Carlo Denis Lardizabal, III

INTRODUCTION TO TOP PRODUCER Prepared by Cody Lardizabal OBJECTIVES The objectives of this module are: • To familiarize the Virtual assistant with the basic functionality of the CRM Tool called Top Producer • To observe these function by acquainting the VAs with Top Producer • To further show the usage and provide How To Walkthroughs on utilizing Top Producer Confidential property of Optum. Do not distribute or reproduce without express permission from Optum. 2 AGENDA • • Contacts & Leads • How to Add a Contact • How to Edit a Contact • Adding Additional Property • Contacts Landing Page • How to Export Contacts • Importing Contacts • Performing a Mass Update Activities and Email • How to Schedule and View Activities • Applying Action Plans • Auto Apply Plan Rules • How to Use Email • How to Perform Mass Email Confidential property of Optum. Do not distribute or reproduce without express permission from Optum. 3 3 INTRODUCTION What is Top Producer 8i? The definition are as follows: • Top Producer 8i is real estate marketing software to increase sales, generate leads, prospects and referrals. • It manage contacts, schedule marketing, manage other tasks for a successful transaction process. Confidential property of Optum. Do not distribute or reproduce without express permission from Optum. 5 The Top Producer Dashboard Below is how the Top producer dashboard looks like: Below is the toolbar: Confidential property of Optum. Do not distribute or reproduce without express permission from Optum. 6 The Top Producer Dashboard (cont.) Under the Home toolbar, below shows each parts of this section. Confidential property of Optum. Do not distribute or reproduce without express permission from Optum. 7 The Top Producer Dashboard (cont.) Below shows additional screenshots which can be found on the dashboard. Confidential property of Optum. Do not distribute or reproduce without express permission from Optum. 8 The Top Producer Dashboard (cont.) Below is a snapshot of the Contacts section: Confidential property of Optum. Do not distribute or reproduce without express permission from Optum. 9 Contacts and Leads How to Add a Contact 1. Hover your mouse cursor over the Contacts icon in the menu bar at the top of the window, and then click on Add Contact in the menu below. 2. Once you click on Add Contact, a new window will open allowing you to enter contact information. Enter as much information as you have Confidential property of Optum. Do not distribute or reproduce without express permission from Optum. 11 How to Add a Contact (cont.) Here is a snapshot of the Add Contact section: Confidential property of Optum. Do not distribute or reproduce without express permission from Optum. 12 How to Edit a Contact 1. Click the contact name in the Contacts Summary or use the View Contact link. 2. The Contact Details form displays then you can edit your contact. Confidential property of Optum. Do not distribute or reproduce without express permission from Optum. 13 Adding Additional Properties Note: A contact can have only one primary property. If you already have a primary property for the contact, 8i sets any additional properties as an investment property type. 8i automatically changes an existing primary property to an investment when you add another property as primary. 1. Open the Contact Record and click the Properties & Addresses tab. 2. To add another property, click Add Property. 3. Click the Type of Property pull-down to select the type you are adding: Primary, Investment, or Other. 4. Enter the address information in the fields provided. 5. If Yes is selected for Make this a mailing address 6. Click Add Property to save the new property in the Contact Record. Confidential property of Optum. Do not distribute or reproduce without express permission from Optum. 14 Other Items on Contacts and Leads Other items under Contact and Leads based on the Agenda include the following: • Contacts Landing Page • How to Export Contacts • Importing Contacts • Performing Updates These will be discussed on separate slides. Confidential property of Optum. Do not distribute or reproduce without express permission from Optum. 15 Social Media Setting up Social Media Integration 1. Click on Account Menu (top right of 8i window) then choose Settings 2. Click General Tab and choose Social Media Setup. 3. Under Social Media Profiles do the following: a. Twitter i. Click add Twitter ii. Login on Twitter login page (enter username/email and password) i. Press Allow. Twitter will be added to the Integration page. a. Facebook i. Click add Facebook ii. Login on the Facebook login page (Enter username/email and password then press login) iii. Additional pop-up warning will appear, click Allow iv. It will return to Integration screen Confidential property of Optum. Do not distribute or reproduce without express permission from Optum. 17 Setting up Social Media Integration (cont.) Key Notes: • It will list your account plus the pages created by that account • Click refresh to see your future pages added • Once set up the Social Media Activity Section, you will see status updates of your contacts • Default to 3 updates only: 1. Click on Edit Social Media Preferences to edit the number of updates you want to receive per Social Media. 2. Click Save Social Media Setup when done. Confidential property of Optum. Do not distribute or reproduce without express permission from Optum. 