’ and New Icons

November 25, 2014 — Happybodyfood

There are now ten (10!) different Relocation Specialist color ‘Themes’ to choose from.  And the latest has something very special.

The new Theme is named “Ultra” and it contains the new icons being introduced this week.  Rather than the older-looking buttons with just the words on them, Ultra includes color graphics, words and ToolTips that appear when you mouse-over the icon.

To select Ultra, or any other Theme, do the following.  From the Main Menu page, click ‘Settings’, ‘Users’, browse to the user name, click the pencil to edit and in the right column select the Theme from the droplist.  There is a button there to ‘View Samples’ where you may see the various Theme colors.

Ultra is now the default Theme for all new ReloSpec customers, and the new icons will be extended to all themes except ‘Classic’.

Posted in 411, Adding and Removing Users, Referral List Page, Tips & Tricks, Utility Settings. 2 Comments »

ReloSpec Facelift Is Coming Soon

November 24, 2014 — Happybodyfood

Perhaps by now you have noticed the new icon buttons on the Relocation Specialist Main Menu page. We hope you like the new look!

Similar icon changes will soon be viewed on the Clients page (used to be called “Referrals List”) and most related pages such as Notes, Tasks (used to be “To Do” and now labeled “Tasks (To Do)”, and others.  And, there are also changes coming for the Utility Settings (now labeled “Settings”) page.

The Clients page now combines the First and Last Names for the Client, Assigned Agent, Referring Agent and the Contact so that less room is used to display a separate First Name field.  These are for display purposes only.  The records have not been changed.

Also, the Transaction Address has been moved to follow the Client Name field in the grid and the radio buttons at the top of the page, which are no longer needed, have been removed for a ‘cleaner’ look.

Another change you’ll notice soon is that the links on the left side of the Clients Page have been rearranged with those relating to a selected record in the grid in the first group and other more general links in the second group.  ToolTips (messages about the link) have been added for each link of the left side and for the icons at the top of the Clients page.

You still have the option of changing your Theme so that you can use different color combinations.  There are currently ten (10!) different Themes (color combinations) to choose from.  To select one, from the Main Menu page, click ‘Settings’, ‘Users’, select your name, click the pencil, and on the right column use the droplist to choose your Theme.  You can click the ‘View Samples’ page to see the various color combinations.

If you want a sneak peak at the new icons that are coming for the Clients page (and most other pages), select the ‘Ultra’ Theme in the Users table, return to the Main Menu page, Logout and log back in.

We hope you enjoy the new look.

 

Posted in 411, Forms, Referral List Page, Tips & Tricks, Utility Settings. 1 Comment »

Images Option; Add Client and Agent Pictures

October 17, 2014 — Happybodyfood

By now you have probably noticed the three new fields in the Referrals List page used for storing images of the agent(s) and the client.  These are because of the newly enhanced Images option.

The Relocation Specialist Images option has been used to “go paperless”.  It allows you to upload images of scanned contracts, BMAs, Word docs, PDF files or any file you want to associate with a referral record.  The Images option now includes the ability to upload pictures of Clients and/or Agents for use with outgoing forms.  So now when you want to send the updated ‘Client Notification of Agent’ form it will now include a picture of the agent along with the other agent details like Name, Email Address, Website, etc.

And, when you want to include a picture of your Client/Transferee with the new, simplified ‘Outgoing Information Sheet-F‘ you can!  This new form is a great way to send only the information needed for an outgoing referral.  And, it now may also include a picture of the client!

There is a new 7-minute Training Video with instruction on how to use these powerful new features.  We hope you enjoy the new features and the two new forms.

Posted in 411, AutoPilot, Images Option, Tips & Tricks. 2 Comments »
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