How do I create and manage Early Access alerts?

 

Early Access Self-Service Walkthrough:

 

This document shows you how to create and manage Early Access alerts via Agent Portal.

To view our Early Access FAQs please click here.

 

These are the functions in Agent Portal that support Early Access self-service:

  1. Check the status of Early Access alert
  2. Create, preview, and publish Early Access alert
  3. Transform Early Access alert to Normal (Residential Sale) listing via Agent Portal
  4. Transform Early Access alert to Normal (Residential Sale) listing via CRM/XML Feed
  5. Mark Early Access alert as Sold via Agent Portal
  6. Mark Early Access alert as Sold via CRM/XML Feed
  7. Withdraw Early Access alert

Ref: Matrix on which of the above are also supported via CRM feed

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Check the status of Early Access alert

  1. Login to Agent Portal
  2. Click “My Sales” tab
  3. The index page will display Early Access alerts along with other types (Residential and Commercial)
  4. It shows which ones are active, withdrawn, and sold

  1. Alternatively, type “Early Access” in the Quick Find text box to filter the index page so only Early Access alerts are displayed

 

Create, preview, and publish Early Access alerts

This section shows you how to create, preview, and publish Early Access alerts to Live.

  1. Log in to Agent Portal
  2. Click “My Sales” tab
  3. Click “Create Listing”

  1. Select “Early Access Sales” as the type
  2. Fill in the Property Address and Property Type > click Save

  1. Fill in the price field on the Price tab. You may choose to either:
  • Suppress the price
  • Display an exact price
  • Display a price range
  • Display price with offers over.

  1. Fill in the the details of the property on Marketing Details tab:
  • Bed, Bath, Park
  • EER
  • Scheduled Market Date (the date the property is scheduled to be available in the market. This field is optional)
  • Agent Message (a short message that the agent would like to display on the Early Access alert. 150 characters maximum. This field is optional)
  • Listing Description (a description of the property. 250 characters maximum. This field is optional)

 

If the Scheduled Market Date is set, the date will be visible on the Early Access alert.

 

If the Agent Message and Listing Description are set, they will be displayed on the Early Access alert.

They’re displayed at the top of the alert and below the address respectively:

  1. Add a Photo and/or Floorplan of the property via the Photos tab (optional)

  1. Click “Preview” to review the Early Access alert before publishing

  1. Click “Display to Public” to publish the Early Access alert

 

Transform Early Access alert to Residential (normal) listing: (via Agent Portal)

This section shows the steps on how to transform an Early Access alert to a Residential (normal / non-EA) listing

  1. Go to “My Sales” tab
  2. Search and click the Early Access alert (Early Access alert is marked with “Early Access” on Property Type column

  1. Alternatively, type “Early Access” in the Quick Find text box to filter the index page so only Early Access alerts are displayed

  1. Click “Property Details” tab and select “Residential Sales” radio button. Then click “Save”

  1. Fill in the required details for the Residential Sale listing. (Marketing Details, Price, etc as per the normal process)
  2. Click “Display to Public”

 

Transform Early Access alert to Residential (normal) listing: (via CRM - XML feed)

In addition to using Agent Portal, this can also be done via CRM XML feed.

To do it:

  1. Feed the residential sale listing to Allhomes just like you would for any other listing.
  2. Ensure the address on the XML file is exactly the same as the address of the existing Early Access alert.
  3. Ensure the Agency ID on the XML file matches the Agency ID of the Early Access alert.
  4. When the XML file is processed successfully, the system will remove the EA alert and replace it with a new Residential Sale listing

Mark Early Access alert as Sold: (via Agent Portal)

  1. Go to “My Sales” tab
  2. Search and click the Early Access alert (EA alert is marked with “Early Access” on Property Type column

  1. Click “Sold” tab and fill in the Sold details
  2. Click “Save”

Mark Early Access alert as Sold: (via CRM - XML feed)

In addition to using Agent Portal, marking EA as “Sold” can also be done via CRM XML feed.

To do it:

  1. Feed the sold Residential Sale listing to Allhomes just like you would for any other listing.
  2. Ensure the address on the XML file is exactly the same as the address of the existing Early Access alert.
  3. Ensure the Agency ID on the XML file matches the Agency ID of the Early Access alert.
  4. Ensure the status of the listing in the XML file is “Sold”.
  5. When the XML file is processed successfully, the system will remove the EA alert and replace it with a Residential Sale listing with the status “Sold”.

Withdraw Early Access alert:

  1. Go to “My Sales” tab
  2. Search and click the Early Access alert (EA alert is marked with “Early Access” on Property Type column

  1. Click “Withdraw”

  1. On the index page, click the “Archive” button on the Withdrawn EA alert

 

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