18 Using Social Media Activity Sections 1. Open the Contact Record of the person you want to receive updates from 2. Click on Summary tab, scroll to the right side of the page to see Social Media Activity section. *It will show the contacts recent activity in Twitter and/or Facebook account. 3. To add a contact’s social account: a) Click on the Social Media (Facebook or Twitter) b) Click on Search and link c) 8i will search by name, fill out as necessary and click on Search d) Choose the correct account (click view to view their profile) e) Click on Link to Contact Confidential property of Optum. Do not distribute or reproduce without express permission from Optum. 19 Using Social Media Activity Sections (cont.) Key Notes: • Once connected to the contacts’ Social Media accounts, you may Like, Comment or View their status updates (Facebook) and Reply and Retweet (Twitter) • Creating a post on a contact’s wall (Facebook) or Tweet (Tweeter), just click on the respective buttons • To disable/un-follow contact, click on Unlink Confidential property of Optum. Do not distribute or reproduce without express permission from Optum. 20 Posting Updates to Twitter from within Top Producer 8i 1. In the Main Menu, click the Facebook and Twitter SHARE menu at the top right. 2. A popup will open where you can compose or post an update to your Facebook or Twitter account. 3. You will see here what Social Media accounts are integrated. In this case, we have both Facebook and Twitter integrated. Tick the box at the right side of the Profile image to choose what Social Media accounts you would like to post a message. Confidential property of Optum. Do not distribute or reproduce without express permission from Optum. 21 Posting Updates to Twitter from within Top Producer 8i 4. The number of characters that you are allowed to post is 140 for Twitter and 420 for Facebook. If both Twitter and Facebook are checked, it will default to 140 characters. 5. Click on the ATTACH PHOTO icon if you would like to add a photo to your post. Confidential property of Optum. Do not distribute or reproduce without express permission from Optum. 22 Posting Updates to Twitter from within Top Producer 8i NOTE: • A popup will open, click BROWSE, select an image on your computer, click OPEN , then click ATTACH. • You will know that an image has been attached if you will see a Photo Icon at the bottom right of the text box. • If you want to remove the photo attached, then click on the ATTACH PHOTO ICON again and select CLEAR. Confidential property of Optum. Do not distribute or reproduce without express permission from Optum. 23 Posting Updates to Twitter from within Top Producer 8i 6. If you want to post your listings, click the INSERT LISTING icon. • Make sure that you have setup the integration with Realtor.com in your 8i preferences. - If you selected Realtor.com, under Property dropdown you can select the property listing that you would like to include in your post, then write your own marketing text or select a pre-made message from the dropdown menu. Click INSERT after. Confidential property of Optum. Do not distribute or reproduce without express permission from Optum. 24 Posting Updates to Twitter from within Top Producer 8i • A special short URL link will be inserted. This link will direct you to the listing details page on Realtor.com. • If you selected 8i Listing (Data), under Property dropdown you can select the property listing that you would like to include in your post, then write your own marketing text or select a pre-made message from the dropdown menu. Click INSERT after. Confidential property of Optum. Do not distribute or reproduce without express permission from Optum. 25 Posting Updates to Twitter from within Top Producer 8i • It will insert the 8i property together with a link that will direct you to Bing Maps and will show the location of the listing. 7. Hit SHARE to post the update to your selected Social Media site. Confidential property of Optum. Do not distribute or reproduce without express permission from Optum. 26 Adding Social Media Links to your Email Signature 1. At the top right of the screen, click ACCOUNT and select SETTINGS. 2. Click EMAIL > SIGNATURE> EMAIL SIGNATURE that you would like to edit. 3. Place the cursor in the signature body where you would like to insert the link. email body. You can add additional text. Confidential property of Optum. Do not distribute or reproduce without express permission from Optum. 27 Adding Social Media Links to your Email Signature (cont.) 4. At the bottom right, click INSERT SOCIAL MEDIA LINK. 5. Click INSERT FACEBOOK LINK. 6. Choose on what link you would like to include then click INSERT. 7. You will now see the Facebook icon in the email body. You can add additional text. Confidential property of Optum. Do not distribute or reproduce without express permission from Optum. 28 Adding Social Media Links to your Email Signature (cont.) To add a link to Twitter: 1. Click INSERT SOCIAL MEDIA LINK 2. Click INSERT TWITTER PROFILE LINK 3. It will now insert the Twitter icon on the email. 4. Click SAVE SIGNATURE below. 5. When signatures are included in the emails you sent from 8i, the emails will appear. Confidential property of Optum. Do not distribute or reproduce without express permission from Optum. 29 ANY QUESTIONS? Confidential property of Optum. Do not distribute or reproduce without express permission from Optum. 30 3 Thank you, good luck and enjoy.