Top of Mind Sphere Marketing / Prospect Square / Overview

Hello and welcome to Top of Mind Sphere Marketing A Prospect Square Overview before.

We we appreciate you being here since this program is optional and discusses best practices for your consideration. If you are thinking of adopting any of them, please make sure to review the requirements in your area region with your broker, branch manager or manager, including those related to contacting consumers. We do want to highlight the importance of the Telephone Consumer Protection act, better known as tcpa. The general rules are that it's okay to call people if the person recently gave you their phone number, but remember to check the DNC lists regularly if they haven't spoken to that person in a while. You will also want to check the DNC list any time you don't have permission. Automated calling texting platforms should never be used. Pre recorded messages in artificial voices should never be used. You will be personally liable for any violations of the tcpa. We'll mention the TCPA a few times throughout this presentation.

Prospect Square is built to help agents easily provide interesting and valuable content that their clients and contacts will enjoy. The reports and campaigns available through Prospect Square help affiliated agents stay connected to their contacts, engage their sphere, and grow their business through automated set it and forget it reports and campaigns that provide valuable information and content their contacts will appreciate. The agenda for today will be covering the following Updating Prospect Square Profile Managing contacts, Creating groups, Clients for life Campaign Opting in and out of the campaigns how to create the various market reports Editing or deleting a report Report analytics how to create and send a property E Blast and the newsletter Time for a demo let's get started. The first step is to log into desk@mycbdesk.com Once you've logged into Desk, search for the Prospect Square tile. You can do so by scrolling through Desk or searching Prospect Square in the search box at the top of your screen. If you are an agent that is in multiple Metros, you will be asked to select the Metro that you would like to work within. For the multiple Metro agents, select the region and then hit the blue OK button. Make sure your profile is updated. You can find my profile in the drop down menu located in the upper right hand corner. Your contact info and headshot should automatically be pulled from the Desk Profile Manager. If you want to make any changes though, you can. Let's review what you can change. You can update or add your preferred full name. You can add your real estate title note if you are a team and need to insert a second license number, you can place that in the Professional Title window. Typing in your preferred email if needed. This will be the email that any responses from your campaigns will go to. You can also type in your preferred Agent website along with your preferred property search website. Some suggestions would include your CVHomes.com profile, your moxie Website search button if you have one, or your own personal website if it is connected to an IDX feed. You may also type in a preferred phone number and you have three different options to do so. You can upload or add a photo if needed and you can add in your social media URLs. This includes Facebook, Instagram, Instagram X, formerly known as Twitter, LinkedIn, TikTok, Snapchat, YouTube and Pinterest. You may also sync. You may also sync Your X and LinkedIn and Facebook accounts. To do this, click on the blue Connect button and follow the prompts for each platform. This will allow for your clients for Life campaigns to be automatically shared with on those platforms. You may also synchronize your contacts with Google or Exchange. To do this, select the type of account that you would like to sync from the drop down menu. Type in the exact Gmail or Outlook email that you would like to sync. Then you can check your designations and certifications in the box below. And finally, not necessarily an item related to marketing reports but included in the name of being thorough, you will have the option to opt in for all clients for Life campaigns. What does this mean and when would you toggle this off? When toggled on, it will opt you the agent into each campaign. What does selecting no do? It will opt you out of future campaigns so that they do not go out to you or your contacts. Why would anyone do this? One scenario might be that if you work in two different metros and would want to only send out campaigns to the metro that you are currently located in. Once you are done, click Save, Save and Close or Cancel. Now if you have entered in a new email to have your contacts synced with, you can start the process immediately by logging out, logging in, clicking on your headshot in the top right corner and from the drop down select Sync with, then follow the prompts based off the appropriate mail carrier. Otherwise it will sync on its own in due course. Now that we have our profile the way we want it to be set up, let's return to the home screen and get to the backbone of Prospect Square your contacts. We can access that portion of Prospect Square by clicking on the Getting Started button in the top left of your screen where it says stay connected with your clients. You can also access it by clicking on Contacts on the main portion of the home screen or on the white bar on the left side of your