Welcome To The iList Manual!
Table of Contents
Icons .................................................................................................................................... 5
iList Icons........................................................................................................................ 5
Email Icons ..................................................................................................................... 6
Transaction Icons ............................................................................................................ 7
01 Overview ........................................................................................................................ 8
1.1 Introduction ............................................................................................................... 8
1.2 System Requirements................................................................................................ 9
System Requirements.................................................................................................. 9
Before You Start ......................................................................................................... 9
Clearing Browser Cache ........................................................................................... 10
Resetting Browser Defaults ...................................................................................... 11
Set Security Level Defaults ...................................................................................... 11
Set Privacy Level Defaults........................................................................................ 12
1.3 How to Access iList ................................................................................................ 13
1.4 Additional Functions ............................................................................................... 14
Impersonate Sales Associate ..................................................................................... 14
Office Selection ........................................................................................................ 14
New Item Functionality ............................................................................................ 14
02 Administration ............................................................................................................. 15
2.1 Introduction ............................................................................................................. 15
2.2 Adding an Office..................................................................................................... 16
Office ........................................................................................................................ 16
Marketing .................................................................................................................. 16
Picture ....................................................................................................................... 17
Security ..................................................................................................................... 17
Mail Merge Templates .............................................................................................. 18
Advertising ................................................................................................................ 18
Meta Information ...................................................................................................... 19
2.3 Adding an Associate ............................................................................................... 20
Personal ..................................................................................................................... 20
Specialisations........................................................................................................... 21
Languages ................................................................................................................. 21
Marketing .................................................................................................................. 21
Picture ....................................................................................................................... 21
Security ..................................................................................................................... 22
Settings ...................................................................................................................... 24
Qualifications ............................................................................................................ 24
Advertising ................................................................................................................ 24
Mailbox ..................................................................................................................... 24
2.4 Transferring Data .................................................................................................... 26
Transfer Properties .................................................................................................... 26
Transfer Contacts ...................................................................................................... 26
Transfer Agenda........................................................................................................ 27
Transfer Agent .......................................................................................................... 27
2.5 Add/Edit Categories ................................................................................................ 28
03 Contacts........................................................................................................................ 29
3.1 Introduction ............................................................................................................. 29
3.2 Adding a Contact .................................................................................................... 30
Quick View ............................................................................................................... 30
General ...................................................................................................................... 30
Address / Phone ........................................................................................................ 30
Notes and Family ...................................................................................................... 30
Properties / MLS Buyer Match ................................................................................. 31
Activities ................................................................................................................... 31
3.3 Finding a Contact .................................................................................................... 32
3.4 Deleting/Restoring Contacts ................................................................................... 33
Deleting a Contact..................................................................................................... 33
Restoring a Contact ................................................................................................... 33
3.5 Mail Merge.............................................................................................................. 34
Performing a Mail Merge.......................................................................................... 34
04 Properties ..................................................................................................................... 35
4.1 Introduction ............................................................................................................. 35
4.2 Properties List ......................................................................................................... 36
4.3 Adding a Property ................................................................................................... 37
Key Information ........................................................................................................ 38
Description and Notes ............................................................................................... 39
Commercial ............................................................................................................... 39
Rooms/Property Details ............................................................................................ 40
Activities/Features .................................................................................................... 40
Financial .................................................................................................................... 40
Photo Library ............................................................................................................ 40
Trade Record ............................................................................................................. 41
Advertising ................................................................................................................ 41
Reverse Buyer Match ................................................................................................ 42
4.4 Trade Record Report ............................................................................................... 43
Property Details ........................................................................................................ 43
Transaction Details ................................................................................................... 43
Listing Commission .................................................................................................. 43
Selling Commission .................................................................................................. 44
Vendors and Purchasers ............................................................................................ 44
Financial .................................................................................................................... 44
Payments ................................................................................................................... 45
Adding Multiple Listing and Selling Agents ............................................................ 45
Submitting a Completed Report................................................................................ 45
4.5 Finding a Property................................................................................................... 47
Listing Search Results............................................................................................... 47
Transaction Data Results .......................................................................................... 47
4.6 Changing Listing Status .......................................................................................... 49
Proposal..................................................................................................................... 49
Active ........................................................................................................................ 49
Cancelled................................................................................................................... 49
Expired ...................................................................................................................... 49
On Option.................................................................................................................. 50
Partially Rented ......................................................................................................... 50
Rented ....................................................................................................................... 50
Sale Agreed ............................................................................................................... 50
Sold ........................................................................................................................... 50
Sold by Other Agent ................................................................................................. 50
Sold by Owner .......................................................................................................... 51
Prospective ................................................................................................................ 51
4.7 Mail Merge.............................................................................................................. 52
Performing a Mail Merge.......................................................................................... 52
05 Agenda ......................................................................................................................... 53
5.1 Introduction ............................................................................................................. 53
5.2 Scheduling an Agenda Item .................................................................................... 54
5.3 Accessing Other Agent's Agendas .......................................................................... 56
06 Email ............................................................................................................................ 57
6.1 Introduction ............................................................................................................. 57
6.2 Setting Up an Email Account ................................................................................. 58
6.3 Creating a New Email ............................................................................................. 59
6.4 Managing Mailbox Size .......................................................................................... 60
07 iList Sync ..................................................................................................................... 61
7.1 Introduction ............................................................................................................. 61
7.2 How to Use iList.Sync ............................................................................................ 62
08 MLS Buyer Match ....................................................................................................... 63
8.1 Introduction ............................................................................................................. 63
8.2 Using MLS Buyer Match ........................................................................................ 64
Creating a New Buyer Match ................................................................................... 64
Editing a Buyer Match .............................................................................................. 65
Deleting a Buyer Match ............................................................................................ 65
Following up on Buyer Matches ............................................................................... 65
09 Reports ......................................................................................................................... 66
9.1 Introduction ............................................................................................................. 66
9.2 Contact Reports ....................................................................................................... 67
9.3 Listing Reports ........................................................................................................ 68
9.4 Sales Associate Reports .......................................................................................... 69
10 Trade Record Reports .................................................................................................. 70
10.1 Introduction ........................................................................................................... 70
10.2 Transaction Reporting ........................................................................................... 71
Trade Record Reports List ........................................................................................ 71
Trade Record Report History .................................................................................... 71
Creating a Trade Record Report ............................................................................... 72
Listing End Trade Record Report ............................................................................. 72
Selling End Trade Record Report ............................................................................. 72
Icons
iList Icons
Below is a table of commonly used icons and their functions in iList.
Icon
Function
Add a new item
Save changes
Delete item
Open the iList User Manual
Print/create the selected record/report
Open the calendar
Edit
Select all
Deselect all
Property is listed with user's office
Perform a mail merge
Open Listing Search screen
Open Transaction Data screen
Perform a reverse buyer match (match buyers to property)
Email Icons
Below is a table of icons and their functions in iList email.
Icon
Function
New message
Send message
Add attachment
Check address(es)
Insert signature
Insert listing
Insert contact
Delete selected listing/contact
Forward message
Reply to sender only
Reply to sender and all recipients
Delete message
Move message to another folder
Refresh inbox
Create new folder
Delete selected folder
Open help menu
Transaction Icons
Below is a table of icons and their functions used in transaction reporting.
Icon
Function
View a list of completed Trade Record Reports
Trade Record Report has been completed but not reviewed
Trade Record Report has not been accepted
Trade Record Report has been reviewed and accepted
One or more payments are pending on this Trade Record Report
View/edit the Trade Record Report
View the selected property’s profile
Export to Excel
Export to XML
Report has been sent to Frames and can no longer be edited
01 Overview
1.1 Introduction
Welcome to the iList.Net User Guide. This guide has been developed in order
to assist you in getting the most use and efficiency from this product. iList is
a tool used by agents to list their properties and contacts, by offices to track
their agents, and by regions to track property-related statistics.
1.2 System Requirements
System Requirements
Internet Explorer 5.0 is the minimum browser version you should be using
with iList. iList does not support other browser types and therefore it is
strongly recommended that you use Internet Explorer as your browser.
Before You Start
We strongly recommend that before you begin working in iList, you clear
your browser cache and reset your browser defaults.
As well, if you experience difficulty with photo uploads or you do not see your
updated data in the system, complete this process again and retry your task.
Clearing Browser Cache
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Open Internet Explorer.
Select Tools > Internet Options....
Click Delete Cookies..., then OK.
Click Delete Files….
Check the Delete all offline content checkbox, then click OK.
Resetting Browser Defaults
Set Security Level Defaults
 Open Internet Explorer.
 Select Tools > Internet Options....
 Click the Security tab.
 Click Default Level.
Set Privacy Level Defaults
 Open Internet Explorer.
 Select Tools > Internet Options....
 Click the Privacy tab.
 Click Default.
1.3 How to Access iList
To access iList.NET, browse to http://private.remaxeurope.com/rscripts/LoginPrompt.asp and enter your User ID and Password.
