WHY SEARCH ALERTS

Of all the ways that kvCORE communicates with leads, by far the most critical are search/listing alerts.

Listing Alerts are pretty commonly known by everyone in the business. They aren't just for sending your leads what they want though. You need to use them as a tool to get people to return to your website on a regular basis.

You might think, well those goals are one in the same. That is not entirely true.

You must always work off of the assumption that everyone who signed up your website is extremely volatile. They have zero loyalty. In order to build that relationship up, you must always be front and center. To do that, the criteria for your listings to send out cannot be too narrow, or you will be left by the wayside as your lead is distracted by the competition. 

WHAT YOU NEED TO KNOW ABOUT PROPERTY SEARCH ALERTS

First off, they’re emails sent to your contacts containing a list of properties that match their search criteria. The bonus is that kvCORE tracks your contact’s interest and engagement with listings to help tailor this experience.

Each contact can have two separate search alerts set up.

Both you and the contact can setup, edit or remove search alerts at any time. Instead of incorporating an endless list of search fields, searches benefit from the use of keywords in addition to some typical search criteria options.

Once a search alert is saved, you can email or text a link to the search results to your contact. If they click on the link or one of the listings in the email, they’ll be taken to your website.

HOW TO ADD ONE

It’s so easy! Open the contact you want to set search alerts up for, and click on the ‘Alerts’ tab at the top of their detail page.

SEARCH ALERT SENDING OPTIONS

You have 4 options when setting up a search alert regarding how results will be delivered to your contact.

1. FREQUENCY - Select how often you want to send out search alerts to this contact. The exact time the alerts are sent will vary from one MLS to the next. 

2. EMAIL CC - You do not need to CC yourself to get a copy of Search Alerts. These are automatically stored for you within each contact timeline. 

3. SAVE & SEND - Save the criteria and send out the first Search Alert right away. If you selected a longer frequency such as weekly, the system will send it out every 7 days after that first email is sent. 

4. SAVE & DO NOT SEND - This will save your criteria and leave it to the system to select when to send the first email. It will send the first email within the specified frequency (for example, daily will send within the next 24 hours) and then consistently send at the correct interval after the first email is sent. 

AUTOMATICALLY GENERATED SEARCH ALERTS

In certain cases, kvCORE may even automatically create a Search Alert on your behalf! A Search Alert will be created for a new contact if:

> There is no search alert already configured.

> The contact has logged into your kvCORE website and viewed a property. 

If both of those conditions are met then kvCORE will create an alert automatically based on the property/properties they viewed within 24-48 hours after the lead was created. The criteria of the alert is generated from averages based on the home(s) they looked at. Of course, you can edit the alert at any time!

When this occurs, kvCORE will email your contact informing them that they are now set up on an automated email:

“Hi, It’s [agent name] again. Our system set up an alert which will send you new properties in [area] between [min price] and [max price] having at least [beds] beds and [baths] baths. If you’d like to change the criteria for these alerts, [click here link]."

IN-DEPTH ON SMART CAMPAIGNS

Smart Campaigns are designed to nurture your contacts and start conversations for you! Using them will greatly impact your conversion rate and ensure no leads are lost.

The messages in the default system campaigns cannot be edited. But don’t worry. They’ve already been optimized for the best responses – why mess with success?

However, if you’d like to create your own version of a campaign, you can clone an existing one, and then make changes to your copy.

To enable or disable a campaign, toggle the switch under the status column to the far right of each one. If a campaign is grey, it’s off and will not be added to contacts.

Please Note –Using a hashtag to trigger a smart campaign will not make the campaign retroactively apply to existing contacts with that hashtag. It only applies to new contacts moving forward.

GOOD TO KNOW:

Automated text messages will only be sent from the system during our “Office Hours” which are currently set to 8:00am – 10:00pm, daily.

This means that if a lead submits a showing request at 2 am, they won’t receive the automated follow-up text until the next morning.

WHAT CAN A SMART CAMPAIGN DO?

• Send an email

• Create a task

• Add a scheduled call

• Send a text

• Add or remove a hashtag

• Update a status

THERE ARE 3 TABS TO EXPLORE ON THE SMART CAMPAIGNS PAGE:

1. MY CAMPAIGNS - Holds any campaigns created or managed by our company, as well as any you’ve created or added on your own. 

2. kvCore LIBRARY - Contains all of the premade smart campaign templates which are available to you. 

3. TEMPLATES - Holds the collection of premade messages which are used in existing Smart Campaigns. 

THERE ARE 3 WAYS A SMART CAMPAIGN CAN BE ASSIGNED TO A CONTACT:

1. Manually by you. 

2. Automatically based on a trigger, like SOURCE, LEAD TYPE or a HASHTAG

3. Upon bulk import, if your bulk import is complete by kvCore's Lead Import Team. 

Market Reports include a visual summary of area-specific statistics like the number of new listings, price reductions, sold price, average list price, and more. They’re great for motivating buyer leads and keeping in touch with closed customers.

Your contacts can view market reports themselves at any time by clicking the Market Report link from the search results on your website. Upon viewing the report, they can also subscribe to receive a monthly report for that area!

You also have the ability to create and send Market Reports to a contact directly from their record in your Smart CRM.

SETTING UP A MARKET REPORT FROM A CONTACT RECORD

You can add a Market Report directly from within a contact’s profile in your Smart CRM. This option allows you to send a Market Report without the lead requesting one themselves.

While looking at a contact’s profile, go to the menu to the right of the contact profile and scroll down to ‘Market Report’.

Click ‘Add’ and then select the relevant area and the desired schedule for when the report should be sent. Click the ‘Add’ button to save your changes and you’re all set!

