Transcription

Matrix Overview Part 1- GettingStartedCE hours: 3Course #: 42309

2Table of ContentsCourse Description . 3The ‘My Matrix’ Menu . 4Summary – Settings – My Information. 4Contacts - Adding . 8Contacts - Managing . 8Saved Searches . 10My Matrix CMAs . 10The ‘Add/Edit’ Menu. 11Scheduling Appointments Using ShowingSmart . 13Creating a Map Tour Using ShowingSmart . 21The ‘Search’ Menu . 24Criteria Search . 24Numeric Fields. 24Search Symbols and Wildcards . 25Additional Fields. 25Map Search . 26Map Layers . 27Speed Bar Search . 27Recent Searches . 27Working with Results . 28Icons. 28The Button Bar . 29The Actions Tab . 29Email . 29Print . 30CMA . 30HAR Directions . 31Stats . 31Export. 31Quick CMA. 32Cloud CMA . 33Text/Share . 34The Refine Tab . 34Narrow . 34Discard . 34The Save Tab . 34New Saved Search. 34New Auto-Email . 35The Client Portal. 36Portal Notification Settings . 37New Speed Bar Shortcut . 37Carts . 37The ‘Public Records’ Menu . 38Matrix Overview Part 1- Getting StartedRevision date: 3/18/2022

3Course DescriptionThis course will provide students with a foundation of knowledge to navigateMatrix MLS, run several different types of searches, work with results, sharelistings, and set up Auto-Email for Contacts.Matrix Overview Part 1- Getting StartedRevision date: 3/18/2022

4The ‘My Matrix’ MenuSummary – Settings – My Information1. From the Matrix navigation menu, hover the "My Matrix" tab and select "My Information".2. My Information: update your roster information as you would like it to appear in the following Matrixfeatures:a. Information: click the "My Information" link to pre-populate how your contact information willappear in the following Matrix features. Click the "Override" checkbox to override anyassociated Roster information, then click "Save".Matrix Overview Part 1- Getting StartedRevision date: 3/18/2022

5b. Header & Footer: used to brand printed reports, agent webpages and the Client Portal.c. CMA Cover Sheet: manage how you would like your contact information to appear on aCMA cover page. Click on the "Override" checkbox to override any associated prepopulated information, then click "Save".Matrix Overview Part 1- Getting StartedRevision date: 3/18/2022

6d. Email Signature: add your photo, text, as well as any links, then click the "Save" button toinclude this signature on all outgoing messages sent by you, or on your behalf, from Matrix.e. Portal Profile: manage the Agent information that you would like to display on your Client'sPortal Welcome page. Select, as an option, an Inventory checkbox to include your currentlistings, or your office's current listings, to the Portal information section, then click "Save".3. My Matrix – Summary- Settings - Speed Bar Shortcuts: manage existing Speed Bar Shortcuts byclicking on your custom shortcut name.4. My Matrix – Summary- Settings - Team Settings: manage team members by allowing them to createnew listings, send CMA's, Reports and email under your identity or just to work on your behalf.5. My Matrix – Summary- Settings - Custom Displays: from the "Available Columns" listbox, first selectwhich fields you would like to appear on your custom results display, name your custom display,then click "Save".Matrix Overview Part 1- Getting StartedRevision date: 3/18/2022

76. My Matrix – Summary- Settings - Custom Exports: export specific fields of your choosing from yourselected listing(s) to a .csv file.a.b.c.d.e.f.From the "Manage Custom Exports" page, click the "Add Export" button.From the "Available Fields" listbox, select which field(s) you would like to exportIdentify each column in your .csv file by including the field name or label (optional)Name your custom export.Click "Save".Click “Done”.Matrix Overview Part 1- Getting StartedRevision date: 3/18/2022

8Contacts - Adding1.2.3.4.5.From the Matrix navigation menu, hover over the "My Matrix" tab and select "Contacts".Click "Add" on the Button Bar.From the "Personal Information" modal pop-up, fill out all mandatory fields.Additional option fields can be viewed by clicking the "Show All Fields" link on the Button Bar.Click "Save" on the Button Bar.Contacts - Managing1. View number of "Contacts" displayed.2. Search for contacts by name or by filter.3. Click the "Expand" icon to open a section panel. Click the "Collapse" icon to close a sectionpanel. Click the "Collapse All" icon to close all subsection panels at once.4. Manage Contact5. Expand to view, or manage, the following items.a) Portal Activity: view a timeline of this contacts most recent Portal activity.b) Portal Searches: view the results of custom searches created, and saved, in the ClientPortal.c) Auto Emails: manage each of the Auto Emails created for this contact.d) Saved Searches: manage each of the saved searches created for this contacte) CMAs: manage each of the CMAs created for this contact.f) Sent Email: view a collection of recent emails sent to this contact.6. Click a number to view listings that are stored in this contact's cart, grouped in theirfavorites/possibilities/discards folder, or display a collection of sent/received listing notes.Matrix Overview Part 1- Getting StartedRevision date: 3/18/2022

