Private Client Services (PCS) User Manual
Contents
1. General PCS Settings Basic Title First Last i Title First Last Email show hide additional fields 2 The PCS contacts can be used as a web based address book with no search criteria Click show hide additional fields I on to display the form for Mailing Address Contact Numbers Misc Details Client Referred By and Notes Mailing Address Address 1 Unit address 2 City PP Prov State PT PC Zip P Country Contact Numbers Home Business KH Mobile on Fax Website These contacts will be displayed with the 84 icon indicating Non PCS Client Enter Notes optional To make notes regarding a client go to the Clients tab or Contact List and open the details for the appropriate client Click Show Hide Additional Fields at the bottom of the Basic panel the form expands to display multiple fields for information Scroll to the bottom of the page where you will find the Notes field Maintenance Resources In Touch Search Hotsheet Clients Reports Private Client Services Client Edward Client Prev Contact Next Contact Contact List Last Login Feb 12 06 es sr General PCS Settings Basic Title First Edward Email contactme firstweb show hide additional fields Misc Details Last Contacted Date Entered Apr 11 05 Last Edited Clear Date Client Referred By Title el First pr2. the search criteria will be displayed The client can now modify the search and view the listings but cannot save the modifications If they wish to change their search criteria they must contact the REALTOR to do so Search Results Removed Listings Quick Search Please specify the criteria for your search 350 475k SFD v b Type Residential M NOTE Hold down Ctrl key for multiple selections Zone Sub Area Property Type isting Status Search All Search All Active Zone 1 Campbell River Zone 2 Comox Valley Half Duplex Zone 3 Duncan i Condo Strata 24 Departure Bay Full Duplex Current Price Bedrooms Bathrooms Title a rai to Strata 475 000 Leasehold a v ie 100 000 200 000 Seats View Listings Clear All C Show Maximum Fields Click View Listings to see a preview of the modified search criteria Desired properties can be tagged then printed or emailed from the preview window or from a detail window by clicking on the address to open 20 Page Quick Search 137 listings found Showing 1 137 below Click on listing Address to view full details C Select all Full Detail M E Fi 635 7TH STREET 352 900 Zone 4 Nanaimo Z4 South Nanaimo 4 3 256396 3 Fj 637 7TH STREET 352 900 Zone 4 Nanaimo Z4 South Nanaimo 4 3 256393 Fi 1758 GROUND ROAD 354 800 Zone 4 Nanaimo Z4 Cedar 928 4 3 252172 g 13301 CEDAR ROAD 354 900 Zone 4 Nanaimo Z4 Cedar UN 6
3. Zone Zone 3 Duncan Self Managed Client A self managed client is one who is set up to enter and change his own searches and results This is done through a Quick Search tab on the PCS website The following icons in the Contact List indicate which clients have these permissions and their most recent activity New self managed e A client has entered contact information to the database via a web form e Changes from New to Self managed after the initial viewing of the entry by the REALTOR amp Self managed e Searches are entered changed and updated by the client without requiring any action on the part of the REALTOR amp Changed self managed e Changes to the search criteria have been entered by the client 19 Page When a self managed client opens their PCS webpage there 1s an additional tab at the top called Quick Search Clicking on this tab opens the search criteria entered in the Contact List Private Client Services This information is provided by SALLY REALTOR hone Email sally realtyserver com REALTYSERVER SYSTEMS 1600 Cedar Hill X Rd Victoria BC 57 Listings Showing 1 57 below Click on listing Address to view full details D seiectan np v reren Cra Ema When a self managed client has multiple searches in the system they appear in a drop down list at the top right of the panel Select the desired search and click Load Criteria
4. amp New self managed amp Self managed Changed self managed 9 Page Resulting Permission e Links the REALTOR directly to the client s web site without a password The REALTOR can view any part of the client s site and counters are not affected e Queuing allows the REALTOR to preview listings before they are posted to the client s website The flashing red Q indicates that new listings have been added to the queue since the last time it was cleared e Indicates that more than one search is activated for this contact Clicking it expands and collapses the list of searches e A client has entered contact information to the database via a web form e Changes from New to Self managed after the initial viewing of the entry by the REALTOR e Searches are entered changed and updated by the client without requiring any action on the part of the REALTOR e Changes to the search criteria have been entered by the client Enter the Search Criteria 1 Click a name to open a contact 2 Click on PCS Settings Search and name the search you are creating The Search Title helps you to locate and open quickly from multiple searches for a single client so should be given a suitable name Enter the appropriate search parameters based on your client s requirements 3 In this example we will create a search for a single family home in Nanaimo with a minimum price of 500 000 The de