If you are using a computer that you do not share with anyone else, select
the Save this password checkbox. This will save your User ID and
Password for future access to the system. If you do share your computer it is
strongly recommended that you do not select this checkbox.
Select your preferred language from the dropdown list and click Login.
The RE/MAX MLS Intranet page will load. Click iList.Net under the RE/MAX
MLS heading.
If you are a region-level user, you will be asked to select an office. Select it
from the dropdown and click OK.
You are now in the iList.Net system!
1.4 Additional Functions
Impersonate Sales Associate
Access: Region, Office
This function allows you to select an agent at the current office from the
dropdown menu near the top right of the screen. This is useful to perform
functions that only agents can do, such as viewing/creating agenda items,
adding properties, and adding contacts. You may want to perform these
functions if an agent is unable to because of illness or other extenuating
circumstances. The top left of the screen will show your own login
information and who you are impersonating. From the same dropdown,
select Revert to cease impersonating an agent.
Office Selection
Access: Region
This function allows you to change the office whose information you are
viewing. This way you can switch easily from office to office without having
to log out of iList. This function is near the top right of the screen. Click it to
return to the office selection; select a different office and click OK, which will
log you back into iList with that office's information showing.
New Item Functionality
Access: Region, Office, Agent
In order to minimize the amount of navigation required to generate new
items, the iList header has a "New" button near the top right that you can
select to add a contact, property, agenda item, or buyer match.
02 Administration
2.1 Introduction
In this section you can manage information related to your office and agent
profiles.
Besides the Region, which has complete access to Administration functions,
there are three main security levels:
1. Office Level: This is used to update an office’s profile, create new agents
and update their status. This would typically be used by a Broker or an office
administrator.
2. Office Administration Level: This login is generally used by an office
administrator to perform some basic administration of agent’s profiles,
but mostly to manage an agent’s Agenda, Contacts and Listings using the
Impersonation function.
3. Agent Level: This is the most basic access level. It is generally used by
agents to update their profile, calendar settings, and email settings.
2.2 Adding an Office
Access: Region, Office
Only a region-level user can create a new office, but office-level users can
edit their office profile. To create a new office, you must first create the office
from the link on the MLS Intranet site, then log onto iList to edit the office
profile. Go to the Administration section. Click the Office tab, then the
desired office's Office ID. Information you enter in the profile
will automatically update on the public website. In the office profile are the
following tabs:
Office
Necessary explanations for certain fields are provided below:
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Region ID: This is assigned to your RE/MAX Region in the iList system;
it is not an editable field.
Office ID: This is the Office Number assigned to your office by the iList
system; it is not an editable field.
Europe Office ID: This is the RE/MAX International Office Number
assigned to your office.
Office User ID: This is automatically generated by iList when the office
is created; it is the office-level login ID for iList.
http:/www.remax-regionname.com/: This is where you would
enter the rest of the URL for the office.
E-Mail: This will display on the office profile page on the public
website.
Alternate URL: If an office has its own website, enter the URL here and
it will display on the office profile screen on the public website.
Show Agent Direct Dial: This allows you to specify whether you allow
agents in the office to display their own phone number on their
website profile.
Marketing
In this section you can provide additional office information that will be
displayed on the office profile page on the public website. You can click the
magnifying glass beside each section to open an editable popup window of
just that section.
If you have purchased Google Maps integration, the latitude and longitude of
the office can be inputted here. There will also be a preview icon of the
Google Maps popup.
Picture
You can use this tab to add a photo to the Office Profile page on the public
website. This should be a photo that represents the office to the public.
Photos should be kept small to reduce upload time. In most regions, office
photos are resized to a width of 300 pixels, though the length stays the
same.
Below is an example of how an office profile appears on the website:
Security
This is where you specify what level of access to iList an office has.
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Office can add Agents: If selected, the office will be able to add new
agents. Enabling this option will automatically enable the
options "Office can disable Agents", "Office can hide Agents" and
"Office can disable Agent login", but these options can be unchecked.
Office can disable Agents: If selected, the office will be able to disable
an agent on the "Security" tab of the sales associate screen, under the
Administration section. A disabled agent can still log onto iList, unless
their login has also been disabled. A disabled agent's listings and
profile will not show on the public website, but they will show in iList.
Office can re-enable Agents: If selected, the office will be able to
uncheck the "Disabled" option on the agent's "Security" tab under the
Administration section.
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Office can hide Agents: If selected, the office will be able to hide an
agent on the "Security" tab of the sales associate screen, under the
Administration section. A hidden agent cannot log onto iList, and their
listings will not be seen on the website.
Office can unhide Agents: If selected, the office will be able to
unhide agents on the agent's "Security" tab under the Administration
section. If an agent is unhidden, their profile and listings will be seen
on the website.
Office can disable Agent login: If selected, the office will be able
to prevent an agent from using iList and the MLS Intranet by
checking "Login Disabled" on the "Security" tab of the sales associate
screen, under the Administration section.
Office can re-enable Agent login: If selected, the office will be able to
re-enable an agent's access to iList and the MLS Intranet by
unchecking "Login Disabled" on the agent's "Security" tab under the
Administration section.
Mail Merge Templates
This section is where a region or office-level user can add contact and listing
templates to an office profile, thereby allowing all users in that office to
access those templates. To upload a template, save it to your local computer
first. Then open this tab and click the green plus button for the appropriate
type (Contact or Listing). In the popup that opens, you must give the
template a name, but do not have to give it a description. Click Browse to
locate the file, then click Open. Region-level users can select the "Regionally
available" checkbox to upload the template to all offices in the region. When
you are finished, click the save button.
There is a restriction in iList that will allow only the person who uploaded a
mail merge template to delete it. If you want to delete a template you did
not upload, and the person who did upload it is not available, please contact
GryphTech via the CR system. Please specify the name and type (Listing or
Contact) of the template, and specify the office(s) from which you want it
deleted.
Advertising
If enabled in your region, this feature will export the office record to the
selected portal(s). Agents in this office will be able to select properties to
be exported as well (see Adding a Property for more information on
this). Region-level users can select which portals individual offices have
access to. Please contact GryphTech if you are interested in purchasing this
feature.
Meta Information
Certain regions have opted to implement an option to list keywords and
descriptive phrases directly in the office profile. When any or all of these
terms are entered in a search engine, the applicable office's homepages will
be returned in the list of results. Each keyword/phrase must be separated by
a comma; each list can have a maximum of 250 characters.
2.3 Adding an Associate
Access: Region, Office, Agent
Go to the Administration section. Click the Sales Associate tab, then the
green plus button. Information you enter in the profile will immediately
update on the public website. Only Region and Office level users can add
associates, but associates can be given access to edit their own data. In the
associate profile are the following tabs:
Personal
Enter the required fields, which have red labels on them. The following fields
require explanation:
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Name: inserting curled parentheses - { } - in the agent name can
cause errors when the region, office, or agent tries to add/view a
listing.
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User ID: this can only be changed by the region.
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www.remax-regionname.com: this field allows you to enter the rest
of the URL for an agent's website profile. The agent could use this URL
in the marketing material he/she distributes to clients so that they can
directly access the agent's profile. User access to this field may vary
from region to region.
Alternate URL: this field is for another website the agent wishes to
appear on his/her homepage.
Current Title with RE/MAX: this is the associate's official title with
RE/MAX; the options available are set by RE/MAX International. This
title will not be displayed with the associate's name on the public
website.
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Display Title: unlike Current Title with RE/MAX, Display Title is an
unofficial title that will be displayed below the agent's name on their
website profile, and beside it on the office profile. It will override any
RE/MAX Title associated to the agent. The only exception is if
Associate is chosen as both the RE/MAX and Display Titles, in which
case it will not be displayed at all due to its being the most common
title in the system.
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Default Contact List to Search: if this is checked, when the agent clicks
the Contacts icon, the contacts search page will load. If it is not
checked, a list of the agent's contacts will load.
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Team Status: a Team Leader's status can only be changed if there are
no Team Members associated to them. The status of Team Leaders
can only be changed from January-March, but the status of Team
Members and Individuals can be changed at any time.
Specialisations
You must choose at least one specialisation, but do not need to select any
sub-specialisations (these will show on the associate's website profile). You
can also add the service areas where the associate mostly works.
Languages
Select the language(s) in which the associate is fluent. This will show on the
associate's website profile.
Marketing
In this section you can provide additional information that will be displayed
on the associate's website profile. You can click the magnifying glass beside
each section to open an editable popup window of just that section.
Picture
You can upload a picture of the associate from your computer's hard drive.
You should upload portrait-oriented photos. Photos should be kept small to
reduce upload time.
Below is an example of how an associate profile appears on the website:
Security
When you first enter an associate record, the Security tab will not be
available. However, when you save the record and the screen reloads, this
tab will display and you will be able to edit some or all of the following access
and permission checkboxes:
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Disabled: check this box for agents who have left RE/MAX. A disabled
agent can still log onto iList, unless the "Login disabled" box is
checked. A disabled agent's profile and properties will not show on the
public website, but they will show in iList. Checking this will not delete
the associate record.
