Matrix Advanced Client Portal Technical Support: Monday - Friday 8:30 to 8:30, Saturday & Sunday 8:30 to 3:30

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1 Matrix Advanced Client Portal Technical Support: Monday - Friday 8:30 to 8:30, Saturday & Sunday 8:30 to 3:30 0

2 Home Page Client Related Widgets Concierge: click the client s name to display all listings that need your approval before being sent. Recent Portal Visitors: quickly view a recent Portal visitor s information by clicking on their name or use the Portal icons to view their Favorite properties, Deleted properties and property Notes. This widget displays your 10 most recent Portal visitors, within the last 30 days. Recent Use Contacts: click a name to display details of a recent used contact. 1

3 The Portal Your clients will use the Portal to view properties and reports. This tool is used with buyers, as well as, sellers. Set up a test client with your personal address so you can explore the Portal from a client s perspective. Welcome Screen Portal Header Portal Greeting Direct s Listing Notes Properties Screen Tips The Customer Showing Report is a very user friendly display. The Display option is located at the top right hand side of the Properties screen. This screen will display up to 25 properties per page on select displays. 2

4 My Information My Matrix > Settings Hover over the My Matrix tab from the Matrix navigation menu and select Settings. My Information The screens in My Information allow you to update the contact informaion your clients will view in s, sent from Matrix, and on the Portal. Use the tabs provided to navagate through your options. Visit all of the tabs that fall under My Information to make sure your contact information is correct and your agent photo is uploaded in all applicable screens. 3

5 Header & Footer: display a banner on the client s portal or a header/footer on printed reports. Choose from the available packages, upload a custom image or choose not to use a header/footer. The required image size for a Custom Header is 745 x 85 pixels. Click Preview to upload an agent photo and Save. Tips BannerSnack: create your own banner for free at Click Select a different package to change the header or upload a custom header. Fiverr: pay $5 for someone to create a banner for you at (Search banner ) 4

6 Portal Information: manage the Agent information that you wish to display on your Client Portal Welcome page. The information provided in the drop down menus is pulled from the Information tab. 5

7 Portal Greeting The portal greeting appears at the top of the Welcome page on your clients Portal. This is a great place to add a short caption from your professional bio or provide general updates for your clients. 6

8 ing Listings to the Portal Understanding how to listings to a client s Portal is an important part of taking full advantage of the Portal features. ing listings, in this format, allows you and your client to add notes to the listings. It also give you the ability to track your clients use of the portal. Search > Results/Map Screen> Actions Tip In order to track a client s use of the Portal you must add the contact to Matrix. 7

9 Using Carts The cart is used to save one listing or a group of listings for future use. You can , print, create driving directions, add notes (etc.) from the cart. Listings in the cart are not visible to the client. You can add listings to any client s cart, from any search. To add listings to a Cart 1. Select the listings in Results. 2. Click on Carts at the bottom of the screen. 3. Select the cart you wish to add the selected listings to 4. Click Add to. You can access the Carts form the Homepage widget titled My Carts. Note: You must the selected listing(s) to your client so they can view the listings and take advantage of the Portal features. 8

10 Creating Driving Directions Select up to 20 listings then click Directions at the bottom of the screen. Use the editing options provided to move properties up /down in the list or delete properties. You can also add in a start/stop point or stops along the way. After editing click Directions to re-rout according to the changes you ve made. Click Directions to generate Turn-by-Turn Directions that can be ed, printed or saved as a PDF. 9

11 Adding and Viewing Notes Once a listing has been sent to the clients Portal both the agent and the client have the ability to add notes to the property. An icon for recent notes will appear in the Recent Portal Visitors widget in Matrix. You can access all of the listings that contain notes in your Contacts screen Notes can be easliy added from the My Carts widget. Contacts Screen in Matrix Use Notes to remind the client of comments they made during a property showing. The My Carts widget can be easily accessed on Mobile Matrix. 10