9Matrix Overview Part 1- Getting StartedRevision date: 3/18/2022

10Saved Searches1.2.3.4.5.6.7.8.From the Matrix navigation menu, hover the "My Matrix" tab and select "Saved Searches".Click the Saved Search name you would like to manage and select an action.Click Settings to update your Saved Search name, assign the search to a specific contact oradd/remove it as a Home Page favorite. Note: a saved search can also be turned into anAuto Email.Click "Criteria" to update your Saved Search criteria.Click "Results" to display the results of your Saved Search.Click "Date Since" to display the results of your Saved Search since the last time the searchwas run.Click "Market Update" to display the results of your Saved Search since the last time thesearch was run or between a specified date range.Click "Delete" to permanently delete your Saved Search.My Matrix CMAs1.2.3.4.5.From the Matrix navigation menu, hover the "My Matrix" tab and select "My Matrix CMAs".Click "Start a New CMA" on the Button Bar.Click "Start" (default position) to select a CMA Contact.Click "Pages" to select from "Available Pages".Click "Subject" to fill Subject Property details from a blank form, a listing number or by searching for a listing.a. Click the Custom Field dropdown list to add an additional field to the Subject Property.6. Click "Cover" to add your contact information, subject photo, agent information and agent logo to theCMA cover.7. Click "Comparables" to add comparables from a search or from a cart.8. Click "Map" to include a map that displays the location of comparables in relation to the subject property.9. Click "Adjustments" to adjust a comparable's feature value.10. Click "Pricing" to view a Summary of Comparable Prices and Adjusted Comparable Prices.11. Click "Finish" for a "CMA Summary" and to view or email your completed CMA.Matrix Overview Part 1- Getting StartedRevision date: 3/18/2022

11The ‘Add/Edit’ MenuFrom the Add/Edit menu, click Matrix Add/Edit. From there you can select to Add Newor Edit Existing Listings. Listings can also be edited from the My Listings widget on theDashboard screen of Matrix.Matrix Overview Part 1- Getting StartedRevision date: 3/18/2022

12Matrix Overview Part 1- Getting StartedRevision date: 3/18/2022

13Scheduling Appointments Using ShowingSmartShowing information needed for ShowingSmart phone# 713-930-0427 and phoneDescription ShowingSmart call center. Click on “Save as Incomplete” or “SubmitListing”.Matrix Overview Part 1- Getting StartedRevision date: 3/18/2022

14After saved as Incomplete or submitted as Active, click “Add Showing Instructions toShowingSmart”.You will directly enter ShowingSmart to start entering your showing instructions. Don’tforget to save at the bottom left corner once complete.Matrix Overview Part 1- Getting StartedRevision date: 3/18/2022

15Schedule any appointment from ShowingSmart or create a property tour afterselecting listings in Matrix. Click the ShowingSmart button to begin.Select “Request Showings for These Listings”.Matrix Overview Part 1- Getting StartedRevision date: 3/18/2022

16Request showings for these listings will take you to ShowingSmart to start scheduling. Ifyou have a listing that you did not want, you can remove it.Once you select your date and time click submit showing request.Matrix Overview Part 1- Getting StartedRevision date: 3/18/2022

17All listings default to a ShowingSmart interface if the listing is not using a serviceprovider. Please make sure to wait for confirmation!Matrix Overview Part 1- Getting StartedRevision date: 3/18/2022

18If the listing is using a service provider other than ShowingSmart, you will be directed tothat platform to continue scheduling your appointment.Once you are in the listing management’s platform schedule the appointment as youhave always done.Once the appointment is scheduled, your confirmation will come from the serviceprovider in the same format as it always has.Matrix Overview Part 1- Getting StartedRevision date: 3/18/2022

19All listings will automatically update once approved or declined, except ShowingTime.Once you get your response from ShowingTime, you can manually update it inShowingSmart.To update an appointment for ShowingTime manually, go to the ShowingSmart homepage and click on the listing under upcoming showings.Matrix Overview Part 1- Getting StartedRevision date: 3/18/2022

20Now you can manually update the status and times if needed and enter showinginstructions to be all viewed in one data base ShowingSmart.Matrix Overview Part 1- Getting StartedRevision date: 3/18/2022

21Now, all of your appointments will be in one database for you to go and show yourbuyers.Creating a Map Tour Using ShowingSmartClick the ShowingSmart button to begin.Matrix Overview Part 1- Getting StartedRevision date: 3/18/2022

