Relocation Specialist Quick Reference
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How to login
for the first time (for HSF Affiliates only) |
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Using the
Quick Start page (for HSF Affiliates only) |
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Updating
the HSF Contacts page (for HSF Affiliates only) |
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Add a
new name to the HSF Contacts page (for HSF Affiliates only) |
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Edit a name
in the HSF Contacts page (for HSF Affiliates only) |
How to add a new INCOMING
client record
How to add a new
OUTGOING client record
How to receive an INCOMING
client record from another broker
How to receive an
OUTGOING record submitted by an agent using the Referral Submit Form
How to find an existing
client record
Using the ‘Lookup HSF
Affiliate’ page (for HSF Affiliates only)
Using the ‘Lookup
by Brokers Using ReloSpec’ page
How to SEND the record to
another broker
How to add Closing
information
Adding
Notes for a referral record
Adding a note in the Notes
page
How additional notes are
added automatically
How to add the standard
Action Plans to your database
Using an Action Plan for a selected
referral
Using an Action Plan
for multiple referrals
How to create a new Action
Plan
How to create Action
Plan Items
‘Automatic’ Action Plans
when the name matches the Referral Type
Use the AP button for
‘Automatic’ Action Plans when the name matches the Type and Status
Creating an AutoPilot item in the Tasks page
Sending AutoPilots automatically with ‘AutoPilot
Express’
How to know Responses have
been received
How to ‘process’ the
Responses
1.
Go to www.MyReloSpec.com
2.
Login using the
ID/Password given to you by your ReloSpec Trainer
Settings page: Adding
New User
1.
From the Main Menu page
click SETTINGS. The Settings page opens
2.
Click the USERS
button. The Users page opens
3.
Click the ADD NEW RECORD
button at the top of the page. Fill in
the fields including the ID/Password at the bottom-left of the page.
4.
NOTE: The ID must be
unique from ALL ReloSpec users (not just in your database, but all
databases!). Passwords do not have to be
unique.
5.
Click the ADD NEW RECORD
button at bottom of page. The record is
now saved to your database, however it will not be
usable until it is “enabled” by a ReloSpec staff person.
Settings: Uploading Your Company Logo
1.
From the Main Menu page
click SETTINGS. The Settings page opens
2.
Click the ‘Upload Logo’
button. The upload page opens and allows
you to browse to your logo file and click the button to upload it. To view it, logout then log back in. The logo must be in a .GIF format.
3.
NOTE: The more
square-shaped the logo is the better.
ReloSpec forms allow a width of 150 pixels and all images are zoomed to
fit that width. If the logo shape is
wide it will appear small and it tall it will appear very large. Square-shaped is best.
Settings: Brokers Using
ReloSpec
1.
NOTE: The ‘Brokers Using ReloSpec’ page allows you
to enter the cities you serve and other details about your company. Other brokers may use the ‘Brokers Using
ReloSpec’ link in the Client List page to find another broker to whom they want
to send a referral.
2.
From the Main Menu page
click SETTINGS. The Settings page opens
3.
Click the ‘Brokers Using
ReloSpec’ link. The page opens and
displays the entry for your company.
4.
Fill in the fields as needed, noting that in the ‘Cities Served’ field you should
separate the cities by a comma or a semicolon.
Click UPDATE CURRENT RECORD to save the record and return to the grid
display.
This section is for HSF Affiliates only
How to login for the first time
1.
Go to www.MyReloSpec.com
2.
Login using your
Affiliate ID as the ID and for the Password.
Once you login the first time the Quick Start page will open
automatically.
Using the Quick Start
page
The first time you login
you’ll use your Affiliate ID (ie. NE301)
for the ID and the Password. When
you login with the ID and Password the same the Quick Start page will
open. This page will allow you to fill
in certain details which will then automatically update your Users table and
your HSF Contacts table.
1.
Login using your
Affiliate ID for the ID and for the Password
2.
The Quick Start for New
Users page will open. If the page
doesn’t open, click
here.
3.
Fill out all fields and
click the SUBMIT button.
4.
NOTE: Your information will be saved and you may
click the link to download the sample spreadsheet for your agents. Fill out the spreadsheet with your agents information and email to [email protected] Your agents will then be uploaded to your
database for you.
5.
Close the Quick Start
page. You’ll be returned to the Main
Menu page.
Updating the HSF
Contacts page
The HSF Contacts page is
where you’ll update the names that will appear when another affiliate searches
for your Effective Service Area. You may
have as many people listed as needed.
There are settings in each record for whether or not the person’s
information will be displayed and another setting for whether or not that
person can send/receive referrals.