Login disabled: check this box to prevent an agent from logging onto
iList. If an agent's login has been disabled, their profile and properties
will still show in iList and on the public website, unless "Disabled" or
"Hide agent from all systems" is checked as well. Checking this will not
delete the associate record.
Hide agent from all systems: check this box to indicate temporarily
disabled agents (e.g., agents on an extended leave of absence). A
hidden agent cannot log onto iList. A hidden agent's profile and listings
will not appear on the public website, but they will show in iList.
Checking this will not delete the associate record.
Office Administrator: if checked, the user will be able to impersonate
other associates and edit their profile, contacts, properties, agenda,
and Trade Record Reports. In regions that require a listing to be
approved before it will display on the public website, Office
Administrators will receive an email indicating a property has been
added/edited in iList. Office Administrators cannot send email for an
agent they are impersonating.
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Manage Transaction Reporting: this checkbox is only available if
"Office Administrator" is also checked. If checked, the user will be able
to view and edit the office's Trade Record Reports and edit their
status, as well as create new TRRs. When working with TRRs, it is
recommended you do not impersonate anyone, as this may limit your
viewing/editing access. If it is not checked, the user will only be able
to see their own TRRs.
Listing Administrator: this checkbox is only available if "Office
Administrator" is also checked. This user has the ability to approve or
reject pending listings. The listing approval workflow functionality will
not occur in an office unless someone in that office is a Listing
Administrator.
Sales Associate: if checked, the user will only have access to their own
information and the associate's name will appear on their office's list of
associates on the public website and in iList. A user cannot add new
properties unless this box is checked.
Access iList.NET: if checked, the associate will be able to log onto iList
via the MLS Intranet portal. If this is not checked, the following
checkboxes will not be available for selection: "Agent under office
approval"; "Edit own Contacts, Agenda"; "Add own Contacts, Agenda";
"Allow Agenda Security Assignment"; "Add new listings"; "Edit listing
status"; "Edit listing price"; and "Edit own Profile Information".
Trade record reporting/status: if checked, the agent can view and edit
their Trade Record Reports via the Transactions section. If not
checked, the agent will only be able to enter the Sold Date, Sold Price,
and Commission fields.
Add/Edit own Contacts, Agenda and Properties: if checked, the
associate will be able to add Contacts, Agenda items, and Properties.
You should leave it unchecked for users who need access to iList but
should not maintain their own data (usually Licensed Assistants).
Allow Agenda Security Assignment: if checked, this function will allow
selected agents to view this agent's agenda side by side with their
own. For more on this function, see Accessing Other Agent's Agendas.
If you check this box, you can then indicate on the Settings tab who
can view the agenda.
Edit own Profile Information: if checked, the associate will have access
to the Administration section in iList to update his/her profile or
personal settings. As a security precaution, you may want to leave it
unchecked to prevent associates from incorrectly updating their profile
information.
Enter Trade Record Report: if checked, an agent has full edit access to
the TRR screen; if not checked, the agent can only edit the Date Sold,
Price Sold, Possession Date, and Commission fields on the TRR.
Settings
If the "Allow Agenda Security Assignment" box was checked on the Security
tab, the Settings tab will appear when that change has been saved. Here, all
levels of users can indicate who can view an associate's agenda. In the pane
labeled "Allow these agents to access my agenda", a list of agents belonging
to the agent’s office will be displayed. Place checkmarks in the corresponding
checkboxes for the agents you want to have access to the agenda. You can
also select the time period the agenda will cover and the duration of
appointments.
Qualifications
Here you can enter details about the associate's prior experience and
relevant licenses.
Advertising
If enabled in your region, this feature will export the associate profile to the
selected portal(s). Agents, please contact your Office Administrator if you are
interested in having this feature.
Mailbox
If the associate's email is integrated with iList, the office and agent will have
access to the Mailbox tab. The region can see the tab whether or not email is
integrated. Depending on your access, you can edit the Alias Names,
Forward/Reply addresses, Auto Reply Text, and Signatures. The Alias Names
are like fake addresses; if email is sent to an Alias Name, it will be forwarded
to iList email (if you want email from real addresses forwarded to iList email,
you will have to set that up in those email accounts). If you want to
delete the original alias name, one option is to disconnect the current
mailbox and set it up all over again (however, the agent may lose all their
emails if you do this). Alternately, you can add another alias to the existing
account. This way the agent will have two aliases associated with the
account. To summarize, when you create an account initially and assign it an
alias, the alias mailbox is created on the mail server. If now you want to
change the alias, you have to drop the current mailbox and then create a
new one or add an additional alias to the account.
The Forward To address is the email address you would like emails to be sent
to from your iList email inbox; for instance, if you have a PDA, you may want
to set its address as the forwarding address. The Reply To address is the
address you want replies to your emails to be sent to. The Auto Text is a
message that would be sent as an automated reply to emails you
receive; you would turn Auto Reply on if you are not able to check your
emails (for example, if you go on vacation). The Signature is a customized
section of text and/or graphics that appears at the bottom of every email you
send. To create a signature, select whether it is for new messages or
replies/forwards; name it; and press the edit button to type the signature's
text. To insert an image in a signature, right-click on the image file and go to
Open With > Internet Explorer. Right-click on the image in the browser
window and select Copy, then paste the image in the signature editor
window. Region-level users can set the maximum mailbox size in megabytes,
disconnect the mailbox, and delete the mailbox.
When adding a new associate to iList, the Mailbox tab will not be available
until the rest of the profile's mandatory fields have been completed and the
profile has been saved.
For more information on managing iList email, see Setting up an Email
Account or Managing Mailbox Size.
2.4 Transferring Data
Access: Region, Office
You can transfer properties, contacts and agenda items from one agent to
another using the Data Transfer tool. To do this, go to the Administration
section and click Data Transfers, near the top of the screen.
Transfer Properties
The "From" dropdown list includes all agents, disabled, hidden and
active. Select an agent from this list; this will bring up a list of the selected
agent’s properties. By holding down Ctrl, you can select more than one
property to transfer at a time.
The "To" dropdown list only includes active agents. Select an agent from this
list. Click Transfer. The selected property will be transferred to this agent.
If the "Include Contact for each property" checkbox is selected, all the
contacts associated to the selected property will be transferred to the new
agent. Listings and agenda items linked to this contact but related to other
properties will not be affected by the transfer.
If the "Include Agenda Items for each property" checkbox is selected, all the
agenda items associated to the selected property will be transferred to the
new agent.
Transfer Contacts
The "From" dropdown list includes all agents, disabled, hidden and
active. Select an agent from this list; this will bring up a list of the selected
agent’s contacts. By holding down Ctrl, you can select more than one
contact to transfer at a time.
The "To" dropdown list only includes active agents. Select an agent from this
list. Click Transfer. The selected contact will be transferred to this agent.
If the "Include agenda items for each contact" checkbox is selected, the new
agent becomes the owner of the items and will be able to edit them. If a
contact and property are linked to these items, they can be viewed by the
new agent but they are not transferred.
Transferring a contact means the contact is moved, not copied.
Note: Public contacts cannot be transferred. In order to transfer a
public contact, you must first uncheck the "Public Contact"
checkbox on the contact's General tab, save, and then proceed
with the transfer.
Transfer Agenda
The "From" dropdown list includes all agents, disabled, hidden and
active. Select an agent from this list; this will bring up the selected agent’s
agenda.
The "To" dropdown list only includes active agents. Select an agent from this
list. Click Transfer. The selected agent's agenda will be transferred to this
agent. Destination agents can view but not edit the transferred contact's
activities.
A maximum of one year's worth of agenda items can be transferred. You
cannot select individual items to transfer. Agenda items that will be
transferred exclude Group Scheduling items and include to-do lists (timeless
items).
Transfer Agent
In some regions, users can transfer agents to another office in their region;
this will transfer all the agent's associated objects (listings, contacts, agenda,
and saved searches). Select an agent from the "Agent" dropdown and an
office from the "To Office" dropdown, then click Transfer. Please contact
GryphTech if you are interested in implementing this feature in your region.
2.5 Add/Edit Categories
Access: Region, Office
When you add a contact, there is a section called Categories. These are
"labels" applicable to a contact (e.g., Prospect Purchaser, Referral
Agent, Lawyer). The Add/Edit Categories function allows you to add and
delete these labels. To add a category, click Add/Edit Categories at the top
of the Administration screen, then click the green plus button; this will add a
new row to the list of categories, and you can type the category label in this
row. To delete a category, click the red garbage can icon beside it. Press the
save button when you have finished making your changes to categories.
When iList.Sync is run, categories in Outlook that are not in iList are
imported to iList.
03 Contacts
3.1 Introduction
In iList, your contacts are fully integrated with your agenda, listings and
email (if your email is integrated with iList). Along with the basic contact
functions (adding, editing, deleting and restoring contacts), advanced tools
such as linking your contact to your agenda, property matches and email,
searching for contacts and executing mail merges are available and can
assist you in your daily activities.
