Lesson 3

Mark is doing well at his brokerage. He brings donuts into the office every once in a while and people generally like him. One day, an older agent, Gerald, comes up to Mark in the office and says that today is his last day as he is retiring and has decided to pass his client list on to Mark. Gerald is very particular and everything must be done exactly his way. Gerald has very specific processes that he strictly follows and wants to make sure that Mark will provide the same level of care of his clients as he does. Mark thinks he can stay on top of Gerald's list using Automated Tasks.

Creating Automated Tasks

Mark opens Reach to create the Automated Tasks he will need to work with Gerald's clients.

  1. In the sidebar, Mark clicks on Settings
  2. Mark clicks on Automated Tasks in the list of options
  3. Mark clicks on the pencil icon to edit the list of Automated Tasks
  4. Mark enters information for the new Automated Task
    • The Title is "New Listing (Gerald)"
    • Mark clicks on Add Subtask, sets the Subtask Title as "Book Photographer", and clicks Save
    • Mark clicks on Add Subtask, sets the Subtask Title as "Book Cleaning Service", and clicks Save
    • Mark clicks on Add Subtask, sets the Subtask Title as "Book Stager", and clicks Save
    • Mark clicks on Add Subtask, sets the Subtask Title as "Book Landscaper", and clicks Save
    • Mark clicks on Add Subtask, sets the Subtask Title as "Bake Cookies", and clicks Save
    • Mark clicks on Add Subtask, sets the Subtask Title as "Design Brochure", and clicks Save
    • Mark clicks Save on the Task
  5. Mark clicks on the pencil icon to edit the list of Automated Tasks to add a second Task
  6. Mark enters information for the second Automated Task
    • The Title is "New Selling Transaction (Gerald)"
    • Mark clicks on Add Subtask, sets the Subtask Title as "Make Copy of Title", and clicks Save
    • Mark clicks on Add Subtask, sets the Subtask Title as "Copy Strata Documents", and clicks Save
    • Mark clicks on Add Subtask, sets the Subtask Title as "Drop off Keys", and clicks Save
    • Mark clicks on Add Subtask, sets the Subtask Title as "Buy Gift", and clicks Save
    • Mark clicks on Add Subtask, sets the Subtask Title as "Add to Christmas Gift Card List", and clicks Save
    • Mark clicks Save on the Task

Mark shows Gerald the Automated Tasks in Reach so Gerald can feel more confident in Mark taking over. Gerald hands over a raggedy old booklet that contains his top clients over the years. Instead of inputting the clients one by one as Reach Clients, Mark decides it would be more efficient to make a CSV file and import all Clients at once.

Importing Contacts from a CSV File

Mark goes to the Import Contacts Documentation page. He downloads the CSV file and modifies it. Once he has entered Gerald's clients, it is time to import the contacts.

For this tutorial, you can treat the CSV file available for download at the link above as the modified version that Mark has created.

Mark opens up Reach and signs in.

  1. In the sidebar, Mark clicks on Contacts
  2. Mark clicks on the Import button located in the top right
  3. In the dialog that appears, Mark makes sure that Clients is the selected destination
  4. For the Source, Mark clicks on the CSV File button
  5. Mark clicks Upload File and selects the file from his computer
  6. Mark verifies that there are no warnings and clicks Next
  7. Mark sets the Tags Delimiter as ::: (3 colons)
  8. Mark maps the fields as follows:
CSV FieldActionReach Field
Given NameMap to FieldFirst Name
Family NameMap to FieldLast Name
BirthdayMap to FieldBirthday
Group MembershipMap to FieldTags
Organization 1 - TitleAdd to Notes
Organization 1 - NameMap to FieldWorkplace
NotesMap to FieldNotes
E-mail 1 - TypeIgnore
E-mail 1 - ValueMap to FieldEmail
E-mail 2 - TypeIgnore
E-mail 2 - ValueAdd to Notes
Phone 1 - TypeIgnore
Phone 1 - ValueMap to FieldPhone - Mobile
Phone 2 - TypeIgnore
Phone 2 - ValueMap to FieldPhone - Home
Address 1 - TypeIgnore
Address 1 - StreetMap to FieldAddress - Street (1)
Address 1 - CityMap to FieldAddress - City (1)
Address 1 - PO BoxIgnore
Address 1 - RegionMap to FieldAddress - Province (1)
Address 1 - Postal CodeMap to FieldAddress - Postal (1)
Address 1 - CountryIgnore
  1. Mark clicks Next
  2. Mark selects the checkbox in the header to select all of the contacts
  3. Mark clicks Import

Mark has now imported Gerald's Clients into Reach. He shows Gerald and Gerald is pretty happy knowing that they are in good hands.

Converting a Client into a Lead

Gerald mentions that one of his clients, Tina, is very interested in selling her ocean front condo and that he told her that Mark will be in touch with her shortly. Mark realizes that he needs to turn Tina from a Contact into a Lead.