5. Sub Area EC MLS e Age BR B d Gi 2016 BOWEN ROAD 224 900 Zone 4 Nanaimo 24 Central Nanaim Active 258191 UN 2 1 all Gi 651 EBERTS STREET 225 000 Zone 4 Nanaimo 4 Central Nanaim Active 258523 UN 2 J D Sr 17350 WADDINGTON ROAD 229 900 Zone 4 Nanaimo 24 Central Nanaim Active 252662 UN 1 J C amp ex 1070 MILLSTONE ANE 249 900 Zone 4 Hanaimo 24 Central Nanaim Active 248239 UN 2 J Gi 324 BRADLEY STREET 254 900 Zone 4 Nanaimo Z4 Central Nanaim Active 257601 UN 2 J F i en 950 OAKLEY STREET 259 000 Zone 4 Nanaimo 24 Central Mansion Active 255109 UN 2 J _ C amp Gi 27 9 CHESTNUT STREET 259 900 Zone 4 Nanaimo 24 Central Nanaim Active 257346 2 1 EI al 331 POPLAR STREET 259 900 Zone 4 Nanaimo 24 Central Nanaim Active 252891 RE 1 11 Page 10 When searches are saved for clients the SS icon on the Contact List is replaced by indicating an Active PCS Client When a client has more than one search saved the View column to the left of their name shows P and the number of searches is shown in brackets to the right of the name A Falcon J R 2 searches Expand Sep 14 07 Portland OR re Fox Jensen Wendy ES Gray Sheila Victoria w IG Jackson John John s Alternative Sep 19 07 Vancouver yf Johnson Sally OB SFD s Sep 19 07 Victoria 82 Labell Avery Victoria Delete Search Go to the Clients tab Open all the searches applicable to the c
6. To View gt a 5000 VISTA VIEW CRES 759 000 Zone 4 Nanaimo 4 North Nanaimo 2 Feb 18 08 e To View gt all 3229 FOX PLACE 529 900 Zone 4 Nanaimo Z4 North Nanaimo 9 e Click on the Q to access the Queued Listings e You will be taken directly to the Queued Listings Tab e Check the box to select listings a green check will appear once selected e Click Release A confirmation message appears click OK to confirm A notification will immediately be sent to the client advising them that their website has been updated 25 Page What does the client receive Client Notification The client does NOT receive the listings via email They are sent an email or text message from their REALTOR advising them that their PCS has been activated and or that new listings are available The message includes a link to their site and an ID and password this is only required if they are using www privateclientservices com or if they sign in through PCSpro on your home page Clicking the link in the mail will take them directly to their PCS webpage without requiring a login As new or changed listings are entered into the system matching the search criteria the client is notified This notification will advise the client that their website has been updated and again it includes the link to their website Private client websites are e Effortless new listing results are continuously and automatically added without repeatedly
7. 18 04 Calgary SO Promenade Street g v 350 475k SFD O w amp SFD Cinnabar Valley J Default Activation E Mail The client will receive an email explaining that their PCS account has been activated This is a direct link to the website no login is needed Activation E Mail Default for all Clients The Activation e mail is the is sent when the client is first activated Subject New listings from Your REALTOR Message when search results exist This is the content of the e mail when at least 1 search result exists in the client s profile upon activation Login information is included in the email so the client can go to the website www privateclientservices com select their REALTORS Board Association and use their ID and Password to access their private website Whenever the client wishes to view their PCS website without opening the email they must use their ID and password to log in Email Logon I nformation e Go to the Clients tab e Check the box to select client s name e Choose Email Logon Information from the Actions menu and click GO This sends the user their logon credentials in an email 15 Page Default Notification E Mail The following is a generic email that will be sent to your client when any listings are added to changed or updated on the PCS website To set defaults for notifications see the section titled Default for ALL Clients Notification E Mail Default for all Clients Th
8. 3 253101 Fi 565 5TH STREET 359 000 Zone 4 Nanaimo Z4 South Nanaimo 5 3 257030 og 563 5TH STREET 359 000 Zone 4 Nanaimo Z4 South Nanaimo 5 3 257012 Fj 13311 CEDAR ROAD 359 900 Zone 4 Nanaimo Z4 Cedar UN 4 gt 254564 F 533 DOREEN PLACE 359 900 Zone 4 Nanaimo Z4 Pleasant Valle 26 5 4 245948 Fi 2301 QUENNEL ROAD 359 900 Zone 4 Nanaimo Z4 Cedar 37 4 2 257068 Fi 6715 APPLECROSS ROAD 359 900 Zone 4 Nanaimo Z4 North Nanaimo 32 4 2 256950 Fi 1180 BEAUFORT DRIVE 359 900 Zone 4 Nanaimo Z4 Central Nanaim UN 5 2 255976 Fj 4295 CLUBHOUSE DRIVE 364 900 Zone 4 Nanaimo Z4 Uplands 32 5 257365 Fi 3580 HILLSIDE AVE 367 900 Zone 4 Nanaimo Z4 Uplands UN 5 3 257984 F 1658 SHERWOOD DRIVE 368 500 Zone 4 Nanaimo Z4 Departure Bay 30 3 252406 Fi 1662 CRESCENT VIEW DRIVE 369 000 Zone 4 Nanaimo Z4 Central Nanaim 4 3 256501 2042 HONEYSUCKLE TERRACE 369 700 Zone 4 Nanaimo Z4 Central Nanaim 3 254007 M If the REALTOR modifies a client s search criteria the client will receive an automated email notification like the one below including a link to their PCS website HIer aAa PCS website updated Message HTML BEES Message SALLY REALTOR no reply Grealtyserver com Sent Wed 6 18 2008 12 32 PM To wendy realtyserver com Cc Subject PCS website updated I have updated vour Private Client Services website Please let me know if there are any properties you would like to view Sincerely Sally View change