22Click “Create a Tour for These Listings”.Choose tour date (required), name the tour, add the client’s name and a startingpoint. Click the “Create” button.Once the tour is created, you will have turn by turn directions from your starting pointand each property.Using the options at the top of the tour page, you can add listings to the tour, add thetour to your calendar, generate a link to the printable tour page and edit the tour.Matrix Overview Part 1- Getting StartedRevision date: 3/18/2022

23You can click on the blue “Showing Info./Remarks” link to get more information oneach property. You can also click the blue “Schedule” button in the lower left toschedule an appointment for each property. Lastly, click the “Remove” link in thelower right of the property detail to remove it from the tour.Matrix Overview Part 1- Getting StartedRevision date: 3/18/2022

24The ‘Search’ MenuCriteria SearchFrom the Search menu, there are options to search for properties of each type using aQuick or Classic style search.Numeric FieldsThe Price defaults to include the trailing zeros (aka thousands of dollars):Use the and – symbols to build search criteria:If the search is for 200,000If the search is for 200,000 and overIf the search is for 200,000 and belowIf the search is for 200,000 - 300,000Enter 200Enter 200 Enter 200Enter 200-300If the search is for 3 or more bedroomsIf the search is for exactly 3 bedroomsIf the search is for 3 to 5 bedroomsIf the search is for 3 or fewer bedroomsEnter 3 Enter 3Enter 3-5Enter 3-Matrix Overview Part 1- Getting StartedRevision date: 3/18/2022

25Search Symbols and WildcardsIn fields where text is entered instead of choosing an item off of a list (such asSubdivision), wildcards may be entered.* is the wildcard symbol! is the negative symbolBegins With- if the search is for: Garden Oaks [anything]i.e. Garden Oaks Section 1, Garden Oaks Section 2Ends With- If the search is for [anything] Oaksi.e. Garden Oaks, Bay Oaks, River OaksContains- If the search is for: [anything] Oaks [anything]i.e. Bay Oaks Section 1, Garden Oaks Section 2Not- If the search is for: anything but exactly Garden Oaksi.e. Garden Oaks Section 1, Garden Oaks Section 2, but not Garden OaksDoes Not Contain- If the search is for: anything without Oaksi.e. Garden Villas but not Garden OaksEnter Garden Oaks*Enter *OaksEnter *Oaks*Enter !Garden OaksEnter !*Oaks*Additional FieldsIf there is a need to search by a field that is not on the main search screen, it can beadded by using the Additional Fields.When Add is selected, the Frequently Used Fields window presents fields available tobe added.Matrix Overview Part 1- Getting StartedRevision date: 3/18/2022

26When a field is highlighted and the Add button is selected, it becomes a SelectedField. When the Back button is selected, that field will appear under Additional Fields.Map SearchThe Map can be accessed by selecting the Map tab from either the Search/Criteriascreen or the Results screen.An area can be searched by selecting the Radius, Rectangle, Polygon or FreehandPolygon tools. Erase all shapes with the erasure toolThe shape can now be used to define the search area (Include this Shape) or excludea specific area from the search results (Exclude this Shape). Delete Shape will removethe user-defined shape from the map.The resulting listings will be limited by the area(s) selected on the map.Matrix Overview Part 1- Getting StartedRevision date: 3/18/2022

27Note: More than one shape may be used. Also, there can be a shape within a shape(i.e. limited to a certain area, minus a few streets).Map LayersCustomize map views by choosing from several layers of geographic information.Each layer can be displayed individually or mixed with others to create the perfectmap to meet your needs. Use the Layers icon to choose from the options.Use the compass icon to recenter your map to your results.Speed Bar SearchThroughout Matrix, the Speed Bar populates at the top of the screen.The primary uses for the Speed Bar are: MLS Number SearchAddress SearchAgent SearchOffice SearchOpen House SearchHowever, the Speed Bar can be used for several different search criteria options. Clickthe Question Mark icon for Speed Bar shortcuts.Recent SearchesFrom both the Home Screen and the Search screen, when the down arrow next toRecent Searches is selected, the most recent searches run in Matrix are displayed. Thesystem will keep searches in the Recent Searches for no more than a week, themaximum number of searches stored is 50.Matrix Overview Part 1- Getting StartedRevision date: 3/18/2022

28Working with ResultsAs criteria are entered on the search screen, the number of results is reported in thebottom left side of the screen.When the Results tab is selected, properties are displayed on the Results Grid.IconsOn the left of the Results Grid, icons can be selected for more information.The first checkbox is to Select a listing.This icon allows you to view photos of the listing.This icon will show the property on a map.This icon links to the Realist Tax data for the listing.This icon will show the Property History report.This icon opens attachments or documents for the listing.Note: If an icon is not applicable to the listing, it might not appear. For example, ifthere are no attachments uploaded, the attachment icon will not be placed on thatlisting.Matrix Overview Part 1- Getting StartedRevision date: 3/18/2022