Settings for Company Name, Address, Affiliate ID and ESA (Effective
Service Area) are updated by HSF.
1.
From the Main Menu page
click SETTINGS
2.
Click the ‘HSF Contacts’
button
Add a new name to the
HSF Contacts page
1.
From the Main Menu page
click SETTINGS
2.
Click the ‘HSF Contacts’
button
3.
Click the orange ADD NEW
button with the ‘+’ sign in it
4.
Fill out the fields and
click ADD NEW RECORD button at the bottom of the page
5.
NOTE: The Office is selected from the droplist. After you
add the record the Address, City, State and Zip will be updated automatically
Edit a name in the HSF Contacts page
1.
From the Main Menu page
click SETTINGS
2.
Click the ‘HSF Contacts’
button
3.
Select the record to be
edited and click the pencil next to the name.
The record will open.
4.
Make the changes and
click UPDATE CURRENT RECORD
1.
From the Main Menu page
click the green ‘Clients’ icon
2.
The Client List page
will open and display the last six records entered into the database. The middle section (grid) displays the
records. Above the grid are the
navigation buttons. To the left of the
grid are the links for items related to the records such as Notes and Closing
information.
How to add a new INCOMING client record
1.
Click the orange ADD NEW
button with the ‘+’ sign in it
a.
NOTE 1: The page has
sections for General information, Contact (the person sending the referral to
you if Incoming or the person you’re sending to if Outgoing), Referring agent,
Assigned agent and Client. (None of the
fields are required)
b.
NOTE 2: In the Contact
section use the ‘Lookup by Brokers Using ReloSpec’ link (or the ‘Lookup HSF
Affiliate’ link if available). That way
you can quickly find the other broker and have that broker’s database ID
inserted into your record automatically.
c.
Click ADD NEW
RECORD. The record will be saved and if
you have an Action Plan named the same as your Referral Type the Action Plan
page will open.
2.
On the Action Plan
pop-up click ‘Click here to Copy into the Task (ToDo)
List’
3.
Next click ‘Run AutoPilot for this Referral Only’. This is your ‘Outbox’ that will email the
forms requested in the Action Plan.
4.
A second pop-up will
appear asking you to SEND the referral.
IF you have used either the ‘Lookup HSF Affiliate’ link or the ‘Lookup
Brokers Using ReloSpec’ link the other broker’s database ID will already be in
the field. Click the SEND button on the
pop-up and the record will be sent. Your
record is now synched with the other ReloSpec database and updates done in the
other database will be updated in your database for that record.
How to add a new Client List OUTGOING record
1)
Click the orange ADD NEW
button with the ‘+’ sign in it
a)
The page has sections
for General information, Contact (the person sending the referral to you if
Incoming or the person you’re sending to if Outgoing), Referring agent,
Assigned agent and Client. (None of the
fields are required)
b)
In the Contact section use the ‘Lookup by Brokers Using ReloSpec’ link (or
the ‘Lookup HSF Affiliate’ link if available).
That way you can quickly find the other broker and have that broker’s
database ID inserted into your record automatically.
c)
From the Referring Agent
section use the ‘Lookup from Agents table’ link to select the agent.
d)
Click ADD NEW
RECORD. The record will be saved and if
you have an Action Plan named the same as your Referral Type the Action Plan
page will open.
2)
On the Action Plan
pop-up click ‘Click here to Copy into the Task (ToDo)
List’
3)
Next click ‘Run AutoPilot for this Referral Only’. This is your ‘Outbox’ that will email the
forms requested in the Action Plan.
4)
A second pop-up will
appear asking you to SEND the referral.
IF you have used either the ‘Lookup HSF Affiliate’ link or the ‘Lookup
Brokers Using ReloSpec’ link the other broker’s database ID will already be in
the field. Click the SEND button on the
pop-up and the record will be sent. Your
record is now synched with the other ReloSpec database and updates done in the
other database will be updated in your database for that record.
How to receive an INCOMING Client record from
another broker
1.
You will receive an
email telling you there is a new record in the Import table. You also will notice the number of records in
the Import Table link in the ‘At A Glance’ box on the
Client List page.
2.
From the Client List
page click the ‘Import Table’ link in the At A Glance box to open the Import
page
3.
Click the ‘Click Here’
link in the first box below the grid to move the record(s) marked TRUE into the
Referrals table.
4.
Return to the Client
List page and click the green RELOAD button above the grid. This will reload (or “refresh”) the records
displayed and the imported record(s) will be listed first. Your record is now synched with the other
ReloSpec database and updates done in your database will be updated in their
database for that record.