9. A A bk Fm km A Ak A bb Ak o 2 D D HM WwW amp WwW WwW HM WwW WwW Ww Ww Clients without email or a computer Private Client Services is designed for notifying clients via email or text messaging Some of your clients may not have an email address but you can use the system to your advantage e Setup the client with your own email address in the Client Notification address e You will receive the notifications on behalf of that client when listings are entered or updated Then log into the client s PCS website view and or print the desired listings e Contact the client by phone hand deliver or fax them the information 29 Page FAQ How does the client receive the listings The client receives a notification of new listings available for viewing The listings themselves are on their private website thus the name Private Client Services Does the client see ALL listing information No not all listing information is included for the client however it is more than what they would see on a national website similar to the one per page client view when printing What does the REALTOR have to do to email the information to the client The REALTOR doesn t have to do anything the email notifications are automatically sent once the client PCS is activated or in the case of Queued listings when the listings are released for the client to view My Client can t find their ID and password where can I find
10. CRESCENT 339 000 BR Mayfair II 2 2 2 1 C Mar 26 08 To View gt a 49 BECKETT DRIVE 338 900 BR West Brant BB afi afi 1985 Mar 26 08 II To View a 47 DEERPARE AVE 329 900 BR Mayfair II 2f1 1f1 2002 C Mar 25 08 1 Mar 25 08 Gi 103 OAKHILL DRIVE 349 900 BR West Brant BB afi afi Mar 24 08 3 Mar 26 08 al 40 FOX RUN 349 900 BR Greenbrier KK 4 0 1 1 1989 C Mar 18 08 D Mar 26 08 a 41 DEERPARE AWE 359 500 BR Mayfair II 3 0 3 0 2002 18 Page If the volume of listings meeting the client s criteria is unmanageable either too many or too few return to the appropriate search screen and modify the parameters to reduce or increase the number of listings that match The client s web page will immediately update to include new listings no existing listings will be automatically deleted you or your client must tag and remove any listings that are no longer of interest Search Hotsheet Clients Reports Maintenance Resources In Touch Private Client Services Client Darla Darling Prev Contact Last Login Feb 13 08 Next Contact o Contact List General PCS Settings Settings Search 1 Search 2 New Search Search Title Duncan 4BR SFD Active Yes Search Description g Search Type Residential Allow client to view search criteria C Allow client to change search criteria CT Hide SOLD Listings CT Hide OFF MARKET Listings oO Queue new listings Current Search Summary saved
11. David Last Jones Title First MaryAnn Email typefast keyboard com Last Jones shove hide additional fields 6 Page To enter additional contacts to your list New Contact e Select New Contact from the Actions menu displayed by default e Click GO Clients Reports Maintenance In Touch Help A City Address Fi Calgary 5789 Promenade Street E mail logon information v Fo MeTavishy New Search Feb 12 08 Nanaimo 235 1300 2nd Avenue TI w Delete Search q mv A Activate Search 7 Deactivate Search vw O Send an e mail Mike Setup an Office Branding Feb 26 08 nm B pee rh e DO Victoria 203 8867 Shelbourne O RS Arnold Chris Victoria 3356 Henderson Rd O X Baxter Adrian no title Duncan 453 Country Road a4 Cavenaugh Robert no title Ladysmith 6678 Thirtsten Rd CT 1 8 Daley Alex Needles 4345 Everden Cross F W Darling Darla 3 searches Fwnand Feh 25 08 ER 1653 First ane hil TT 7 Show contact types Y A Search Columns Type to search Search Clear search 7 Page Create a Private Client Website Actions The drop down menu beside Actions is the starting point for all PCS configuration activity The client is referred to as a Contact All clients and their search and viewing activity will be displayed in summary on the Contact List which is the INTERFACExpress address book e To add a new contact click the dro
12. Last Notes This prospect 15 a super guy new to Victoria and not sure yet what is the best neighborhood proximity to schools etc This information can only be viewed by the salesperson Notes are NOT visible to the client 5 Page Saving the New Client s Profile Click Save at the bottom of the screen A confirmation message will appear confirm Save and whether or to activate the client meaning immediately search listings and send notifications e Click OK to save and activate the client Or e Click Cancel to save but not activate the client activation can be done later e Closing this message window will return the Contact List Private Client Services Message Your PCS client has been successfully saved Do you want to activate the client and send a notification including the client s login name and password If you press Cancel you can activate the client later from the main contact screen Editing a Client s Information e Go to the Clients tab e Click on the client s name to open and view their contact information e Click on the required sub tab and make any appropriate changes General you can edit some or all of the fields for this record Once you have finished your additions changes click on the Save button Click show hide additional fields to expand contract the panel to view edit more client data General DCS Settings Basic Title First
13. client s web site it is faster to select the desired search without opening multiple searches to review the details of each one For example if a contact client 1s looking for both a home and a recreational property or a townhouse and a commercial property name the searches accordingly l searches M PCS Expand all searches Actions Mew Contact Click to expand and collapse the Contact List and view the Type of the multiple WI GO Global Actions PCS Manual PCS Video FAQs F T View Name earch Title Last Login City Address GC Client Edward Collapse 10a Calgary 5749 Promenade Street 350 475k SFO SFO Cinnabar Valley Jones David Apr 28 08 Penticton 2356 Mayflower Street Expand all searches Actions New Contact GO Global Actions PCS Manual PCS Video FAQs Last Login City Address ba Fi Wf Le Client Edward 2 searches Expand Jun 18708 Calgary 5789 Promenade Street O v Apr 28 08 Penticton 2356 Mayflower Street 2 Click the name of the saved search to view change the criteria Search Hotsheet Clients Reports Maintenance Resources In Touch Private Client Services Client Darla Darling Last Login Feb 13 08 Prev Contact PCS Settings General Next Contact CA Contact List Settings Search 1 Search 2 New Search Search Title Duncan 4BR SFO Active Yes Search Description fo Search Type Residential Allow client to view search