These functions work together to help you manage contacts from the
moment you acquire them to your post-sale follow-ups and referral requests.
3.2 Adding a Contact
Access: Agent (a Region or Office must impersonate an Agent to add
contacts)
To add a contact, go to the Contacts section, then click the green plus icon.
To edit a contact, click the blue edit icon beside the contact's details.
Quick View
Quick View provides a summary of information entered on the other tabs.
Quick View is not editable.
General
Enter the general contact information; Last Name and Company are
mandatory fields. Only office administrators can indicate whether a contact is
public or not. The default setting for a new contact is "Private".
Address / Phone
The address and phone information can be provided for a contact in each of
two sections, Address and Communications Phone/Email. Click the green plus
sign to add a new address or phone number.
There are several types of addresses and numbers available, but you can
only select one of each type. If you do enter more than one type, one
address or number must be set as the default before you can save your
selection.
Note: in some regions, the Phone Number is a mandatory field when
a contact is associated to a property. Please contact GryphTech if you
are interested in implementing this feature in your region.
Notes and Family
This section manages your general notes and comments, and provides an
area for you to write down family members and relationships. You can
indicate the date and time that you entered a note by clicking the green plus
sign.
Properties / MLS Buyer Match
This section shows any properties the contact has listed with the agent, as
well as whether or not the contact has buyer match specifications. Each
property in the list has a link that takes you to the property profile. Each
buyer match in the list has a link that takes you to the detailed view of the
buyer match. You can add a new listing or buyer match from this screen by
clicking the green plus sign; a listing's "Owner" field, and a buyer match's
"Contact" field, will be pre-populated with the name of the selected contact.
Activities
This section shows agenda items associated with the contact. You can
add/edit new agenda/activities such as appointments, calls, letters, notes,
and tasks (for more information, see Scheduling an Agenda Item). When
saved, the Activities and Description fields are clickable links if the user is an
agent or impersonating an agent.
Notes: in some regions:
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The Quick View tab shows communications information.
If the Contact is a Vendor, the fields Last Name, First Name,
Town, Street Name, and Phone are required.
Please contact GryphTech if you are interested in implementing these features in
your region.
3.3 Finding a Contact
Access: Region, Office, Agent
Go to the Contacts section. If your default page is the Contact list, you can
either browse this list or click Search..., available near the top of the page
under your login information. Specify your search criteria and click Search.
You do not have to enter complete names in any of the text fields; iList can
search for partial text.
A list of contacts matching your search criteria will load in the pane beneath
the Search button. Click on a contact’s name to be taken to that
person's profile.
3.4 Deleting/Restoring Contacts
Access: Region, Office, Agent
Go to the Contacts section. If the default page is the search page, click
Contacts, available near the top of the page under your login information.
Deleting a Contact
Find the contact you wish to delete and click the garbage can icon beside
their details. The contact will be removed from the contacts list and added to
the deleted contacts list, available near the top of the page under your login
information. If a contact has associated buyer matches, you will get a
message asking if you are sure you wish to delete the contact and buyer
matches before the system will proceed with the deletion.
Restoring a Contact
To view deleted contacts click Deleted Contacts, which is near the top of
the page under your login information, then click Restore next to the
contact's name. The contact will be removed from the Deleted Contacts list
and added to the Contacts list. Restoring a deleted contact will not restore
buyer matches that were simultaneously deleted.
3.5 Mail Merge
Access: Region, Office, Agent
Agents: When executing a mail merge, if you do not see any available
templates in the dropdown list of templates, please contact your office as
they have the ability to create and upload mail merge templates to iList.
Performing a Mail Merge
In the contacts section, execute a search for the contact(s) you wish to
include in the mail merge. In the results pane, check the contact(s) you wish
to include in your merge. Select the blue mail merge icon at the bottom right
of the page, to the left of the Report type dropdown. A new dialog box will
open, and here you can select from the dropdown the available mail merge
templates. Select a template and click the merge icon again. You will see a
screen asking you if you want to open, save, or cancel your file; Windows
2000 users can open the file, but Windows XP users have to save it to their
computer before opening it. Your merged file will open as a Word document.
04 Properties
4.1 Introduction
In iList, your properties are fully integrated with your agenda, contacts, and
email (if your email is integrated with iList). You can create detailed property
listings that include virtual photo tours, financing options, and location
features. There is also a property match function that will match a property
you enter to the criteria of buyers in your office or region.
4.2 Properties List
Access: Region, Office, Agent
When you first log onto iList, the Properties screen loads by default. This is a
list of your active properties; you can open the dropdown to select properties
with a different listing status. Region-level users will see a garbage can icon
beside each property; they can click this to delete the property from iList.
In some regions the properties list is divided into two tabs visible to region
and office-level users: Properties and Pending Properties. The Properties tab
shows all the active properties, and you will see one of three icons beside
each property: a green checkmark indicating approved; a yellow flag
indicating pending approval; or a red X indicating unapproved. These regions
require new or edited properties to be approved by a Listing Administrator
before they will show on the public website; see Adding a Property for more
information on this feature.
For some regions, this page will show icons next to all expired properties (a
red stop sign) and all properties that are going to expire within a regionselected time period (a yellow yield sign).
You can run a listings mail merge from this screen by checking which listings
to include in the merge, then clicking the mail merge icon at the bottom
right.
Please contact GryphTech if you are interested in implementing these
features in your region.
4.3 Adding a Property
Access: Agent (a Region or Office must impersonate an Agent to add a new
property)
One way of adding a new property is to copy an existing property, then
change the relevant information to match the new property. This is useful if
the new property has similar details to a property already in the system. If
you are interested in enabling this feature in your region, please contact
GryphTech.
To copy a property, go to the Properties section and select the MLS Number
of the property you want to copy. Click New Copy, at the top of the screen
under your login information. A message will pop up asking "Are you sure
you want to copy this property?" - click Yes. This will load the profile of the
property you selected to copy. Change the data to match the new property
and press the save button. Copying a property creates a new MLS ID for the
copied property. You will not be able to change the Original Listing Date of
the copied property. Please note that the region/office must impersonate the
listing agent to see the "New Copy" button.
Another way of adding a new property is to go to the Properties section,
then click the green plus sign. A popup menu will appear where you can
select a Commercial or Residential property that is For Sale, For Rent, or a
Holiday / Short Term Rental in the Local region or a Foreign Country. Select
your criteria and press the save button. If you make a mistake on any of the
selections made on this screen, you will need to re-enter the listing
completely. If you do this, do not forget to delete or cancel the incorrect
listing. On the property details tabs, the mandatory fields are outlined in red.
In some regions, if an agent has the checkbox "Listing additions and changes
require office approval" checked on their Security tab, any listing they
add/edit must be approved by a Listing Administrator (also designated on the
Security tab) before it will show on the public website. If a property's details
are edited, the property will be removed from the public website until the
changes have been approved.
Until a property has been approved or unapproved, it will show on the
Pending Properties tab. From the dropdown, the Listing Administrator can
select whether a property is Approved or Not Approved, or keep it at
Pending. The property's Notes section is where Listing Administrators can
indicate why a property was declined/unapproved. Even if this feature is
implemented in your region, it has to be "turned on" for each office. When
this is done, all those indicated as Office Administrators will receive an email
when a property is added/updated in iList.
Please contact GryphTech if you are interested in implementing this feature
in your region.
On the property profile's tabs (described below), the mandatory fields are
outlined in red. The items available for selection on these tabs depend on the
location of the listing. Local listings and foreign listings outside of RE/MAX
Europe will have the items selected for availability by your region. Foreign
listings within RE/MAX Europe will have the items selected for availability by
those respective regions.
Key Information
This screen may have several mandatory fields depending on your region.
Click Location... to enter the property's address, save, then select whether
or not you want it to show on the public website.
You can enter the price of the property in any of the currencies available to
your region; when you save the profile, this price is automatically converted
to Euros beneath the price you entered. You can also click the Price Change
History button to see changes made to a listing's price since it was originally
entered in iList. Even if the Price field is not mandatory in your region, a
property must have a price in order to display on the public website.
The Transaction Information section is where you would enter the details of a
completed (rented or sold) property transaction. Select all other relevant
information related to the property and click the green save icon.
To associate a contact to a property, click the grey button beside the Contact
field: . You will be able to do one or all of the following functions: search
for a contact, see a list of existing contacts, or add a new contact. If you
search for a contact, specify your search criteria and click Search Results.
Once found, click the contact name and then click the green save icon to
insert it in the Contact field. If you look at a list of contacts, you would also
click the contact name then click the green save icon to insert it in the
Contact field. If you add a new contact, see Adding a Contact for more
information.
The Property Category field is intended to help you classify listings according
to the "category" they fall under (e.g., a "Luxury" or "Vacation" listing).
These category types are searchable on the public website.