5.
Click the pencil next to
the record.
a.
Assign the Referral Type
from the droplist (ie.
In-Buy or In-List)
b.
From the Assigned Agent
section use the ‘Lookup from Agents table’ link to select the agent.
c.
Click UPDATE CURRENT
RECORD.
6.
Click the AP button in
the first column to open the Action Plan page and assign the Action Plan Items.
7.
On the Action Plan pop-up
click ‘Click here to Copy into the Task (ToDo) List’
8.
Next click ‘Run AutoPilot for this Referral Only’. This is your ‘Outbox’ that will email the
forms requested in the Action Plan.
How to receive an OUTGOING record submitted by
an agent using the Referral Submit Form
1.
You may receive an email
telling you there is a new record in the Import table. You also will notice the number of records in
the Import Table link in the ‘At A Glance’ box on the
Client List page. (To receive the email
your email address must be listed in the Users table for the User named
“Referral Submit Form”)
2.
From the Client List
page click the ‘Import Table’ link in the At A Glance box to open the Import page
3.
Click the ‘Click Here’
link in the first box below the grid to move the record(s) marked TRUE into the
Referrals table.
4.
Return to the Client
List page and click the green RELOAD button above the grid. This will reload (or “refresh”) the records
displayed and the imported record(s) will be listed first. Your record is now synched with the other
ReloSpec database and updates done in your database will be updated in their
database for that record.
5.
Click the pencil next to
the record.
a.
Assign the Referral Type
from the droplist (ie.
Out-Buy or Out-List)
b.
In the Contact section use the ‘Lookup by Brokers Using ReloSpec’ link (or
the ‘Lookup HSF Affiliate’ link if available).
That way you can quickly find the other broker and have that broker’s
database ID inserted into your record automatically.
c.
Click ADD NEW
RECORD. The record will be saved.
6.
Click the AP button in
the first column to open the Action Plan page and assign the Action Plan
Items. On the Action Plan pop-up click
‘Click here to Copy into the Task (ToDo) List’.
7.
Next click ‘Run AutoPilot for this Referral Only’. This is your ‘Outbox’ that will email the
forms requested in the Action Plan.
8.
Click the red SEND
button at the top of the page to send the referral. If you have used either the ‘Lookup HSF
Affiliate’ link or the ‘Lookup Brokers Using ReloSpec’ link the other broker’s
database ID will already be in the field.
Click the SEND button on the pop-up and the record will be sent. Your record is now synched with the other
ReloSpec database and updates done in the other database will be updated in
your database for that record.
How to find an existing Client List record
1.
From the Client List
page click the green SEARCH button
2.
Enter the criteria you
want such as Client Last Name or File Number.
Any of the fields may be used to search.
3.
After entering the
search criteria click the APPLY FILTER button.
The record(s) meeting your criteria will be displayed.
How to use the ‘Lookup HSF Affiliate’ page
1.
While adding or editing
a Client List record, you’ll see a link for ‘Lookup HSF Affiliate’. When ready to search for an affiliate, click
the link
2.
The page opens. Click the green SEARCH button.
3.
Enter the search
criteria such as Affiliate ID or the ESA and click APPLY FILTER
4.
The affiliates will be
displayed. Click either the first name
or last name of the affiliate you want to use.
The person’s name and company name will be displayed on the button at
the top of the page.
5.
Click the button at the
top of the page and that person’s details will be inserted into the Contact
section of the Client List page
How
to use the ‘Lookup by Brokers Using ReloSpec’ page
1.
While adding or editing
a Client List record, you’ll see a link for ‘Lookup by Brokers Using
ReloSpec’. When ready to search for a
broker, click the link
2.
The page opens. Click the SEARCH button.
3.
Enter the search
criteria such as Cities Served or the 2-letter State Abbreviation and click
APPLY FILTER
4.
The results are
displayed. Select the broker you want to
use. The person’s name and company name
will be displayed on the button at the top of the page.
5.
Click the button at the
top of the page and that person’s details will be inserted into the Contact
section of the Client List page
How to SEND the record to another broker
1.
Once you have selected
the affiliate you want to send the Outgoing referral to, and have saved the
record, you are ready to send. If not
already selected, select the record to be sent by clicking the row number at
the left side. (The selected record will
have a dark background.)
2.
Click the red SEND
button. The Send page will open and
display the database name of the database you’re sending to.
3.
Click the SUBMIT button
and the record will automatically be inserted into the other person’s
database. That person will also receive
an email letting them know the record has been sent.