14. entering the same search parameters This means relevant listings are being searched and sent to your clients 24 7 e Efficient all appropriate listings are available in one place easily bookmarked Clients can review previously viewed properties along with the new without having to search back through a series of emails e Accessible all information is stored in one location accessible from any internet connected computer which means your exposure 1s instantly worldwide e Branded your name photo and contact info is on every page This puts your stamp on the webpage when clients share or email information on properties of interest them to a spouse friend etc your brand goes with it 26 Page Client View for REALTORS You can view the listings that the client views in their private website and additional information the client does not see e Click on the Clients Tab Search Hotsheet Clients Reports Maintenance Resources In Touch M PCS Mt Washington Expand allsearches Actions New Search w GO Global Actions Help FAQs T View Name Search Title Last Login City Address e Y Q Client Edward 350 475k SFD Mar 8 08 Calgary 5789 Promenade Street Fis Jones David Collapse Mar 13 08 Penticton 2356 MayFlower Street v Q Townhouse OG Y Single Family 7 McTavish Graeme Collapse Mar 8 08 Nanaimo 235 1300 2nd be Mi SFD 500k Nanaimo g TH Alt
15. gt Gi 7216 HASE PLACE 629 000 Zone 4 Nanaimo 24 Upper Lantevil ii Feb 14 08 To View gt all 3585 MONTEREY DRIVE 689 900 Zone 4 Nanaimo 24 Jinglepot Feb 14 08 To View gt all 6511 PEREGRINE ROAD 629 900 Zone 4 Nanaimo Z4 North Nanaimo 4 Feb 13 08 To View gt Gi 6492 TALUSWOOD PLACE 689 900 Zone 4 Nanaimo 74 North Nanaimo 3 Fi Feb 13 08 To View gt Gi 4245 BIGGS ROAD 649 900 Zone 4 Nanaimo 24 Jinglepot 17 EI Feb 13 08 To View gt Gi 2692 GLEN OAKS DRIVE 629 900 Zone 4 Nanaimo 24 Hammond Bay 3 F Feb 12 08 To View gt Gi 6535 PEREGRINE ROAD 629 000 Zone 4 Nanaimo 24 North Nanaimo 4 L Feb 12 08 To View gt Gi 6345 LEWIS ROAD 649 900 Zone 4 Nanaimo 24 North Nanaimo Notification will be sent to the client advising them that their website has been updated and containing a link Clicking the link will take them directly into their website without the need for an ID or password Also included in this notification are instructions for accessing their private website using the generic www privateclientservices com which DOES require a user ID Password and REALTORS Board Association name This generic web address is available from any Internet connected computer in the world Note REALTORS using PCSpro Options 1 or 2 can direct their PCS clients to their home page where they can sign into PCS If you choose to not release all of the Queued listings delete these listings by clicking on Delete
16. it Clients do not need the ID and password if they are using the link provided in their email However if they are using www privateclientservices com they do Click the Clients tab click on the name of the correct client and then go to the PCS settings tab you will see the ID and password for that client My client can get into their site but cannot view the listings why not If the client clicks on the link gets to the site but cannot view the listings or is kicked back to a login page a pop up blocker may be responsible Check with your client and if they have one have them turn it off for this specific web site only There is an alternative website www privateclientservices com They will need to select their REALTORS board association and use the ID and password they were assigned My client can t remember their ID and or password where do I find it The ID and password can be found on the PCS Settings tab for that client e Click Clients gt Client Name gt PCS Settings This information is only needed if they are using the www privateclientservices com site I want to resend the email to my client with their specific link and the login information e Go to the Clients tab e Check the box to the left of their name e From the Actions menu select Email login information e Click GO 30 Page
17. to remove them from the Queued Listings tab 24 Page Manually Adding Listings You can add listings to the client s PCS website manually by entering the MLS of the listing to add then clicking the Add MLS button Search Results Removed Listings Queued Listings Graeme McTavish SEET Mt Washington bd 6 Listings Showing 1 6 below Click on listing Address to view full details Select all 247621 Adamis The appropriate listing will be added to the queue It is possible to add any listing by MLS even if it does not meet the search criteria Releasing Queued Listings When there are new listings to be released to the client the REALTOR will receive a notification If you have selected to Queue the listings a Q is displayed in the main Contact list A flashing Q means there are new or changed listings to be released Search Results Removed Listings Queued Listings Graeme McTavish Search SFD 500k Nanaimo ze 5 Listings Showing 1 5 below Click on listing Address to view full details era Ce se vimodied Vviews Viewed T Address aPrice Zone Subares Age New Feb 20 08 e To View gt Gi 500 amp 501 WOODHAVEN DRIVE 899 000 Zone 4 Nanaimo 24 Uplands 11 CE Feb 20 08 e To View gt all 6510 GERKE PLACE 619 000 Zone 4 Nanaimo 24 North Nanaimo 4 New Feb 20 08 e To View gt Gi 2928 HAMMOND BAY ROAD 1 298 000 Zone 4 Nanaimo 24 Departure Bay UN New Feb 20 08