  1. In the sidebar, Mark clicks on Contacts
  2. Mark clicks on the search bar and types "Tina" to quickly find the Client.
  3. Mark clicks on Tina Baker and sees the Client details appear on the right.
  4. Mark clicks the Edit button and enters the following information
    • Mark checks the Seller checkbox for Lead Type
    • Mark clicks the Hot button for Lead Score
    • Mark clicks Save

Mark sees that Tina now shows up as a Seller Lead within Reach. At this point he decides to take a lunch break and enjoy some of Gerald's going away cake.

Adding Property Info to a Lead

Mark returns from lunch eating one too many pieces of cake. He gives Tina a call to introduce himself and ask some initial questions about the condo. While he is on the phone, Mark decides to add the address for Tina's condo in Reach.

  1. In the sidebar, Mark clicks on Leads
  2. Mark clicks the Sellers button beside the Leads header
  3. Mark clicks on Tina Baker under Hot Sellers
  4. Mark clicks the Edit button in the Lead details
  5. Mark enters the following information
    • Under Property Info, Mark clicks on the Property Address dropdown and selects 1701-1998 Ocean Boulevard
    • Mark enters that the Property Type is a Condo, it has 2 Bedrooms, 2 Bathrooms, and it has 1640 Square Feet
    • Mark clicks Save

Creating an Event for a Listing

While on the phone, Mark makes an appointment to come see the property the next day.

  1. In the sidebar, Mark selects Calendar
  2. Mark selects tomorrow
  3. Mark clicks the + Add Event button
  4. Mark selects General Event
  5. Mark enters the following information
    • Title is "Listing Consultation"
    • Mark clicks Add Client and selects Tina Baker
    • Mark sets the time as 1-2pm (using Starts and Ends)
    • Mark sets an Email Reminder for 2 hours and a Notification Reminder for 1 hour
    • Mark clicks Save

Using Automated Tasks with Listings

The next day, Mark visits the condo and meets Tina. Looking out through the floor to ceiling windows, Mark thinks that Tina doesn't just have a million dollar view, that she has at least 2 of them! They decide to list the property for 2.2M. Once Mark is back home, he opens his laptop to create the Listing.

  1. In the sidebar, Mark clicks on Leads
  2. Mark clicks the Sellers button beside the Leads header
  3. Mark clicks on Tina Baker under Hot Sellers
  4. In the Property Info section, Mark clicks on Create Listing
  5. Mark enters the following information:
    • Price is $2,200,000
    • List Date is 2 weeks from now
    • Expiry Date is 2 weeks after List Date
    • Mark clicks on Add Automated Task and selects New Listing (Gerald) and clicks Select
    • In the Notes, Mark enters that the building has a gym, rooftop patio, and workshop amenities in the building
    • Mark clicks Save
  6. In the sidebar, Mark clicks on Tasks

Mark sees the Task "New Listing (Gerald)" in the list of Tasks and that it is associated with the Listing he just created. With these Subtasks that got automatically created, Mark can rest easy knowing that he didn't forget any of Gerald's requirements.

Using Automated Tasks with Transactions

As the Listing Date approaches, Mark works hard and makes sure that everything is ready. As he completes his tasks to prepare for the listing of the property, he goes into Reach and marks the Subtasks complete. Once all are complete, Mark is confident he has done everything he needs to do.

After a week, Tina has decided to accept an offer that was a little over asking. Mark goes into Reach to create the Transaction.

  1. In the sidebar, Mark clicks on Listings.
  2. Mark clicks on the Listing for 1701-1998 Ocean Boulevard, West Vancouver
  3. Mark clicks on the Accepted Offer button.
  4. Mark enters the following information
    • Offer is $2,210,000
    • Subject Removal date is next week
    • Mark clicks on Add Automated Task and clicks on New Selling Transaction (Gerald) and clicks Select
    • Mark clicks Save
  5. In the sidebar, Mark clicks on Tasks

Marks sees the Task "New Selling Transaction (Gerald)" in the list of Tasks and that it is associated with the new Transaction. Mark thinks these automated tasks are pretty handy and will try to leverage them more in the future.

Removing Subjects from a Transaction

A week passes and subjects come off the house. Mark goes into Reach to update the Transaction.

  1. In the sidebar, Mark clicks on Transactions
  2. Mark clicks on the Remove Subjects button on the Transaction for 1701-1998 Ocean Boulevard, West Vancouver
  3. Mark sets the Completion as 1 week from today
  4. Mark sets the Possession as 2 weeks from today

Mark consults his Tasks to see what he needs to do before the Transaction completes. He wants to make sure Tina is well taken care of and that he doesn't forget anything.

Completing a Transaction

The Transaction has completed and possession has taken place so Mark goes into Reach to complete the Transaction.

  1. In the sidebar, Mark clicks on Transactions
  2. Mark clicks on the Complete Transaction button on the Transaction

Mark picks up the phone and congratulates her on the selling of her condo. Tina has decided to do a little traveling to "find herself" and that when she returns, she will be interested in buying and would like to work with Mark again. Mark hangs up the phone and feels good that he has helped another person sell their home.

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