NOTE:
Whenever you use the ReloSpec SEND button to send a copy of an outgoing broker
to broker referral to another ReloSpec user the two records are
synchronized. This means that any changes made to certain fields in the
"target" database are automatically updated in your
"source" database. In the case of an update to the Referral
Status or the Assigned Agent, in addition to updating your database, ReloSpec
also sends an email to you with a copy to your Referring Agent.
How to add Closing Information
1.
From the Client List
page click the ‘Closing Info’ link on the left side of the page
2.
Enter the closing
information and click UPDATE CURRENT RECORD
3.
Click the ‘Close &
Return’ button to return the Client List page
Adding Notes for a referral record
Adding a note in the Notes page
1.
From the Client List
page click the ‘Notes’ link on left side.
The NOTES page will open. If you
are about to enter the first note it will open to the Add New page. If you already have notes it will open and
display them.
2.
Click the ADD NEW RECORD
button at top of page.
3.
Enter the note and click
the ADD NEW RECORD button to save the note and return to the grid.
1.
From the Client List
page click the “N” found in the first column of the record for which you want
to enter a new note. The Quick Note page
opens.
2.
Enter the note and other
details as needed and click the ‘Save to NOTES’ button. The note will be saved and the page will
close.
3.
NOTE: Though the new note will not immediately be
displayed in the Notes section at the bottom of the Client List page it has
still be saved. You’ll need to Refresh the page for new notes to be displayed.
How additional notes are
added automatically
There are a variety of ways that notes are
entered automatically. Here are a few
examples: when you change the Referral Status, or select the Assigned Agent
from the ‘Lookup from Agents table’ link, or you click the envelope next to a
person in the grid and send the email, or when you click the FORMS link, select
a form, enter an email address and SEND the form.
Action Plans are used to add Tasks (To Do) items
to a record in the Client List page, and save considerable time. For example, for each new incoming referral
there may be certain tasks you want done such as send an AutoAssign
form to the agent, send an email to the client letting him/her know the agent
has been assigned and schedule another (AutoUpdate)
email to be sent to the agent 3 days later and repeat that every 14 days. One single Action Plan would schedule those
events automatically.
How to add the standard
Action Plans to your database
1.
From the Main Menu page
click SETTINGS.
2.
From the Settings page
click the ‘Get Standard Action Plans’ button.
The page will open and display the standard Action Plans. (You may already have some of those listed.)
3.
Cilck
the green ‘Start’ button at the bottom of the page. The Action Plans you are missing will be
added to your database.
4.
When completed, click
the green ‘Close’ button at the bottom of the page.
Using an Action Plan for a selected referral
1.
Once you have selected
the record in the Client List page, click the ‘Action Plans’ link on the left
side of the page.
2.
Browse to the Action
Plan you want to use, scroll to the bottom of the page and click ADD NOW
button. The Action Plan Items will be
adding to the Tasks page.
Using an Action Plan for
multiple referrals
You may apply a single Action Plan to multiple
records in the Client List page. For
example you may want to apply an Action Plan to all records that are a certain
Type and Status. To do so, follow the
steps below.
1.
From the Client List
page click the green SEARCH button.
2.
Enter the search
criteria and click the APPLY FILTER button.
3.
Click the ‘Action Plans’
link on the left side of the page and browse to the one you want to use.
4.
Click the ADD NOW button
in the bottom half of the ‘Add’ box
at the bottom of the page. There will a
brief description there of which Action Plan will be applied to the Client List
records you selected in Step 2.
How to create a new
Action Plan
1.
Open the Action Plan
page from either the ‘Action Plans’ link on the Client List page or from the
Settings page.
2.
Click ADD NEW RECORD,
enter the Action Plan Name and click the ADD NEW RECORD button. You’ll be returned to the grid. You are now ready to add the Action Plan
Items for the new Action Plan.
How to create Action
Plan Items
1.
Open the Action Plan
page from either the ‘Action Plans’ link on the Client List page or from the
Settings page.
2.
Select the Action Plan
you want to add items to.
3.
Click the ‘Edit the
Action Plan Items’ button in the middle of the page.
4.
Click the orange ADD NEW
button at the top of the page to add a new item or click the pencil of the
record you want to edit.
5.
Complete the fields as
needed and click either ADD NEW RECORD if adding or click UPDATE CURRENT RECORD
if editing.
‘Automatic’ Action Plans
when the name matches the Referral Type
When manually adding a new record in the Client
List page, ReloSpec will check to see if you have an Action Plan that is named
exactly the same as the Referral Type for the new record. If you do, when you click the ADD NEW RECORD
button the corresponding Action Plan will open and you’ll have the option of
clicking the button to add the Action Plan Items to the record you just
created.