18. IAL CRESCENT 346 600 BR Brier Park LL 4 0 1 1 1986 F Mar 3 08 1 Mar 25 08 a 19 COOPER CT 359 900 BR West Brant BB 4 1 2 1 1990 IT Feb 29 08 1 Mar 25 08 Gi 119 GREENFIELD ROAD 349 900 BR Brier Park LL 3 2 2 1 Other status information is displayed on the legend below the window REALTORS can choose whether to include listings that are Off Market new Listings ES Aen amp Price Change iel Price Change SL Soch On Market EEE conditional sale ERE so BL or market Within Past 3 Days 17 Page Clicking the To View link opens another window which displays the listing detail Certain sensitive information contained in the listing file is not made visible to the client e g listing agent agent info and expiration date Client Detail vs Full Detail 34 VARLEY CRESCENT Windows Internet Explorer Sele le http fappZ interfacexpress com pcs brantford ViewDetail Sg Gr v Go E T Bookmarks Ei 14 blocked gt gt Q Settings Search web p K PI SS TRS x A le gt amp Spacs amp NOTE Listing Tab Fee era Tab amp Expiry Date are p t visible to the Client General Interior Exterior Listing Agent Info Photos Map 34 VARLEY CRESCENT MLS 17660 339 000 Address 34 VARLEY CRESCENT Type Detached District Brantford Status Active Sub District BR Mayfair II MLSS 17660 Cty Brantford Assmt Postal Code N3R72Z7 Taxes 3 800 00 2007 Near Olivetree Days
19. On Market 3 County Brant Femme Gemen Urban Rural Urban ememr Price ates Current Price 339 000 Listed Mar 25 08 339 000 Entered Mar 27 08 Status Chad Uncon Sale Price Eypir be Executive home with 4 bedrooms plus games room For growing family fully finished up and down and nicely decorated Extra large kitchen with built in appliances adn patio doors to deck The master bedroom has an ensuite with wheelchair accessability Ceramic tile in the kitchen and foyer and in all bathroom Fully finished basement has two more bedrooms plus games room There is alow a gas fireplace and patio doors to a lower deck Prime area and an immediate possession make this a great buy Internet 100 Use the control bar at the top of the page to advance forward and back through the listing detail The Tag checkbox at the top selects a record for additional action Click Close to return to the primary window Any tagged listings in this view will retain their tags for further action in the primary view Client View Bob amp Gail Last Client Access Mar 26 08 1 43PM Eastern time This is a one way mirror to your client s PCS account This view is read only 11 Listings Showing 1 11 below Click on listing Address to view full details Ta per page cient et Frevew Fr Erai De Views Viewed T Address APrice District Sub District BR BTH Year Built Mar 27 08 e To View gt d 24 VARLEY
20. Private Client Services PCS User Manual Li INTERFACE W RealtyServer 1950 Mayfair Gardens Victoria BC V8P 5T4 1 866 216 2008 Fax 250 472 7298 2008 RealtyServer Systems All rights reserved Table of Contents PRIVATE CLIENT SERVICES PS 22 aE rE Rensa 2 MVP IS PRIVATE CLIENT OR e de eee da eee een ue eee ei ee 2 COMEDIE sn re eo on ie Dee ne ci to de de nelle 2 TCT NOS OM EE 5 EE 6 Editing a EE 6 To enter additional contacts to your Jet 7 CREATE A PRIVATE CLIENT E RE 8 EE 5 D LEA CO E E 10 EE 12 Activate Search eee 12 IDILAT ANII O 12 Multiple Searches for a Single Contact siens 13 Default Activation E Ma LL ss iiiieeiissssi iseeeessseeessceeenssseececeeennssseecceeeennsseeeesenes 15 Default Notification E Mail en eeeeeeeeeeeee eae eeeeeeeeeeeaa ee eeeeeeeeeeaaeeeeeeeeeeeaaaaeeeeeeeeaaaasseeeeeeeeaaaaseeeeeeeeaas 16 Customized 7 011 Ke 16 EIER CC 17 DELT MANAGED CLIENT sesso de ee 19 W OL AT EEE 23 Releasing Queued Listings for the Client to Mie 23 Man lly Eege eet eet 25 Releasing Queued Listings ER Eeer 23 WHAT DOES THE CLIENT RECEIVE RO ee EEEE e EE EAEE TEn 26 Eege 26 COUENT VIEW OR OR E 27 CLIENTS WITHOUT EMAIL OR A COMPUTER vsrcscsscccccesesessssisasacevscsescetes casvessvsssvsvsvsss cevescesnadeveseseveseesvecsscdescusvaees 29 E eege 30 1 Page Private Client Services PCS What is Private Client Services Private Client Services PCS allows REALTORS to quickly an
21. act Numbers Misc Details Client Referred By and Notes Each of these sections can be toggled open or closed independently by clicking the gt and Y indicators at the right hand side of each section title bar Click show hide additional fields to collapse the form and return to the Basic information display 3 Page 4 Page Search Hotsheet Clients Reports Maintenance Resources Private Client Services Contact List General PCS Settings Basic Title First JI at a Title na Ire pe show hide additional fields Once the desired client information is entered click Save to add the entry to the Contact List If you exit this form without saving a confirmation message will appear e Click the 2 _ button to return to the list at any time A message window will appear to confirm that you wish to leave without saving your work e Click OK or Cancel Cancelling the message will keep you on the General tab clicking OK will take you to the Contact List Enter the client s name s The Contact can be saved with a minimum of one First name a message appears to confirm that this record should be saved with no additional information or search criteria Additional e mail addresses can be entered on the PCS Settings tab Search Hotsheet Clients Reports Maintenance Resources In Touch Private Client Services Contact List