Automating your seller reports is a key communication tool that kvCORE offers listing agents that not only effortlessly keep you in touch with your Sellers, but also consistently highlight all the efforts you are making on their behalf and their property. Keep your Sellers engaged with a weekly report on the status of their property!

KvCORE’s seller report emails include the number of property views that particular listing has received on your kvCORE website, accumulating as time goes on. The emails are sent weekly (on Mondays) and can include more than one property should the Seller have multiple listings on the market.

If you want to enhance these seller reports with your own comments, you are able to do so via the listing’s timeline notes.

SETTING UP A SELLER REPORT FROM A CONTACT RECORD

You can add a Seller Report directly from within a contact’s profile in your Smart CRM. In order to enable these automated emails, you must first add the Active MLS ID(s) to the Client’s contact record in kvCORE.

While looking at a contact’s profile, go to the menu to the right of the contact profile and scroll down to ‘Seller Report’. Click ‘Add’ and then enter the MLS number for that Seller’s listing. Click the ‘Add’ button to save your changes and you’re all set!

Have multiple listings? Follow the same steps as above. 

THE LISTING TIMELINE

A listing’s timeline can be used to notate various listing-specific events, reminders, or updates. You must be the listing agent in order to to do so. If you’d like, you can choose to share those notes with your Seller via the seller report email, seamlessly keeping them involved and showcasing your efforts on their behalf.

A QUICK HOW-TO:

• Log into your kvCORE account.

• Navigate to the Listings tab to the left.

• Search for the desired listing and click on the listing’s address.

• Click into the ‘Timeline’ section under the listing’s image.

• Click the green “+ Add Comment” button to the right.

• Choose the appropriate date for your note from the Date drop-down.

• Choose the type of note you are adding to the Timeline from the Type drop-down.

• Enter your information into the Note box.

• Toggle on any notes you’d like shown in your next Seller Report in the ‘Agent Comments’ section.

Some examples of when to use the listing timeline feature are: scheduled showings, showing feedback, etc. 

> Each note can individually be toggled to display in the seller report. So you can choose which notes to share. 

> Open Houses added or scheduled in your MLS will automatically sync over into the listing’s timeline, but you will need to toggle those on for them to appear in the seller report. 

> New notes will appear at the top of the list in the Seller’s email. 

Your Smart CRM creates a list of calls you need to make on your behalf! You can also schedule calls manually or have calls automatically created as part of a Smart Campaign.

DAILY CALL LIST SETTINGS

Calls are placed on your Daily Call List from multiple sources. There will always be a reason for the phone call that you see on your screen! Remember the system is watching out for you 24/7, always on the hunt for ways to help you convert.

> SYSTEM GENERATED

• Auto-generated call tasks, created when a contact meets criteria that indicates a call will help to convert the lead. 

> MANUALLY 

• Call tasks related to a particular contact and manually created by you. 

> SMART CAMPAIGN

• Created automatically by the system based on meeting certain criteria in an enabled Smart Campaign. 

Where do you find the "CALL LIST"? On your kvCore Dashboard, Tool Bar, Contact Record and Mobile App. 

To customize your personal Call List settings, access your agent profile settings from the dropdown menu and then click ‘Settings’.

Although these settings can be adjusted, it’s recommended that agents use the default settings.

Behavioral alerts are automatic communications sent to your contacts when they perform specific behaviors on your site. These alerts drive engagement and help keep you top-of-mind with your clients.

When a user performs a listed behavior, they’re sent a text message related to the activity they performed. No cell number present on the contact? An email will be sent instead!

In addition to outgoing communications, kvCORE will automatically update the status of contacts to help keep your database up-to-date. If a Prospect or New Lead responds to any communication, their status will automatically be changed to Active. This acts as a signal for you to review their activity and decide whether they should receive more personalized attention to develop the relationship. This also tells kvCORE to disable any prospect or new lead smart campaigns that may be enabled so generic messages aren’t being sent to someone you’re actively communicating with.

WHO IS AFFECTED?

Behavioral automation affects contacts in the following Contact Status, by default.

• • Active Lead

  • New Lead

  • Prospect

  • Sphere

WHAT TRIGGERS IT?

“Hot” activities which trigger behavioral automation include:

• • Lead re-visits after 14 days

  • Lead visits the site 5 times in the last week

  • Lead viewed 5 properties in the last day

  • Lead viewed 10 properties in the last week

  • Lead viewed property 3 times

  • Lead favorites a property

CAN I MAKE CHANGES?

We STRONGLY RECOMMEND that you do not change the default settings for behavioral alerts. Let the system work for you! These actions are tried, tested, and PROVEN to work.

Messages which will be sent can be previewed, but not edited. They’ve been carefully crafted to drive engagement, prompt responses, and begin conversations. No need to get creative, they’re tested and proven to get results!

We also STRONGLY RECOMMEND that you keep the agent alerts in this section enabled! This means you’re informed when a contact performs an action that will prompt an outgoing message. If desired, behavioral alerts can be turned off for specific contacts on their contact profile, rather than updating your overall settings.

kvCORE can automate email and text message follow-up with your contacts on their birthdays and purchase anniversaries! With these settings enabled, emails and text messages are automatically sent to contacts on their birthdays or in celebration of closed deals annually.

Birthday wishes go a long way in strengthening client relationships and driving engagement with your sphere, and an annual “Congrats!” can boost customer delight and helps cement loyalty with your clients.  

In all cases, the system will default to sending a text. However, if a contact unsubscribes from texts or no phone number is on file, then an email will be sent instead.

WHERE DO YOU ADD THE DATES?

To add these important dates to a contact, open their record and click on the Profile Details tab and then click Edit Details. Add Birthday and Last Closed dates if they’re not already present and then toggle the Send Email/Text for each to ON.