29The Button BarThe Actions TabEmailOn the results screen, when listings are selected, they can be emailed using the Emailaction in the lower left of the screen.The email will be sent when the agent adds a recipient, a subject and a message andselects Send.Matrix Overview Part 1- Getting StartedRevision date: 3/18/2022

30PrintFrom the Print dialog box, a report can be selected and printed.CMAOnce you click CMA, use the navigation bar at the top of the screen as your guide.Following the steps in the order they are listed will guide users through the process ofcreating a CMA report.Matrix Overview Part 1- Getting StartedRevision date: 3/18/2022

31HAR DirectionsThe desired properties can be checked, then Directions selected. The listings can bedragged and dropped into the desired order or removed by clicking the x.The Add to Route button can be used to add points that are not listings (i.e. theagent's office). These directions can be emailed, texted and printed.StatsOnce the stats report is selected, it will display a tubular-style report chart.ExportOn the results screen, when listings are selected, they can be exported on to an Excelspreadsheet.Matrix Overview Part 1- Getting StartedRevision date: 3/18/2022

32Quick CMAThe Quick CMA will compare listings in a chart-style format. This PDF can be printed ordownloaded to a computer.Matrix Overview Part 1- Getting StartedRevision date: 3/18/2022

33Cloud CMACloud CMA allows users to create custom, engaging CMA Reports, Buyer Tour Reports,Property Reports and Flyers. *Cloud CMA is only available for HAR MLS PlatinumSubscribers.Matrix Overview Part 1- Getting StartedRevision date: 3/18/2022

34Text/ShareSelected listings can be shared in a variety of ways.The Refine TabNarrowOn the results screen, when listings are selected, clicking narrow will remove theunselected listings.DiscardOn the results screen, when listings are selected, clicking discard will remove theselected listings.The Save TabNew Saved SearchOn the results screen, New Saved Search will allow users to save a search for quickaccess at a later time.Matrix Overview Part 1- Getting StartedRevision date: 3/18/2022

35New Auto-EmailOn the results screen, New Auto Email will allow users to have the system notify theircontacts when there are new or updated properties that match their criteria.To have the system generate listings emails to clients, first a search needs to becreated. Once the initial listings are selected/checked, click "Save", then "New AutoEmail".Either an existing Contact may be chosen by selecting the down arrow and choosingfrom a list or a new Contact may be created. First name, last name and email addressare all required fields. Next, a Subject must be entered for the emails. The system willgenerate a message for the body of the email, but it can be modified by enteringnew text in the Message field. Under Settings, the system defaults can be changed.Schedule determines the frequency of the auto emails. ASAP sends the emails when alisting matches the criteria. Daily can be set to email up to twice a day on theselected days. Monthly sends the email on the first of the month.Once the information is saved, the system will start sending the emails and create TheClient Portal.Matrix Overview Part 1- Getting StartedRevision date: 3/18/2022

36The Client PortalThe Client Portal is a website that contains all the property results found by creating anAuto-Email.The activity of all contacts can be accessed from the Matrix navigation menu. Hoverthe "My Matrix" tab and select "Contacts". The columns on the right side of the screenindicate listings the client may have marked as a favorites, possibilities, or discards.Matrix Overview Part 1- Getting StartedRevision date: 3/18/2022

37Portal Notification SettingsIn order to be notified of client activity on The Portal, you must enable notifications.Hover on the “My Matrix” menu then click “Summary” “Settings” “PortalNotification Settings”. Check the options that best suit your needs. The selections willaffect all Client Portals.New Speed Bar ShortcutUsing the /shortcutname format, save a shortcut to run a search via the Speed Bar.CartsCarts will allow users to store individual properties for use at a later time.Matrix Overview Part 1- Getting StartedRevision date: 3/18/2022

38The ‘Public Records’ MenuPublic Records will give the user access to the Realist Tax and Matrix Tax programs aswell as Mud Bond information worksheet. Either tax program can be used to searchfor property tax data and be used to generate mailing labels.Matrix Overview Part 1- Getting StartedRevision date: 3/18/2022

39Matrix Overview Part 1- Getting StartedRevision date: 3/18/2022

Matrix MLS, run several different types of searches, work with results, share listings, and set up Auto-Email for Contacts. 4 Matrix Overview Part 1- Getting Started Revision date: 3/18/2022 The 'My Matrix' Menu Summary - Settings - My Information 1. From the Matrix navigation menu, hover the "My Matrix" tab and select "My Information".