22. criteria Cl Allow client to cha nge search criteria TT Hide SOLD Listings TT Hide OFF MARKET Listings ill Queue new listings Current Search Summary saved Fone Zone 3 Duncan Property Type Single Family Listing Status Active Current Price Minimum 300 000 Bedrooms Minimum La 13 Page The REALTOR will receive an email notification that PCS has been setup and that the client has been sent a similar notification Subject New Client PCS activation An activation notification has been sent to New Chent with login LD password and a link to the Private Client Services site At this time there are 26 listings available for viewing You will be noted when your chent views the site for the first time When a client logs into their private website for the first time you will be notified This notice does not mean the client has viewed any listings on their website just that they have logged in for the first time Subject New Client PCS 1st access New Chent has successhilly signed in to Private Cent Services tor the first time 14 Page To view or change or create your own wording for the automatic emails go to the Contact List and select Global Actions Customize Emails M PCS Expand all searches Actions Mew Contact GO Global Actions PlSWanual POS Video FAQs T Yiew Name Search Tite Last Customize Ems J CS Y Client Edward Collapse Jun
23. d easily create private websites for clients containing listings based on customized individualized searches PCS Pro optional also enables REALTORS to easily create customized websites and allow prospects to enter their contact information sign up for automated notification of new listings changes sales and open houses As matching listings are added or changed clients are instantly and automatically notified REALTORS setup clients and enter save search and contact information PCS can work automatically or queue the search results The queue option is used to preview and manage listings before releasing them to the client Once PCS is setup the client 1s automatically notified that new or changed listings are available and a link to their private website is provided by email When the client has accessed the site and reviewed the listings an automatic notification will be sent as any new listings are added or changes are made to the system No additional notifications will be sent until the client has viewed the website The notifications are then re set and the cycle begins again Getting Started 1 Open INTERFACExpress 2 Click the Clients tab The Contact List will display with white space in the middle and a counter at the bottom right showing 0 Contacts Check Uncheck All Actions New Contact w Go Global Actions Type Action Nam New Contact Address Home Phone Mobile Pho Emai Co D
24. e notification e mail is sent to the client when the account has been updated New Listings Price Changes etc Subject Pcs website updated E mail Message Content Customized E Mails To customize the notifications for a specific client click the drop down arrow at the bottom of the page The names entered on the Contact List will appear select the name of the client and click the Customize button Customize for Individual Client Will override default E mail message Select the client then press the Customize button Mike amp Pam _ Customize The sections on this page allow customization of the client notification message and the signature that goes in the email Search Hotsheet Clients Reports Maintenance Resources In Touch Customize PCS E Mails for Mike amp Pam Click the ave Customized Emai button at the bottom of the panel The following confirmation dialog appears Click OK to save the customized message and or signature and continue Windows Internet Explorer This will change the default text For your PCS notifications For Mike amp Pam Do vou want to continue Once the customizations have been saved a confirmation message appears and PCS returns to the default email screen Note Once a custom e mail has been written and saved there is no way to retrieve it or to delete it there is also no indication of which clients have customized emails saved for t
25. elete Contact E mail logon information Send an e mail Setup a Branding Contact information will display in this area Help FAQs A Search Type to search N Show contact types T 0 Contacts LE Non PCS Client W Active PCS Client A Inactive PCS Client p Action required Lal Branding Account 2 Page 3 The legend at the bottom of the page defines the Type icons the status of each client search entered will be displayed to the left of each contact in the Type column Client Type Resulting Permission 8 amp 4 Non PCS Client e Client contact information has been entered but no search has been associated with this contact record Active e Search criteria have been entered and saved A PCS website is now active e Client contact information has been entered but no search is being run and no notifications are being sent useful for restricting the volume of e mail during a long holiday or hiatus in house hunting activity search criteria are saved and the website is maintained Inactive 4 The default action is New Client click Go to begin The General tab of the form displays a Basic section containing Title First and Last Name and Email fields only The indicates a mandatory field this field must be completed before the form can be saved show hide additional fields To record more client details click on Ito display Other sections are Mailing Address Cont