screen. Contacts are the centerpiece of Prospect Square's various campaigns. This is where you will upload your clients and connections who you want to send out your various market reports to. When it comes to uploading your sphere to the platform, there are a couple of different ways in which you can add contacts. Let us start with manually adding Contacts. Go to the Contacts screen by clicking on Contacts on the left side menu, then click the blue new button. Enter in all of the pertinent info. Note first name, last name, and email are all required. Add to a group if you know where you want to sort them. And then click Save or Save and close. Also, you can click on Undo all Changes and cancel if needed. Now, if you have a larger group of contacts, there is the option to do a batch import as opposed to doing them one by one. You can accomplish this by doing the following Go to your Contacts screen by clicking on Contacts in the left side menu, then click Import Export button. You'll then click Next and you're going to select the type of file you want to import. You can choose from Outlook, Export File, Gmail, Export File, Excel file, or CSV file from any other source. This is the format that most other CRMs will export your contact files as one last item to point out before you select the Next box is that you will One last item to point out before you select Next is the box that you will need to check off. There is a disclaimer here which states the contacts that you are importing have agreed to receive email communications from you, essentially not importing contacts that we might have purchased from title, harvested, etc. The one item we want to avoid here is a violation of the Can Spam Act. Then click Browse. Locate the file with the contacts that you want to import. Then you will match the fields in your file with the fields in the system. Some fields may already be matched. On that note, make sure to double check the fields that prospectzware has automatically matched for you. To avoid an incorrect pairing, Click Next. When finished, select how duplicates will be handled. Your options are Update existing contact details for mapped fields only. Unmapped fields will not be updated. Replace entire contact record, Ignore any duplicates, and do not import. This is the default setting and recommended if you're not sure what to do. You can also allow duplicates to be created. Next you will have the option to import your contacts into an existing group. Next you will have the option to import your contacts into an existing group, create a new group or to not import them into a group which is not recommended as we want to keep our contacts as organized as we can. If you have contacts that will be going in separate groups, it is best to separate them before uploading them into Prospect Square. If you select an existing group, choose the group that you want your contacts to go to. If you select to create a new group, you will be prompted to type in the name of your new group. If you select Do Not Import into a Group, you will be prompted to the next screen. Click Next. Click Finish Now a pop up menu will appear. From here you will have three options. Click OK View Contacts and Download Contacts Not Imported. It is recommended that you download the contacts first as once you select one of the other two options, downloading your contacts will no longer be an option. If you select Download Contacts Not Imported, a CSV file will start downloading where you can look at the contacts that were not imported. From here you can check for typos or missing fields. Please note that you will need to have a first name, last name and an email for a contact to be imported. Once the file is downloaded, you can either select View Contacts Not Imported. It is here that you can scroll and see why a contact was not imported or select okay. If you are reviewing the contacts, select the okay button. Once you are done to head back to the main contact screen. Now if you ever need to find a particular contact, maybe it is for editing, maybe it is for deleting, which we will discuss shortly. You can do so by completing the following Go to your contact screen, click on the blue Find button. Type in your contact's first name, last name, or email. You can also search by group. Once you have everything typed in, click on the blue search button. Then you will click the blue reset button to clear the search results. Then click on the X in the upper right corner to head to the main Contacts screen. If you have to edit contacts once you have added them, maybe a new primary email for one of your contacts as an example. You can do so by completing the following steps. Go to your contact screen. Hover your cursor over the pencil with paper symbol to the left of the contact's name. Then make the changes. Here's where you can see what group your contact is or isn't in. Underneath the Groups field, check the box next to the group to add it to a group or remove it from a group. Then click Save and Close. If you need to remove or delete a contact, you can do so by doing the Following Once you are on the contact screen, click on the Trash can next to the client's first name. If you wish to trash the contact, prospectsquare will prompt you with a pop up window. Are you sure you want to delete this contact? They will no longer receive any scheduled communications from you. Click yes or no if you go to Trash. If you go to Trash next to Import Export, you can see the contacts you have trashed. You