In some regions, there is a restriction on a listing's Expiry Date. If you enter
a date that is later than what is allowed by your region, you will be presented
with a warning message stating "You have entered an expiry date later than
the allowed contract expiry duration set by your region. The maximum
contract expiry duration is <contract expiry window set by your region>."
You will not be able to save the listing until you set an expiry date that falls
within the allowed window.
The agent and region will also receive an email listing which properties are
going to expire within a region-defined time period, as well as which ones
have already expired. Each property listed will link to its listing profile in iList.
When a listing reaches its expiry date, its listing status will not change to
Expired.
Notes:
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Some region-level users can select which property/listing statuses and
contract types agents can choose from and can set the default status.
Users should make sure that they do not hide the default
status. Please contact GryphTech if you are interested in implementing
this feature in your region.
For the Contract Type field, please keep in mind that only Exclusive
properties will show on the public website.
You can email the selected listing's owner by clicking the email button
beside the Owner field. On the new message screen, you can add the
selected listing's feature sheet to the email. To do this, click the
paperclip at the top of the new message screen, click the feature sheet
icon, select the criteria, and click the paperclip again to attach it. An
email generated in this way will have a subject line containing the
property type, transaction type, and property location.
Description and Notes
There are several different types of descriptions you can enter for a property,
but you can only enter one of each type for each language. You can type
Sales Associate and Private notes directly into the textboxes; click the green
plus sign to insert the date and time of the note. The description will show on
the public website.
Please note that the Listing Title description is limited to 50 characters.
Commercial
You will see this tab if you add a commercial property. All the fields are
textboxes; enter the applicable information. This information will show on the
public website.
Rooms/Property Details
You will see this tab if you add a residential property. Here you can enter the
total number of rooms and the size of the property. This information will
show on the public website.
Activities/Features
The Activities section is where you would enter agenda items related to the
property, such as viewings, house inspections, etc. For more information, see
Scheduling an Agenda Item.
The Features section is where you would list additional features of the
property, such as the architectural style and utility usage, or notes about the
area, such as nearby schools or recreation centers. This information will show
on the public website.
Financial
This is where you would enter the details of the property's mortgage,
appraisal value, and taxes. None of this information will show on the public
website.
Photo Library
Here you can upload pictures of the property; the maximum photo size
should be 375 x 500 pixels and under 150kb; uploading anything larger may
result in a timeout. Photos should be landscape-oriented to ensure best
display. There is no limit on how many photos you can upload; multiple
photos will appear in a slideshow on the listing's homepage.
If you have purchased Google Maps integration, the latitude and longitude of
the property can be entered here. There will also be a preview icon of the
Google Map popup that will show on the property's website profile.
Below is an example of how a property profile appears on the website:
Trade Record
This tab will not be available until a property's listing status has been set to
sold or rented and the profile is saved. This is where the listing agent would
complete additional details of the transaction, including the date/price
sold, selling/listing commissions, vendors, commission breakdown and
financial information. For more information on filling this out, please view
the Trade Record Report page.
Advertising
If enabled in your region, this feature will export a property's record to the
selected portal(s). Region-level users, please contact GryphTech if you are
interested in implementing this feature in your region.
Reverse Buyer Match
To see a list of agents with clients whose criteria matches a property's
features, click the reverse buyer match icon (
) in the bottom right corner.
The window that opens will have three tabs: Office, Region, and Other
Regions. Office lists agents from your office; Region lists agents in your
region; and Other Regions lists agents in other regions. The email link will be
active; click it to send an email to the listing agent. Be aware that these tabs
refer to the location of the listing agents, not their properties; this means
that:
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A property outside of your region will show on the Office tab if listed
with an agent from your office.
A property in another region will show on the Region tab if listed by an
agent in your region.
A property in your region will show on the Other Regions tab if listed
with an agent from another region.
Notes: in some regions:

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The Contact Name field is required when a property is added.
In some regions, some users can select a checkbox indicating
whether or not they want a property's address to show on the
public website.
Please contact GryphTech if you are interested in implementing these
features in your region.
4.4 Trade Record Report
Access: Region, Office, Agent
When a property has been sold, rented, or leased, the Trade Record tab is
where the details of the listing transaction are recorded. The information
entered is crucial for reporting to the office, the region, and RE/MAX
International. It is vitally important that the information entered is accurate
and complete so that billing and market analysis can be properly performed.
The Trade Record tab will only be available once a property's listing
status has been set to Sold or Rented and the listing is saved. This is where
the listing agent would complete additional details of the transaction,
including the sold date/price, selling/listing commissions, vendors, and
financial information. At the top of the TRR, an office-level user can indicate
whether a TRR is New, Accepted, or Not Accepted.
Property Details
All the data in this section is automatically pulled from the Key Information
tab of the listing profile.
Transaction Details
The Sold Date automatically defaults to the current date. You must manually
input this and the Sold Price field.
Listing Commission
By default, the Listing Commission section displays the name of the listing
agent, which is not editable.
The Commission section automatically calculates commissions based on the
data entered on the Key Information tab. This means that a listing
commission entered as a percent on the Key Information tab, will appear as
an amount in the Amount field on the TRR tab, once the Price Sold has been
entered. A listing commission entered as a Fixed Fee will appear in the Fixed
Fee field on the TRR tab. The Requested from Buyer amount will appear in
the Other field on the TRR tab. Though this data appears by default, it is
editable.
For the Listing Commission, you must complete at least one of the four fields
available (Amount, Fixed Fee, Referral Fee, and Other) as an amount. The
percentage of the amount entered in the Amount column will be
automatically calculated up to two decimal places. The Percentage Amount
field can have a maximum of one decimal place. An entry of "0" should only
be entered for Sold by Owner transactions. The totals of each field are
calculated as percentages and displayed when you save.
Selling Commission
The Commission section does not automatically calculate commissions based
on the data entered on the Key Information tab. For the Selling Commission
section, click the green plus button to add an agent; this will open a popup
window where you can indicate whether the agent is a local or foreign
RE/MAX agent, or a non-RE/MAX agent. For a local RE/MAX agent, select the
agent's office and name. For a foreign RE/MAX agent, you can either
manually enter as many of their details as you know, or enter their Agent ID
and press Lookup to have the system load their details. For a non-RE/MAX
agent, enter as many of their details as you know. When you are sure the
information you have selected is correct, press the save button. To delete an
agent, click the red garbage can icon beside their name.
For the commission, you must complete at least one of the four fields
available (Amount, Fixed Fee, Referral Fee, and Other) as an amount. The
Percentage Amount field can have a maximum of one decimal place. An entry
of "0" should only be entered for Sold by Owner transactions. The totals of
each field are calculated as percentages and displayed when you save.
Vendors and Purchasers
The Vendors field automatically populates with the name of the property's
owner. You can add other names to this or the Purchasers field by clicking
the green plus button. This will open a popup where you will be able to do
one or all of the following functions: search for a contact, see a list of your
existing contacts, or add a new contact. If you search for a contact, specify
your search criteria and click Search Results. Once found, click the contact
name and then click the green save icon to insert it in the Contact field. If
you look at a list of contacts, you would also click the contact name then click
the green save icon to insert it in the Contact field. If you add a new contact,
see Adding a Contact for more information. You can click the magnifying
glass to view a popup of the contact's key information.
Financial
In the Financial section, select the financing bank from the dropdown and the
amount being financed as part of the transaction.
Payments
If the buyer is paying the agents' commissions in installments, you would
enter the date and amount expected of each installment in the Payments
section, then enter the actual payment and check the "Rcvd" box when the
agent receives an installment. Click the green plus button to add payments,
then select the agent receiving the payment. For a Listing End TRR, you will
only be able to select the listing agent(s); for a Selling End TRR, you will only
be able to select the selling agent(s).
When the TRR is saved, a payment equaling the sum of the first row of
commissions owed to the listing agent (or to the selling agent for a Selling
End TRR) is automatically added to this section, if you have not already
entered this payment. When an amount has been checked as "Received" and
the TRR saved, this amount cannot be subsequently edited.
The "Date Submitted" column is automatically filled in when a TRR is sent to
Frames.
For a Listing End TRR, the listing commissions are automatically totaled and
displayed at the bottom of the Payments section; for a Selling End TRR, the
selling commissions are automatically totaled and displayed. The amount
outstanding is also automatically totaled and displayed.
Adding Multiple Listing and Selling Agents
You can add multiple listing agents to the TRR by clicking the green plus
button, then selecting the agent from the popup that opens. Please note that
you can only add agents from your office; if an agent from another office will
receive a listing commission, it is recommended that he/she enter a
"dummy" listing profile and complete the TRR for it with his/her commission
information.
To add multiple selling agents, follow the steps described above. Please note
that "local" refers to agents from your office; if an agent from another office
will receive a selling commission, it is recommended that he/she enter a
"dummy" listing profile and complete the TRR for it with his/her commission
information.
Submitting a Completed Report
When you have finished entering all the relevant data for the Trade Record
Report, press the save button. After saving the completed report, it will show
in the list of reports on the Transactions screen.
