New Features and Updates:
CRM Update: Additional Filter for 'Call Notes'
We’ve enhanced the CRM dashboard filter “Notes” to include ‘Call Notes’ in search results. Previously, the filter only searched through standard ‘Notes’, which meant valuable lead details stored in ‘Call Notes’ were not retrievable. With this update, agents can now find all relevant lead information—whether it was logged as a standard or a call note—in one simple search.
- Unified Search Experience – No need to remember whether a note was logged under ‘Notes’ or ‘Call Notes.’
- Saves Time – Instantly find the necessary lead details without manually checking different sections.
- Improves Follow-Ups – Ensures that critical details from past calls are easily accessible.
How does it work?
- Go to the CRM Dashboard and open the lead filters.
- Use the “Notes” filter – Enter any keyword or phrase you’re searching for.
- The system will now search ‘Notes’ and ‘Call Notes’ for matching results.
- Results will display leads where the search term appears in either field.
Example: Searching for “urgent client” will return leads where this term appears in either ‘Notes’ or ‘Call Notes’.
Best Practices for Agents
- Use consistent keywords when adding notes for better searchability.
- Combine this filter with other search criteria (e.g., “Last Contacted” or “Lead Source”) to refine results.
- Regularly update notes to keep lead profiles accurate and searchable.
CMS Update: Open House Digital Sign-In Sheet
The new Open House Digital Sign-In Sheet allows agents to replace physical sign-in sheets with a digital version, making lead collection faster and more efficient. Agents can create sign-in sheets directly in Site Manager, customize them, and have leads automatically added to their CRM with predefined sources, tags, and follow-up options.
Key Benefits:
- Eliminates Paperwork & Manual Entry – No need for physical sheets or third-party sign-in tools.
- Seamless CRM Integration – Leads are automatically created, categorized, and ready for follow-up.
- Customizable & Mobile-Friendly – Optimized for tablets, desktops, and mobile devices with a sleek UI.
- Better Lead Capture – Pre-fills listing details, ensuring accurate and structured data collection.
- Automated Follow-Ups – Instantly send account activation emails, saved searches, and property updates.
How to Set Up Your Digital Sign-In Sheet
Accessing the Open House Sign-In Feature
- Log into your CRM and go to Site Manager.
- In the left-side menu, click “Open House Sign-in” (below Preconstruction Listings).
Creating a New Open House Sign-In Page
- Click the “+” icon to create a new sign-in sheet.
- You will see two tabs:
- Sign-In Page Settings
- Form Settings
Sign-In Page Settings
- Choose a property: Enter the MLS number and select the correct listing (this auto-fills property details).
- Customize the sign-in page:
– Title & Subtitle (e.g., “Open House Tour – Sat-Sun, 2 PM – 4 PM”)
– Agent Photo & Logo
– Background Image (default: first image from the listing, but can be changed)
– Theme Selection – Choose between Light Mode & Dark Mode
Pro Tip: You can make this page hidden (only accessible via Site Manager) or public for use in marketing and social media campaigns.
Customizing the Sign-In Form
- Add a form title, description, and thank you message.
- Select lead source, tags, and lead type directly in the settings.
- Option to automatically send account activation emails and saved searches (200m radius based on MLS).
- Default Questions (Editable & Customizable):
– Are you working with a realtor? (Yes / No / Not sure / Self-represented)
– Why are you visiting today? (Buyer, Investor, Neighbour, Agent, Curious)
– Message/Notes (Text Input)
– Mandatory Fields: Full Name, Email, and Phone Number (these cannot be removed). - Add up to 10 questions (single-select, multi-select, or text input).
Pro Tip: Reorder questions by dragging and dropping them for better organization!
Using & Managing Your Open House Sign-In Sheets
- Once created, sign-in sheets appear under “Open House Sign-in” with:
– Listing Details
– Lead Registration Counter
– Quick-Access URL for Sharing
– Edit/Delete Options
Live Form View:
- Displays property highlights, agent details, and a “Tap to Sign-In” button.
- Once a visitor registers, a customizable Thank You message appears, and the form resets for the next guest.
CMS Update: Custom Form Widget
The Custom Form Widget and available custom form page layouts allow users to create and edit personalized forms without relying on the support team. Whether you need a registration form, customer feedback survey, or lead capture form, this tool enables easy customization to meet your business needs. By handling form creation independently, you save time and can make adjustments on the fly.