26. ernative a D e Ifthe client has multiple searches expand the search list first by clicking on the triangle to the left of the client name Click on the binoculars or the Q in the View column 3 e This will take you to the Client View of the listings e From their private website clients can move listings from the Search Results tab to the Removed Listings tab by checking the box you can monitor website usage on a client by client basis and observe what listings are on the Search Results tab and what listings are on the Removed Listings tab 27 Page You can also review several items e View multiple searches for this client by clicking on the drop down menu 2 Note This item is only visible when there is more than one search for the client e Find out the last time the client has accessed the site 3 e Find out which properties the client has viewed and how many times 4 A red dot means the listing has not been viewed a number will indicate the number of times the client has viewed the property e You can review any notes that have been made on the client 5 e View the search criteria for that client 6 Private Client Services Email sally rie REALTYSERVER MS 1600 Cedar Hill X Rd Victo ria BC Last Client Access Mar 28 07 9 04AM Pacific time This is a one way mirror to your client s PCS account This view is r ed c 15 Listings Showing 1 15 below Click on listing Address t
27. fault property search type is Residential To change to a Commercial search click the radio button as shown General l PCS Settings Settings Search Search Title SFD Cinnabar Walley Search Description New home south of city limits Search Criteria Add or change information such as the search title and search description You can also control the client s access to view the search criteria see SOLD and OFF MARKET listings and Queue new listings Allow client to view search criteria TT Allow client to cha nge search criteria TT Hide SOLD Listings CL Hide OFF MARKET Listings d Queue new listings 4 When the search criteria are saved they are displayed on this panel as a summary and shown to the client on their PCS webpage this is a Read Only by default To change this and allow the client to change their search criteria check the box to Allow The Current Search Summary saved can also be viewed on this form Zone Zone 4 Nanaimo Property Type Single Family Listing Status Active Current Price Minimum 500 000 5 Click the checkboxes on the panel to set the appropriate options for each search The Queue new listings checkbox gives the REALTOR control of what the client sees by previewing listings prior to releasing to the client When unchecked the default setting makes the client s notifications automatic 10 Page When Queuing is enabled a red
28. flashing Q displays beside the client name whenever a new listing is added to the queue and a notification is sent to the REALTOR when REALTOR notification is selected 6 To add more options criteria to a search click on Show More Search Fields the panel expands to display additional fields for searching Once the panel is displayed the link changes to Hide More Search Fields 7 By default search criteria are visible to the client check box is checked This is a read only view the client cannot change the criteria The Allow client to change search criteria gives this client a Self Managed Type see Self Managed Clients later in this manual Allow client to change search criteria C Hide SOLD Listings TT Hide OFF MARKET Listings C Queue new listings 8 To preview and select which ones to release to the client for viewing check the box beside Queue new listings a green tick will appear Otherwise updates and changes will be sent automatically 9 To preview the results of a newly saved search enter and save the criteria then click the Preview button The Preview opens in its own window close from the X in the right corner or the bottom of the window to return to the Search criteria Preview dl listings found Showing 1 41 below Click on listing Address to view full details C Select all 1 per page cer deal Preven et Erai eT D ES Zone
29. hem 16 Page Client s View Upon receipt of the email the client can click the link to go directly to their PCS web page containing listings that match their search criteria The initial opening contains a recommendation to bookmark the URL saving it as a favorite for ease of viewing later The client view is shown below clients can see at a glance which listings have changed already been viewed or new listings in the system matching their search criteria Client View Bob amp Gail Last Client Access Mar 26 08 1 43PM Eastern time This is a one way mirror to your client s PCS account This view is read only 11 Listings Showing 1 11 below Click on listing Address to view full details Se O New Mar 22108 e To View gt 34 VARLEY CRESCENT 339 000 BR Mayfair II 2 2 2 1 F New Mar 26 08 To View gt 49 BECKETT DRIVE 338 900 BR West Brant BB 3 1 2 1 1989 F New Mar 26 08 D To View gt D 47 DEERPARK AVE 329 900 BR Mayfair II 2 1 1 1 2002 IT Mar 25 08 1 Mar 25 08 D 103 OAKHILL DRIVE 349 900 BR West Brant BB 3 1 3 1 F Mar 24 08 3 Mar 26 08 D 40 FOX RUN 349 900 BR Greenbrier KK 4 0 1 1 1989 F Mar 18 08 9 Mar 26 08 ber 41 DEERPARK AVE 359 500 BR Mayfair II 3 0 3 0 2002 IT Mar 17 08 1 Mar 25 08 D 76 DONEGAL DRIVE 329 900 BR West Brant BB 2 2 1 1 2002 F teem Mar 17 08 1 Mar 25 08 Gi 75 DUFFERIN AVE 349 900 BR North Ward Ava 4 0 2 1 1887 IT Mar 4 08 1 Mar 25 08 D 43 COLON
30. lient Select the specific search you wish to delete Choose Delete Search from the Actions Menu and click on GO Activate Search Go to the Clients tab click Contact List if it is not displayed Check the box to the left of the Client s name Click the drop down list at the top of the Contact list select Activate A check mark will appear between the checkbox and the binocular symbol this means the client s search is Active searches are running and notifications are being sent Deactivate Search 12 Page Go to the Clients tab click Contact List if it is not displayed Check the box to the left of the Client s name Choose Deactivate A RED X will appear between the checkbox and the binocular symbol indicating that the client s search is Inactive searches are not running Or Click the blue check mark in the T column to the left of the Client s name this will de activate the search for this client A message window will appear asking for confirmation to de activate the search Clicking Cancel will keep the search active Clicking OK will complete the de activation The blue check mark is replaced by a red X Multiple Searches for a Single Contact A single contact can have multiple searches running simultaneously When creating searches it is recommended to give them a descriptive name this way when they are displayed on the Contact list and in the drop down menu of the