Notes:
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Once the Trade Record Report has been saved, only the region
can edit the Sold Date, Sold Price, or Commission fields.
All currency fields use Euros as the default currency, so if a
property was sold in a different currency you will have to enter
the converted amount.
When a TRR has been submitted to the region by the office, it
will be time and date-stamped, and the submitting user
indicated, for auditing purposes. At the top of the screen is
where an office-level user would indicate the status of the TRR
once it has been reviewed.
To create a printable version of the TRR, click the print icon at
the bottom right corner: . .
4.5 Finding a Property
Access: Region, Office, Agent
Go to the Properties section and click Property Search, available near the
top of the page under your login information. You will see two tabs on the
screen that loads: Listing Search and Transaction Data. Both screens have
the same sections, except Transaction Data has an additional one: Time
Period. Here you can search for transactions (properties were rented, sold, or
leased) that occurred during the selected date range. For the other fields,
specify your search criteria; remember that the more criteria you enter, the
more you narrow the search. You do not have to enter complete data in any
of the text fields; iList can search for partial text. In the Search Options
section are three checkboxes: Match Anywhere, Region, and Foreign. Match
Anywhere will look at text entered in the District, Postcode, Street Name,
MLS #, and Street Number fields, and connect it to results that partially
match what you entered in those fields (e.g., if you enter "Burn" in the Street
Name field, iList will return street names such as Highburn, Burnside, etc.). If
you check Region, iList will look for properties listed both outside and inside
your region by agents from your region. If you check Foreign, iList will look
for properties listed in your region by agents from both outside and inside
your region. If you do not check either of these boxes, iList will only look for
properties listed with your office. As you enter criteria, you can click the
refresh icon next to the # Matches box; this will show how many properties
match your entered criteria. When you have finished entering your criteria,
click Search. A list of up to 150 properties matching your search criteria will
load in the pane beneath the Search Results button. You will also see a
"Statistics" box beside the list of results - see below for further explanation.
You can click a link under any heading to be taken to a property's profile.
Properties listed in your office will have this icon beside them:
.
Listing Search Results
In the Statistics box for Listing Search results are the headings "Avg. Listing
Price", "Avg. Days on Market", Avg. Sq Metres", and "Avg. Price/Sq. Metre".
These are the averages for all the listings matching your search, not just the
150 you see. This section is meant to be used as a market analysis tool by
regions, offices, and agents to ascertain how their marketing strategy for a
property compares in the marketplace, and to indicate sales performance
across key areas.
Transaction Data Results
In the Statistics box for Transaction Data results are the headings "Avg.
Listing Price", "Avg. Selling Price", "Avg. Sold/List price %", "Avg.
commission earned", "Avg. Days on Market", "Avg. Price/Sq. Metre" and
"Avg. Sq Metres". These are the averages for all the listings matching your
search, not just the 150 you see. This section is meant to be used as a
market analysis tool by regions, offices, and agents to ascertain how their
marketing strategy for a property compares in the marketplace, and to
indicate sales performance across key areas.
Note: the statistics are estimated calculations, not exact figures;
therefore, this data should be used for informational purposes only.
4.6 Changing Listing Status
Access: Region, Office, Agent
On the Key Information tab of the selected property, use the Listing Status
dropdown to change a property's status. Each region has its own rules
regarding which Listing Statuses will prevent or allow a listing from showing
on the public website.
Proposal
If you are negotiating with the owner of a property to be that property's
listing agent, you would select this option. A property with a Proposal status
will not show on the public website.
Active
Select this option for a property that is for sale or rent. A property with an
Active status will show on the public website.
Cancelled
You would select this option if the owner decided to delist their property. In
some regions, office-level users can delete properties from iList if their status
has been set to Cancelled (region-level users can delete a
property regardless of its status). Users who can delete a property would do
so by clicking the garbage can icon that appears next to the property in the
list of properties. A property with a Cancelled status will not show on the
public website.
Please contact GryphTech if you are interested in implementing this feature
in your region.
Expired
When you first add a listing, you must specify the expiration date. If the
property is not rented or sold by this date, you would change its status to
Expired. In some regions, agents and offices receive a weekly email stating
which properties have expired, prompting them to take action on those
listings. Please contact GryphTech if you are interested in enabling this email
for your region A property with an Expired status will not show on the public
website.
On Option
Select this status if a conditional offer has been made on a property. A
property with an On Option status will show on the public website.
Partially Rented
You would select this status if you have found renters for some but not all of
the units in a multi-unit property. A property with a Partially Rented status
will not show on the public website.
Rented
Select this option if you find a renter for a property. A property with a Rented
status will not show on the public website.
Sale Agreed
This option is for when a buyer has agreed to purchase a property but the
transaction has not been completed. A property with a Sale Agreed status
will show on the public website.
Sold
Select this status if you sell a property and the transaction has been
completed. Before saving, you should complete the Transaction Information
section on the Key Information tab. When you save, you may be asked to fill
out a Trade Record Report, and a tab of the same name will now be
accessible where you can complete this report. When a property is sold, its
record is not deleted from the system. The listing will remain for 30 days
after the Date Sold. If you do not enter a sold date, the listing will
immediately be removed from the public website.
Sold by Other Agent
Select this option if another agent sells a property. When a property is sold,
its record is not deleted from the system. A property with a Sold by Other
Agent status will now show on the public website.
Sold by Owner
Select this option if the owner sells the property. When a property is sold, its
record is not deleted from the system. A property with a Sold by Owner
status will now show on the public website.
Prospective
Select this option if there are ongoing negotiations over the sale of a
property.
Notes:
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Only a region-level user can change the listing status of a
Cancelled, Expired, Rented, or Sold property.
Depending on your region's specifications, properties that
show on the public website may only show on an advanced
search, not a quick search.
4.7 Mail Merge
Access: Region, Office, Agent
Agents: When executing a mail merge, if you do not see any available
templates in the dropdown list of templates, please contact your office as
they have the ability to create and upload mail merge templates to iList.
Performing a Mail Merge
In the properties section, execute a search for the properties you wish to
include in the mail merge (see Finding a Property for more information). You
cannot perform a merge on properties not listed with your office. In the
results pane, check the properties you wish to include in your merge. Select
the blue mail merge icon at the bottom right of the page, to the left of the
Report type dropdown. A new dialog box will open, and here you can
select from the dropdown the available mail merge templates. Select a
template and click the merge icon again. You will see a screen asking you if
you want to open, save, or cancel your file; Windows 2000 users can open
the file, but Windows XP users have to save it to their computer before
opening it. Your merge file will open as a Word document.
05 Agenda
5.1 Introduction
You can use the agenda function to schedule appointments, tasks, letters,
and calls, or make notes. You can link items to contacts and properties,
invite other agents from your office, and schedule recurring items. At the top
of the Agenda window is a dropdown menu labeled View. You can use this to
see your agenda on a daily, weekly, or monthly basis. You can also use the
Go To function to select a different date, or press Today to return to the
current date.
5.2 Scheduling an Agenda Item
Access: Agent (a Region or Office must impersonate an Agent to use the
Agenda)
If adding or updating an agenda item, double-click the applicable time row
in the agenda grid. The agenda details popup window will open.
You must complete the Activity, Description, and Subject fields. The first line
of the Description will automatically be inserted in the Subject line, but you
can change this text.
To associate a contact to an agenda item, click the button beside the Contact
field: . You will be able to do one of the following functions: search for a
contact, see a list of existing contacts, or add a new contact. If you search
for a contact, specify your search criteria and click Search Results. Once
found, click the contact name and then click the green save icon to insert it
in the Contact field. If you look at a list of contacts, you would also click the
contact name then click the green save icon to insert it in the Contact field. If
you add a new contact, see Adding a Contact for more information. If you do
add a new contact, this contact will pre-populate the Contact field on the
Agenda popup.
To associate a listing to an agenda item, click the button beside the Property
field: . This will open up the listing these respective fields, which will open a
search window. Perform your search and select which listing to associate.
You can also note expenses and indicate whether or not you want iList to
block time in your calendar for the scheduled item.
To invite others, click the Participants tab. Select the agent(s) you wish to
invite and click Calculate Time to see the first available time each is
available. Select an appropriate time and set the Status accordingly for each
invitee. Participants can change their respective status after receiving the
invitation.
To make the item a recurring appointment, click the Recurrence tab and
select the checkbox Appointment Recurs. In the Recurrence Pattern
section you can indicate the frequency and length of the recurrence. A
participating agent cannot make agenda items recurring; only the
initiating/inviting agent has this functionality enabled. When a recurring
appointment’s start or end time is changed, it is automatically updated in the
Details window and in the agendas of the invited participants. However, there
is no indication to the participants that the time changed and their
acceptance status will remain as they set it originally. There is also no
warning if an associate has two simultaneous activities scheduled.
Participants can be notified of changes by selecting the "Notify Participants
via Email of Changes" checkbox on the Participants tab.
Click the green button to save your changes.