NOTE: To see how to get the Standard Action
Plans loaded into your database click this
link
Use the AP button for
‘Automatic’ Action Plans when the name matches the Type and Status
Any time you want to add an Action Plan whose name
matches the Referral Type and the Referral Status for the selected Client List
record, click the AP button in the first column on the grid. ReloSpec will look to see if you have an
Action Plan matching the Type and Status and open the corresponding Plan. You’ll be able to see the Action Plan Items
then click the button to add the Items to the record.
NOTE: The Action Plan name must be the Type and
Status separated by a space, a slash and another space (ie:
“In-Buy / Active”)
AutoPilots are Tasks that are sent via email. In the Tasks page the individual tasks have “AutoPilot” as the Activity which makes them an ‘AutoPilot’. You
might think of the AutoPilot page as your Outbox of
items due to go out that day.
Creating an AutoPilot item in the Tasks page
An AutoPilot is a
record in the Tasks page where the Activity = “AutoPilot”
1.
From the Client List page
click the Tasks (To Do) link on the left side of the page. The Tasks page opens.
2.
Click the orange ADD NEW
button at the top of the page.
3.
For the Activity click
the droplist and select “AutoPilot”. This identifies this record as one that
ReloSpec will be emailing on the selected date.
4.
Complete the other
fields as needed and click ADD NEW RECORD.
Sending AutoPilots manually
1.
There are two ways to
open the AutoPilot page. While on the Client List page click either
the ‘AutoPilots Pending’ link in the At-A-Glance box
in the upper-left of the page or click the ‘AutoPilot’
link on the left side of the page. The
page will open and display all AutoPilots as of today
or before that are not yet sent (Complete).
2.
Either click the green
PROCESS button to send an individual AutoPilot, or
click the ‘Send Email(s) Now’ button at the bottom of the page to send all the AutoPilots.
NOTE: To
have the AutoPilot page open automatically each time you
login, change the setting in the Settings, Users page.
Sending AutoPilots automatically with ‘AutoPilot
Express’
Some people like to review the AutoPilots that are due to go out before they are actually sent. However, if you want to have your AutoPilots sent for you automatically without even logging
in, make the request to [email protected] Your
name will be added to the AutoPilot Express page and
your AutoPilots will be processed for you each
morning between 4:00-6:00AM Central time.
When making the request please note whether or not you want to have an
email confirmation sent to you each time the AutoPilot
Express page is run.
The Responses page contains feedback you receive
from agents, contacts and clients. Many
think of the Responses page as a type of Inbox.
It gives you the chance to view the responses coming back before they
are moved to the Notes for each individual Client List record.
In most cases, items in the Responses page are
the responses coming from agents who have received the AutoUpdate
form, have clicked the link in the emailed form, completed the page and clicked
the SUBMIT button. Other responses may
be coming from Contacts or Clients or automatic updates coming from other
ReloSpec databases providing updates on synchronized records.
How to know Responses
have been received
The number of responses received is displayed in
the At-A-Glance box in the upper-left of the Client List page. The number displayed refers only to the
number of responses for the person logged in and does not reflect responses for
others with access to your database. The
Responses page may be opened by clicking the link in the At-A-Glance box or by
clicking the ‘Responses’ link on the left side of the Client List page.
The Responses page contains feedback you receive
from agents, contacts and clients. The
Responses page may be opened by clicking the link in the At-A-Glance box or by
clicking the ‘Responses’ link on the left side of the Client List page.
How to ‘process’ the Responses
‘Processing’ the
responses means that you are opening the Responses page and clicking the appropriate
button to move the responses to the Notes for each individual Client List
record.
There are many options while viewing the
Responses page. You may change the
Referral Status, edit the comments or use the ‘Forward To’ field to identify
the person to whom you want to automatically send an email with the comments,
in addition to many other fields.
1.
From the Client List
page click either the ‘Responses’ link in the At-A-Glance box of click the
‘Responses’ link on the left side.
2.
The page opens and
displays the responses for the user. (To
view ALL available responses for all users, click the SEARCH button, click the droplist for MgrConsultant and
change setting to the blank record at the top and click APPLY FILTER.)
3.
Responses may be
processed in one of three ways
a.
You may click the
‘Process ALL of the Responses Now’ button at the bottom of the page to process
all that are displayed
b.
Or, you may click the
PROCESS button on the row for each individual record
c.
Or, you may put a
checkmark in the box for each record to be processed then click the ‘Process
the CHECKED Entries ONLY’ button near the bottom of the page