31. o view full details New Mar 28 07 New Mar 28 07 New Mar 27 07 ec mar 27 07 New Mar 27 07 New Mar 27 07 New Mar 26 07 New Mar 26 07 Mar 23 07 Mar 23 07 Mar 22 07 Mar 22 07 Mar 22 07 ome Mar 19 07 GE Mar 16 07 28 Page H ti ob bo D D D WwW N to HM To View gt GI 7344 OSBORNE BAY ROAD re DO To View gt al 6555 SKUTZ FALLS ROAD 459 000 To View gt 2892 CUDLIP ROAD all 614 DELCOURT AVE al LT 44 FALCON CRES GL LT 43 FALCON CRES all 1496 ADELAIDE STREET Mar 14 07 Mar 28 07 Mar 28 07 Mar 28 07 Mar 28 07 Mar 28 07 Mar 28 07 Mar 28 07 Mar 28 07 Mar 28 07 Mar 28 07 Mar 28 07 d 437 HALL ROAD Gi 6132 RYALL ROAD Se 15842 SANDRA PLACE Gi 6167 PALAHI PLACE Gi 2934 PHILIP STREET Se 429 BATTIE DRIVE Gi 6268 ALGONKIN PLACE Gi 6531 OSPREY DRIVE 379 900 378 900 409 900 409 900 389 900 479 000 364 900 349 900 396 000 344 900 389 900 519 900 549 900 Zone 3 Duncan Zone 3 Duncan Zone 3 Duncan Zone 3 Duncan Zone 3 Duncan Zone 3 Duncan Zone 3 Duncan Zone 3 Duncan Zone 3 Duncan Zone 3 Duncan Zone 3 Duncan Zone 3 Duncan Zone 3 Duncan Zone 3 Duncan Zone 3 Duncan 3 Duncan z3 Lake Cowichan s z3 Shawnigan z3 Ladysmith z3 Cowichan Cobbl 23 Cowichan Cobbl z3 Crofton z3 Ladysmith 23 Duncan 23 Duncan 23 Duncan 23 Duncan z3 Ladysmith 23 Duncan 3 Duncan Hack On Market BL om market UN 22 13 15 4
32. p down arrow select New Contact from the menu and click Go Search Hotsheet Clients Reports Maintenance FA PCS Expand all search New Search Resources In Touch slobal Actions ot gin City Mar 8 08 Mar 13 08 Mar 8 08 Search O T View Search Title ov Client Ee Seeger w Jones David Collapse w Townhouse w Single Family w McTavish Graeme Collapse v SFD 500k Nanaimo O H TH Alternative Mt Washington g w a4 Mike amp Pam SFD O 1 8 Ansten Rob Fj EE Arnold Chris O X g Baxter Adrian no title La Il Show contact types 4 Search Columns Type to search e For all other actions select the appropriate client first by checking the box on the left then Calgary Penticton Nanaimo Victoria Victoria Duncan Clear search Help Address 5789 Promenade Street 2356 MayFlower Street 235 1300 2nd Avenue 203 8867 Shelbourne 3356 Henderson Rd 453 Country Road select the desired action from the drop down and click Go Delete Contact e Go to the Clients tab e Select the checkbox to the left of the clients name to select e Choose Delete Contact from the Actions menu and click GO This is a permanent action and cannot be undone 8 Page Ul 4 The Views column contains the following icons 7i Read Only Queuing Activated p T
33. s to 350 475k sfd You are receiving this email because you requested access to Private Client Services from your REALTOR If you wish to unsubscribe from this service and no longer receive notification emails contact your REALTOR Altematively vou can choose this unsubscribe link Clicking the link in the email opens the client s PCS website there are now four tabs on the client s page as below 21 Page The additional Search Criteria tab allows the client to view criteria zone l Campbell River Zone 2 Comox Valley Zone 3 Duncan z4 Chase River 4 Departure Bay Count Listings view Listings clear ai P Sh gw Masin 22 Page Queuing What is Queuing Queuing the listings is used to preview listings before releasing to the client Listings can also be manually added to a client s queue Releasing Queued Listings for the Client to View If you have chosen the option to Queue the listings when setting up a new client a window will open indicating how many listings are in the queue Your client has been activated An activation email with login ID password and a link to the Private Client Services site will be sent to the client when you release the first listing for viewing At this time there are 26 listings queued and ready for your review Click OK to go to the client private viewing pages Tab Visible to Search Results Client e Listings are displa
34. yed when released e REALTOR Removed Listings e Client e As clients view listings and e REALTOR determine which ones are not of interest they can be removed from the primary view This also shows the REALTOR which listings are of lesser interest to the client Queued Listings e REALTOR e A holding area where the new changed listings can be previewed before release to the client These listings are in the Queue 23 Page Close Window This information is provided by SALLY REALTOR Phone Email sslly reslitvyserver com REALTYSERVER SYSTEMS EE e Client View Robert Cavenaugh Last Client Access never This is a one way mirror to your client s PCS account This view is read only 1600 Cedar Hill X Rd Victoria BC Le 4 C Select all 1 per page client detail ze Modified L 67 Listings Showing 1 67 below Click on listing Address to view full details VM i CWE d F PE Feb 20 08 To View gt al 7131 PETERSON ROAD 609 900 Zone 4 Nanaimo 24 Lower Lantevil 13 F New Feb 20 08 To View gt G f 6510 GERKE PLACE 619 000 Zone 4 Nanaimo Z4 North Nanaimo 4 L F Feb 18 08 To View gt G f 7098 WINSLOW ROAD 609 900 Zone 4 Nanaimo Z4 Lower Lantevil UN Fi Feb 15 08 To View gt SEN 455 LAREWOOCS PLACE 624 900 Zone 4 Nanaimo 24 Chase River lt 1 Feb 15 08 To View gt all 23018 JAMESON ROAD 675 000 Zone 4 Nanaimo 24 Jinglepot 3 Fi Feb 15 08 To View
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