Notes: in some regions:


If an agenda item is created by a user impersonating an agent,
there will be an uneditable section indicating which user
created the item.
You can create an activity item related to an open house. On
the applicable listing profiles on the public website, a logo will
appear indicating the open house, with the time and date of it
displayed. This logo will disappear once the end date of the
open house is in the past. You can enter as many open houses
as you wish, but only the first upcoming open house will appear
on the website.
Please contact GryphTech if you are interested in implementing these
features in your region.
5.3 Accessing Other Agent's Agendas
Access: Agent (a Region or Office must impersonate an Agent to use the
Agenda)
On the Security tab of your associate profile is a checkbox labeled "Allow
Agenda Security Assignment". If this is checked, you can indicate on the
Settings tab which agents have access to your agenda. To view other agent's
agendas, click Select an agent.
You can only view the agendas of agents who have given you access;
whether or not you have given them access to your agenda does not matter.
Check the agents whose agenda you wish to view and click the Refresh icon:
. This will load the selected agent's agenda(s) side by side with your own.
You cannot add appointments to other agent's agendas, but you can see
what appointments they have made or been invited to, and whether or not
they accepted an invitation. This function is useful for checking the
availability of agents you want to invite to an appointment.
06 Email
6.1 Introduction
This section of the guide applies only to those agents, offices and
regions that have email integrated with iList. Region-level users should
contact GryphTech if you are interested in implementing this feature in your
region.
iList's integrated email services allow users to manage email while offering
powerful workflow and management features such as integrating contacts
into the address book for email, and linking email to contacts and property
listings. Only agents have access to their email; region and office-level users
cannot see an agent's mailbox, even if impersonating an agent.
6.2 Setting Up an Email Account
Access: Region, Office
If enabled, iList's integrated email services will allow users to have their
email completely integrated into iList. When email is enabled for a user, an
Email link will be visible in the left menu. The option gives the user access to
their email within iList.
Click Administration, then Sales Associate. Select an agent. Select the
Mailbox tab, where you will see a message indicating that the agent has not
yet been set up. Below this message will be an automatically generated email
address consisting of the agent's User ID and domain name, displayed in two
editable textboxes. To enter a different email address, type it in the
textboxes and click Create User Mailbox; if the email address already
exists in the system you will be alerted.
If the email address creation is successful the Mailbox view will load. Fill in
the appropriate information (see the Mailbox section under Adding an
Associate) and save.
If an email account is not set up and you are logged in as an agent or
impersonating an agent, the Mailbox view will indicate that no email services
are configured for the agent.
Note: when an agent transfers to another office, you should
disconnect the mailbox in the old office and use the Email SYNC Tool
to connect it in the new office.
6.3 Creating a New Email
Access: Agent
Go to the Email section. Folders and subfolders will be displayed in the left
pane while email items will be displayed in the right pane. Click the new
message button.
Write the text of your message and insert a signature if desired (to create a
signature, see the Mailbox section under Adding an Associate).
To link one or multiple listings to your email, click the Insert Listing icon
below the body of the email message. A property search popup window will
open; specify your search criteria and click Search Results. Click the MLS#
of any property in the results pane to add a link to that property to the
email. To link more than one property, select the checkboxes of the
properties you want to link and click the save button.
To link one or multiple contacts to your email, click the Insert Contact icon
below the body of the email message. A contacts search popup window will
open; specify your search criteria and click Search. Click the name of any
contact in the results pane and the contact will be added to the email. To link
more than one contact, select the checkboxes of the contacts you want to
link and click the save button.
To open the address book, click the icon of an open book next to one of the
address fields. From here you can select which contact(s) you want to email.
You can also add a new contact from the address book; once you have
completed and saved the contact's profile, that contact will be selected in the
address book.
When you have specified a delivery address (which is required) and any
other information, you can send your email by clicking the Send Message
button.
If the option to check the syntax of recipients’ addresses is clicked and all the
addresses are a valid format, the following message will be displayed in the
popup window: "All email addresses have been checked successfully." If any
email address is not a valid format, the "Check Name" popup window will
open with the following message: "No matches found for invalid email
address", and you will have the option to delete or change the faulty
address(es).
6.4 Managing Mailbox Size
Access: Region
Go to the Administration section and then select the Sales Associate tab.
Select the name of the individual whose mailbox size you wish to change,
then select the Mailbox tab. Specify the size of the mailbox in the Max Box
Size dropdown list; when you save, the mailbox will be updated accordingly.
In some regions, mailbox capacity is shown on an indicator bar.
07 iList Sync
7.1 Introduction
iList.Sync is a client-side application that is designed to allow the business
user to synchronize their Microsoft Outlook and PDA contact and agenda data
with iList data. This tool is very useful for those who use laptops and/or PDAs
when out of the office and working with customers.
To use iList.Sync, you must have:
- an active iList account
- the iList.Sync application installed (available at
http://www.gryphtech.com/ilist/downloads.aspx)
- Microsoft Outlook 2000 or later installed (please note the application will
not work with MS Outlook Express)
The iList data is the “master” copy. This means that if you create a contact or
agenda item in iList then change it in Outlook, these changes will not be
reflected in iList. However, if you create/edit a contact or agenda item in
Outlook then change it in iList, these changes will be reflect in both
applications.
The first time the application is run, translatable fields will be shown in
English. If the region enters translations, they will be downloaded and used
for each subsequent use of the application. It is not necessary to have
Outlook open when running iList.Sync. As the application attempts to retrieve
the local Outlook profile, it will automatically open Outlook (and prompt the
user to choose from multiple profiles if more than one exists on a given
computer).
7.2 How to Use iList.Sync
Access: Region, Office, Agent
Install and run iList.Sync (available at
http://www.gryphtech.com/ilist/downloads.aspx). This may require a system
restart when installation is complete.
By default, the application attempts to log you in automatically via the use of
saved settings. The first time the application is run, because there are no
saved settings, you will be presented with a failed login prompt. When you
click OK, the login box is shown and you may now log in using your iList
credentials. Once logged in, the login box will close and an iList.Sync icon will
appear in the system tray area.
Double-click the system tray icon to open the iList.Sync status window. At
the top of this window are the interval settings dropdown controls. These
settings determine the interval at which the synchronization process will
occur. If left running, the application will synchronize at the interval
specified. This is set to 30 minutes by default but can be customized as
required. Make changes as necessary and click OK, then Synchronize.
As the application communicates with the iList server, a series of messages
will be displayed in the Synchronization Status control. These messages
indicate the status of the synchronization process. When complete, the
application will show “Idle” in the Status control.
Synchronization can be cancelled by clicking Cancel. When the
synchronization is cancelled or an error occurs, the iList.Sync Cancel/Error
icon will appear in the system tray area.
Once synchronization has been performed, the application writes an Outlook
Note to your version of Outlook. This note acts as a log of the data that has
been copied/transferred between Outlook and the iList server. In the event of
an error, this log may be helpful in determining the nature of the problem.
08 MLS Buyer Match
8.1 Introduction
The MLS Buyer Match is a very useful and time-saving tool that assists you
by automating searches for properties that meet your buyers' needs. The
search allows you to specify property criteria to find, which then matches
these properties to the contact you specify.
8.2 Using MLS Buyer Match
Access: Agent (a Region or Office must impersonate an Agent to create
an MLS Buyer Match)
Creating a New Buyer Match
Select the MLS Buyer Match link from the left menu.
Click the green plus button or press New... at the top of the screen to open
the buyer match configuration screen. Fill in the required Contact and Search
Name fields.
You can search for a contact by clicking the grey button beside the Contact
field: . You will be able to do one or all of the following functions: search for
a contact, see a list of existing contacts, or add a new contact. If you search
for a contact, specify your search criteria and click Search Results. Once
found, click the contact name to insert it in the field. If you look at a list of
contacts, you would also click the contact name to insert it in the field. If you
add a new contact, see Adding a Contact for more information.
Specify your match criteria by clicking the green plus sign below the Criteria
pane; this will open the Add Search Criteria popup window. Select the
buyer's criteria; after each selection, you must click the green plus sign to
add it to the match. If you fill out Location criteria, you can only choose one
region per match; however, you can select multiple cities and provinces
within the same region. If your client is searching for a property in several
regions, you can create separate matches for each region. As you add
criteria, you can click the Count Matches button to show how many listings
match the criteria. When you have finished adding the criteria, close the
popup and click the save icon.
When you save, iList will automatically compare the criteria against listed
properties and show you how many properties meet the criteria. To view the
matches, click Show Matches; this will open a popup window divided into
three sections: Office, Region, and Other Regions. Office matches include
macro offices, which are indicated. Region matches are those properties
listed by an agent in your region, meaning the properties themselves will not
necessarily be in your region. Other region's matches are those listed by an
agent not in your region, meaning the properties listed by them may be in
your region. Click a property's address to view its complete details.
You can also perform a reverse buyer match (match buyers to a property) by
clicking the Reverse Buyer Match icon on an individual property's profile
screen (for more information, see Adding a Property).