Setting Up Your Custom Form Page
Step 1: Creating the Page
- Login to your CRM and open Site Manager.
- In the left-side menu, click Page Builder.
- Click the + icon to create a new page.
- Choose your page type:
- Select Form as the page type.
- Pick your preferred layout (choose from 3 available layouts):
- Layout 1: Stacked elements (text box, form, text box)
- Layout 2: Text box & form on the left, sidebar (agent info/map) on the right
- Layout 3: Text box on the left, form as a side widget on the right
- After selecting your preferred layout, name the page to proceed with editing.
Tip: If you choose not to add additional text, the form will be centred without blank spaces.
Step 2: Customizing Your Form
- Editing the Form: Hover over the widget and click Settings to open the form editor.
- Form Basics:
- Title (Default: “Registration Form”) – Editable (max 50 characters).
- Description (Default: “Please complete all fields for more information.”) – Editable (max 200 characters).
- Thank You Message (Default: “Thank you! Your inquiry has been sent and we will get back to you as soon as possible!”) – Editable (max 200 characters).
- CRM Settings (Optional):
- Select lead source, tags, and lead type directly from the settings tab for streamlined CRM integration.
Managing Form Questions
- Default Fields:
- Full Name, Email, and Phone Number (Mandatory & Non-removable)
- Adding Questions:
- Click Add Question.
- Enter the question (max 200 characters).
- Choose a field type:
- Text Input (open-ended response)
- Single Select (dropdown with one choice)
- Multi-Select (dropdown with multiple choices)
- Date Picker (calendar pop-up)
- Toggle Mandatory on/off.
- Editing & Deleting Questions:
- Click on a question to edit.
- Use the trash icon to delete questions.
- Rearranging Questions:
- Click and drag the three-line handle to reorder.
Pro Tip: Enable “Hide form for logged-in users” in form settings if needed.
Step 3: Previewing & Saving Your Form
- Click Preview to check the form layout.
- Incomplete questions will be highlighted in red for easy fixes.
- Click Apply to save the form.
Note: Forms cannot be saved with empty or incomplete questions.
What Happens After Submission?
- For Logged-in Users:
- Form auto-populates with their information.
- CRM data remains unchanged; form submission is saved as a note in the lead’s profile.
- For New Leads:
- A new lead profile is automatically created in the CRM.
- All submitted details are saved as a note in the lead’s profile.
- Email Notifications:
- The assigned agent receives an email with all submitted data.
- The email includes a button to View Lead in CRM.
Enjoy creating customized forms with ease!
Feeds Update: Recognizing Scarborough, Etobicoke, Vaughan, Markham, North York, and Thornhill as Cities in TRREB Feeds
We’ve enhanced the search functionality to recognize Scarborough, Etobicoke, Vaughan, Markham, North York, and Thornhill as cities when searching for properties. These areas were not included in the original TRREB city data but are commonly referred to as distinct locations in the Greater Toronto Area (GTA).
When users type any of these names into the City filter, they will appear as selectable options. Once selected, search results will display properties within that area’s designated boundaries.
Key Features & Benefits
- Improved User Experience – Users can now search for properties in these popular areas without selecting alternative city names.
- Increased Search Accuracy – Results will be filtered using a predefined polygon that accurately represents the area’s boundaries.
- Competitive Advantage – This feature differentiates us from competitors by providing a more intuitive and user-friendly search experience.
How It Works
- City Recognition:
- When searching for properties, users can type Scarborough, Etobicoke, Vaughan, Markham, North York, or Thornhill into the City filter.
- These names will appear as options in the dropdown list.
- Search Results:
- When selected, the system will apply a polygon-based search that covers the boundaries of the chosen area.
- Results will display all listings within that region.
- Technical Implementation:
- Since TRREB does not include these areas as distinct cities, we manually added them to the City filter.
- We mapped polygon boundaries for each area to ensure accurate search results.
User Impact
- For Agents: Helps them refine searches for clients looking for properties in these areas.
- It provides an easier way for buyers to find properties in popular GTA neighbourhoods without knowing the exact municipal boundaries.
Please contact our Support Team at support@agentlocator.ca for any issues or further clarifications.
Need help with our new features?
If you have any questions or feedback, please feel free to contact our support team at support@agentlocator.ca, and we will be happy to help!
