Collab Center - Buyer Activity : PrimeMLS Helpdesk

The Collaboration Center for buyers is a portal for them to review listings they are receiving from the system. They can favorite listings, mark others as possible or reject listings. They can add comments and requests showings, which go directly to their agent. They can compare listings and more. All of this can be done on any device, as the portal is entirely mobile friendly. This page covers how to set up a contact with the Collaboration Center.

Setting Up A Buyer with the Collaboration Center

Step 1: Add Contact

Go to the "Contacts" menu and select "Add Contact."
Enter at least their First Name, Last Name, and 1 email address as that is required to save a contact with the Collab Center.
1 email address must be set as the primary, as that is the one that will receive notifications
If another person should also receive notifications, enter their name and email address into the "Spouse/Secondary" name and email fields. Be sure to check the "Add Spouse/Secondary to notifications" box.
Click "Save."
A pop-up will appear asking if you want to associate the contact to a listing. This is to set up Seller Activity for sellers to review stats on their listing. If this contact is only a buyer, or you have not yet entered their listing, click "No."

Step 2: Add Search

The screen will refresh.
In the menu on the left, open "Buyer Activity."
Click "Add Search."
Choose "Add New Saved Search."

Choose the Class.
A search template will open. Enter the search criteria for the buyer.

Step 3: Save Search

Once all criteria is entered, click "Save Search."
Choose "Save Search As."
Notice "Contact" is already selected and who you're saving it to is already entered.
Clear out the name of the search and enter something more specific. Note: the Buyer will see the name of the search, so make sure it is something that will make sense to them.
Click "Save."

Step 4: Email Settings

You'll be navigated back to your contact's profile.
Notice under "Buyer Activity" is the search you just saved. It is selected and notice that "Collab Center" is selected.
Click "Options" to customize when they'll receive an email and more.

Step 5: Customize Email

Under Notification Date Range, they will be set to receive updates for a year (or until you inactivate them). Once this comes up for expiration, you'll be notified on the Home page to extend this or deactivate it. You can shorten the timeframe here, if you wish.
In Notification Trigger, notice they are set to be emailed about new listings, price changes and new comments. New comments means that if you add or respond to a comment in the Collab Center, the buyer will be notified. Click the magnifying glass to add more notification options, such as status changes and open houses.
In Client Notifications, they are set to receive updates "immediately," which is every 15 minutes if there are changes. This can mean multiple emails a day, which may be appropriate; however, if the client feels overwhelmed, you can change this. Click "Recurring" where the default is daily at 6:00 AM. This can be customized to a different time or time frame.
In Agent Notifications, you'll have the same time frame options, but this is for notifications you'll receive about what your buyers are doing in the Collab Center. Tip: Get these once per day, otherwise you may feel like you're getting too many emails from Paragon.
In the "To" box is the primary and secondary. Additional email addresses can be added here.
If your email address is also in the BCC field, this means you'll receive a copy of every email your buyer receives. It is suggested that you choose whether or not you want to be blind copied on what the buyer receives OR if you want the agent notifications. A good way to figure this out is for your first contact to be yourself! It's a great practice run and you'll be able to get both emails and learn which ones benefit you most.
Click "OK" to save changes.

Step 6: Welcome Email

If there are current matches based on the search you saved, you'll want to let the buyer know they can go look at those matches now.
Click "Send Welcome Message." This is your one manual email that also provides instant access into the Collab Center.
Click "Preview" to review what the email actually looks like.
In the email body, enter a custom message if you wish.
Click "Send."
Moving forward, every email will be sent on an automatic basis.

Step 7: Share Collab Center App

Your contacts can download the Collab Center app to receive updates straight to their phone.
In the contact's profile, click "App Invite Code." A unique code will appear in a pop-up.
Share the code with your contact; this is what they'll need upon downloading the Collab Center app.
Contacts can search in the App Store and Google Play for "Collaboration Center" and download. They'll receive push notifications to the app (if they allow it in their phone settings) to ensure they never miss an update!

Setting Up A Buyer with the Collaboration Center

Step 1: Add Contact

Go to the "Contacts" menu and select "Add Contact."

Enter at least their First Name, Last Name, and 1 email address as that is required to save a contact with the Collab Center.

1 email address must be set as the primary, as that is the one that will receive notifications

If another person should also receive notifications, enter their name and email address into the "Spouse/Secondary" name and email fields. Be sure to check the "Add Spouse/Secondary to notifications" box.

Click "Save."

A pop-up will appear asking if you want to associate the contact to a listing. This is to set up Seller Activity for sellers to review stats on their listing. If this contact is only a buyer, or you have not yet entered their listing, click "No."

Step 2: Add Search

The screen will refresh.

In the menu on the left, open "Buyer Activity."

Click "Add Search."

Choose "Add New Saved Search."

Choose the Class.

A search template will open. Enter the search criteria for the buyer.

Step 3: Save Search

Once all criteria is entered, click "Save Search."

Choose "Save Search As."

Notice "Contact" is already selected and who you're saving it to is already entered.

Clear out the name of the search and enter something more specific. Note: the Buyer will see the name of the search, so make sure it is something that will make sense to them.

Click "Save."

Step 4: Email Settings

You'll be navigated back to your contact's profile.

Notice under "Buyer Activity" is the search you just saved. It is selected and notice that "Collab Center" is selected.

Click "Options" to customize when they'll receive an email and more.

Step 5: Customize Email

Under Notification Date Range, they will be set to receive updates for a year (or until you inactivate them). Once this comes up for expiration, you'll be notified on the Home page to extend this or deactivate it. You can shorten the timeframe here, if you wish.

In Agent Notifications, you'll have the same time frame options, but this is for notifications you'll receive about what your buyers are doing in the Collab Center. Tip: Get these once per day, otherwise you may feel like you're getting too many emails from Paragon.

In the "To" box is the primary and secondary. Additional email addresses can be added here.

Click "OK" to save changes.

Step 6: Welcome Email

If there are current matches based on the search you saved, you'll want to let the buyer know they can go look at those matches now.

Click "Send Welcome Message." This is your one manual email that also provides instant access into the Collab Center.

Click "Preview" to review what the email actually looks like.

In the email body, enter a custom message if you wish.

Click "Send."

Moving forward, every email will be sent on an automatic basis.

Step 7: Share Collab Center App

Your contacts can download the Collab Center app to receive updates straight to their phone.

In the contact's profile, click "App Invite Code." A unique code will appear in a pop-up.

Share the code with your contact; this is what they'll need upon downloading the Collab Center app.

Contacts can search in the App Store and Google Play for "Collaboration Center" and download. They'll receive push notifications to the app (if they allow it in their phone settings) to ensure they never miss an update!

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