Other functionality available via the MLS Buyer Buyer Match interface
includes the option to create an appointment or task, which will have the
Contact field pre-populated with the same name as in the buyer match. You
can also send an email from this screen; the "To" field will be pre-populated
with the contact in the buyer match, if that person has an email address
saved in iList. You must first have a contact selected before you can perform
any of these functions.
Editing a Buyer Match
Select the MLS Buyer Match link from the left menu, then click on a search
name or the blue edit icon. Delete individual criteria by highlighting them and
clicking the red garbage can icon.
Deleting a Buyer Match
Select the MLS Buyer Match link from the left menu, then click the red
garbage can icon beside a name.
Following up on Buyer Matches
Every night, iList processes saved buyer matches. If matches are found, an
email listing the matches is sent to the agent who created the match. If a
property's details are updated, it will be emailed again. Each property listed
in the email contains a link to that property's website profile.
Notes:


Region-level users cannot translate the text of this email
through the MLS translation tool, but must submit a CR to
GryphTech with the translated text and GryphTech will
translate the email.
The Buyer Match only looks for active listings.
09 Reports
9.1 Introduction
There are three subjects available for reporting: Contacts, Listings, and Sales
Associates. The reports are generated in PDF format for ease of review and
printing; therefore, you need to have Adobe Reader installed to create
reports.
Note: Reports cannot support some alpha-numeric characters. Please
contact your regional office to determine if this is the case.
9.2 Contact Reports
Access: Region, Office, Agent
There are three reports available for contacts: Contact Activities Report,
Contact Communications Report, and Contact Summary Report.
The Contact Activities report includes the basic details of each contact
and their linked activity information, including the Activity type, start and end
dates, the description and the status.
The Contact Summary report includes the name, phone numbers, and email
address of each contact selected.
The Contact Communications report includes the name, phone numbers,
email address, Vendor/Lessor, and Purchaser/Lessee details of each contact
selected.
To generate a contact report, go to either the Reports or Contacts section.
If you go to Contacts, go to the search screen, enter your search criteria, and
press Search (see Finding a Contact for more information). Select the
contact(s) you want to report on by checking the box beside each name; you
can press the double-plus sign icon to select all. Select the desired type of
report from the dropdown and then click the print icon to the right of the
dropdown. If you go to Reports, clicking the desired report will bring up the
search screen with the chosen report pre-selected. Your report will be
generated and displayed in PDF format.
9.3 Listing Reports
Access: Region, Office, Agent
There are six reports available for listings: Listing Activities Report, Listing
Expiry Report, Listing Details Report, Listing Summary Report, Export to
Excel, and HTML View.
The Listing Activities Report returns a list of activities for the listing(s)
selected. You can only run this report on listings in your office.
The Listing Expiry Report returns the MLS #, Address, Expiry Date, phone
numbers, and email address of the listing(s) selected. You can only run this
report on listings in your office.
The Listing Details Report returns full details of the listing(s) selected
(address, price, rooms, property description, etc.).
The Listing Summary Report returns the basic details of the listing(s)
selected.
The Export to Excel option will create an Excel file of the first 150 search
results; the same fields are in the file as are in the Search Results pane.
The HTML View option will create an HTML file of the first 150 search results;
the same fields are in the file as are in the Search Results pane; the data
from the Statistics box will also show. The MLS # field has active links that if
clicked will take you to the property's profile on the public website.
To generate a listing report, go to either the Reports or Properties section.
If you go to Properties, go to the search screen, enter your search criteria,
and press Search Results (see Finding a Property for more information).
Select the listing(s) you want to report on by checking the box beside each
one; you can press the double-plus sign icon to select all. Select the desired
type of report from the dropdown and then click the print icon to the right of
the dropdown. If you go to Reports, clicking the desired report will bring up
the search screen with the chosen report pre-selected. Your report will be
generated and displayed in PDF format.
9.4 Sales Associate Reports
Access: Region, Office, Agent
There are two reports available for Sales Associates: Sales Associate
Activities Report and Sales Associate Schedule Report.
The Sales Associate Activities Report returns the activity records for each
Sales Associate.
The Sales Associate Schedule Report returns the schedule of each Sales
Associate.
Both Sales Associates reports run against all agents associated with the office
by default. These reports can be quite large and therefore take some time to
generate. Please be patient when running these reports.
To generate an Associate report, go to the Reports section, then select the
desired report. Your report will be generated and displayed in PDF format.
10 Trade Record Reports
10.1 Introduction
The Transactions section allows you to view and edit Trade Record Reports
that have not been submitted to the region, and the status of each. You can
quickly and easily create new Listing and Selling TRRs, view completed TRRs,
and create Excel reports of submitted TRRs.
Please note that this section only applies to TRRs created using the process
that was implemented in March 2007. Previous TRRs are only accessible
through the Trade Record tab of an individual property's profile.
10.2 Transaction Reporting
Access: Region, Office, Agent
Trade Record Reports List
The Transactions screen lists all saved Trade Record Reports (TRR) that have
not been submitted to the region, and the status of each. They are organized
by status and within each status by sold date, with the oldest ones at the
top. Each TRR is reviewed by an office-level user who then sets the status at
the top of each TRR. The possible statuses are:



New: the TRR has been filled out but not yet approved.
Not Accepted: the TRR has been reviewed but has not accepted due to
incomplete or inaccurate data.
Accepted: the TRR has been reviewed and accepted.
To view a TRR, click the magnifying glass or TRR ID beside it. A RE/MAX
listing's profile can be viewed by clicking its MLS ID. You cannot view the
profile of non-RE/MAX listings.
Notes:




Agents can edit a TRR with a status of "New" or "Not
Accepted". TRRs with a status of "Accepted" are read-only,
except for the Financial and Payments sections.
The status of an "Accepted" TRR can only be changed by the
region.
It is not possible to delete a TRR.
To assign permission to create/manage TRRs, please see the
Security section of Adding an Associate.
Trade Record Report History
To view a list of completed TRRs, click the View Trade History icon: . A
popup window will open where you can select the date range of submitted
reports (region-level users can select either all offices and all agents or one
office and one agent, and office-level users can select one or all agents).
When you have selected the appropriate criteria, click Find.
If desired, you can create an Excel or XML report of the completed TRRs by
clicking the Export to Excel icon ( ) or the Export to XML icon ( ). The
Excel export only shows the first row entered for sections where you can
enter multiple items (for example, if you enter multiple listing agents, only
the data in the first row will export to Excel). The XML export exports all
data.
Please note that this history only shows TRRs created since the new method
was implemented.
Creating a Trade Record Report
There are two types of TRRs that can be created: a Listing End TRR and a
Selling End TRR. A Listing End TRR must be completed by an agent who
acted on behalf of the seller, while a Selling End TRR must be completed by
an agent who acted on behalf of the buyer. To create either type of TRR, click
the green plus button; a popup window will open listing the selected agent's
active listings, with the "My Properties" radio button selected by default.
Before creating a TRR, you should know the Listing ID.
Listing End Trade Record Report
To create a Listing End TRR, click the green arrow beside a listing to be taken
to its profile. Select its new Listing Status and click the save button. The
Trade Record tab will now be available; for information on filling this out, see
Trade Record Report.
Selling End Trade Record Report
To create a Selling End TRR, select the "Selling Transaction" radio button.
This will load a window where you can indicate whether the property was a
RE/MAX or non-RE/MAX listing. For a RE/MAX listing, enter its Listing ID and
press Lookup. If the correct listing loads, press the save button. For a nonRE/MAX listing, enter as much detail as you know about it, then press the
save button. When you save, this will load the Selling End Trade Record
Report.
The Selling Commission section displays the name of the selected selling
agent in a non-editable field. You can add multiple selling agents to the TRR
by clicking the green plus button, then selecting the agent from the popup
that opens. Please note that you can only add selling agents from your office;
if an agent from another office will receive a commission, it is recommended
that he/she enter a "dummy" listing profile and complete the TRR for it with
his/her commission information. A Selling End TRR does not automatically
populate the commission field(s), as the Listing End TRR does; you must
enter the appropriate commission(s) manually.
For the Listing Commission section, click the green plus button to add an
agent; this will open a popup window where you can indicate whether the
agent is a local or foreign RE/MAX agent, or a non-RE/MAX agent. For a local
RE/MAX agent, select the agent's name. Please note that "local" refers to
agents from your office; if an agent from another office will receive a
commission, it is recommended that he/she enter a "dummy" listing profile
and complete the TRR for it with his/her commission information. For a
foreign RE/MAX agent, you can either manually enter as many of their details
as you know, or enter their Agent ID and press Lookup to have the system
load their details. For a non-RE/MAX agent, enter as many of their details as
you know. You can enter as many listing agents as necessary by following
these steps. When you are sure the information you have selected is correct,
press the save button. To delete an agent, click the red garbage can icon
beside their name.
The rest of the Selling TRR functions the same as the Listing TRR; for
information on filling out the rest of this report, see Trade Record Report.