12 Contacts Contacts (Add/Edit) Hover over the My Matrix tab from the Matrix navigation menu and select Contacts. Click Add on the Button Bar. From the Personal Information modal pop-up, fill out all mandatory fields (highlighted in yellow). Note: click Show All Fields on the Button Bar to enter additional contact information (optional). Use the Search and Filter Contacts option, at the top right hand side of the screen, to narrow your contact list by name or a specific category. Use the links at the bottom of screen to organize your contacts by Active or Inactive status. The exporting option allows you to export saved information, for all or selected contacts, to a *.csv file. You can then import updates made to the original *.csv file you created via Matrix Contact Export. 11

13 Contact Management Options Click a contact s name to view the management links available for a specific contact. Contacts may have different links available according to the actions you have performed for them. Details: access the contact s saved phone numbers. Portal Activity: click to view the contact s most recent portal activity. Click the Action link view specific actions taken by your client (e.g. click Added 1 possibility to view the listing your client saved as a possibility.) Portal Searches: allows you to view searches your client has saved on their portal. Auto s: searches saved with client auto-notification. Click on Auto s, then on the search name to access links that will allow you to edit the notification settings, edit search criteria, view search results or view new listings within a specific date range. Saved Searches: searches saved for agent access. This type of search is not posted to your client s portal and does not provide any automated information to your client. Click on Saved Searches, then on the search name to access links that will allow you to edit the notification settings, edit search criteria, view search results or view new listings within a specific date range. CMAs: access the contact s saved CMAs to Edit, View, or Delete. Sent s: view details related to direct and auto s sent from Matrix. Sent the date the was sent Type type of sent (e.g. Direct or Auto ) Subject the subject line you created when the initial Auto was saved. Contents a quick link to the listings sent in the related . Viewed tracks when the client clicked on the portal link provided in the related . View all Sent s access all direct and auto s sent to this contact from Matrix. 12

14 Auto s and Saved Searches Settings: edit the subject line/search name, change the auto notification frequency or enable/disable an auto . Criteria: opens the criteria screen with the criteria for the search you are working with pre-filled (intended to be used for editing criteria). Results: opens the results for the search you are working with. Use the Actions>Criteria link to change the search criteria Date Since: view the results for that search since the last time you checked. Market Update: For Auto s - view the properties that were sent to your client during a specific date range. For Saved Searches view the results for that search during a specific date range. Activated Search the client is active in viewing the results for this search. Inactive Search the client has never viewed the results for this search. Disabled Search the client has unsubscribed from this search, has not viewed the results for 60 days or the agent has disabled the search. In the contact manager you have access to viewing when your client last visited their portal, their Cart, Listings Notes, Favorites, Possibilities and Discards. Last Portal Visit: The date noted indicates when your client last opened their portal. Carts: The cart is used to save one listing or a group of listings for future use. You can , print, create driving directions, add notes (etc.) from the cart. Listings in the cart are not visible to the client. Listing Notes: View the listings you or your client has made notes on. Clicking on the sticky note icon, associated with an individual listing, allows you to view the history of notes for that property and add additional notes. Notes are visible to your client on their Portal. Favorites, Possibilities and Discards: View the listings your client has added to each category. Add listings to the cart to create one set of driving directions for all properties. 13

15 Managing Auto s Use the Auto screen to edit and view information regarding your saved Auto searches. Click on the Subject (search name) to access the editing options. The Settings option allows you to change the auto-notification subject, message & frequency or enable a disabled Auto . The Resend Welcome ( ) option is available on Inactive Auto s only. Activated the client is active in viewing the results for this search. Inactive the client has never viewed the results for this search. Disabled the client has unsubscribed from this search, has not viewed the results for 60 days or the agent has disabled the search. 14

16 Turning a Saved Search into an Auto Click on the Subject (search name) to access the editing options. The Settings option allows you to turn the waved search into an Auto 15

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