can restore the contact by clicking on the circle arrow left of the client's first name. You can also delete permanently by clicking on the Trash can next to the client's first name. New to Prospect Square is the Sign Up Link option. It is here that you can obtain a contact's information and have them sign up to receive your E Blasts. You can use this link on social media in your E Blast just to name a few places. If a contact does sign up to receive emails, you will receive a notification in your email that there is a new contact in your contact bank. From here you can choose which group and campaign that you want this new contact to be in. Receive to find this link, you'll click on the Contacts button on the left menu bar, then click on the Sign up link option. Either copy and paste the URL into a social media copy box and an email, or wherever you want this link to be featured. Alternatively, you can follow the prompts for the Share to button box down below. Next up we'll be creating Groups Organization is paramount for any successful email database. Let's create a group called Primary Sphere. Here is how you can create groups within the Prospect Square platform. To create a group, select Groups from the left menu, Then select the blue New button. Provide a name for the group like Primary Sphere. Then click Save and Close. You can edit by clicking on the pencil or delete by clicking on the Trash Can. If you click on a specific group, you can see the summary and Contacts. Click Contacts to see who is in the group. In this case, there is no one in this group yet. Next we're going to go to our Contacts screen. We're going to select all of our contacts by clicking the checkbox in the Names header bar. Note if your contacts span multiple pages, click on a Select All Blue box under the Contacts after checking the box in the Name header. In this case it is not showing up, but it will pop up here if you have a lot of contacts. Or you can select Contacts one by one by checking the small box to the left of the contact. Then click on the Action Drop button. Then click on the Action Drop down menu, select the Manage Groups option. In the Drop down menu, check or uncheck the boxes next to the group names, then click Apply. While we're on the contact screen, I would like to show you how you can add a new group. From this window, select a Contact or Contacts that you want to add to this new group. Select the Action Dropdown above your contacts, select Create Group, type in the name of your new group, And then select Save and close. Next up, we will head to Clients for Life section of ProspectSquare to discuss how to set up your contacts on the Clients for Life program. See analytics of your past campaigns and more. Clients for Life is a highly impactful sphere marketing program that puts the affiliated agent in touch with their content every month automatically. The monthly touchpoints are designed to offer affiliated agents consistent sphere marketing regardless of how busy they are. Clients for Life encourages affiliate agents to be proactive instead of reactive with their sphere, focusing on memorable lifestyle content. To access the program, you'll click on the Clients for Life link on the left side of the menu. Now to add your contacts to the campaign, click on the blue button that says your Campaign Settings in the top left of your screen. These settings will be applied to all Clients for Life campaigns unless you set customized distribution settings for that individual campaign. In the Group section of this window, check off the box next to any group that you want to receive the Clients for Life campaigns. Additionally, if you would like to have campaigns automatically posted to your Twitter or LinkedIn accounts, you can slide the toggle beside the social media accounts in the Profile section. Slide the toggle beside the social media account that you would like to have it automatically post to. Remember, you will have to have synced these accounts in your profile section. To complete this process, click on the blue Save button. One of the many great things about Clients for Life is the ability to either edit certain aspects of the campaign or even opt out if need be. If you scroll over the current campaign you want to edit, you can click on the Edit link, change the subject line, preview text line, and add your own intro, enabling you to make the piece more of your own. Now with that said, you can opt out of any campaigns by clicking on the opt out link and you can even resend or share your campaign. Next up, let's discuss resending campaigns and posting to social media. If your campaign has already been sent, then it will remain active for a short period of time. Active campaigns can be resent to groups or to individual contacts. Click Resend current campaigns image. They can also be shared on social media, you can have it automatically share. They can also be shared on social media. You can have it automatically shared on Twitter, LinkedIn or Facebook if you have the account synced for other platforms. If you don't have them synced, the only way to share on social media is to copy and paste the URL. The URL can be found by clicking on Share on Social Media and it will be at the bottom of the pop up window. From there, copy and paste the URL and then paste the link into the various social media platforms copy boxes. Exit this menu by clicking on the X in the top Right now we are going to discuss past campaigns and aspects that you can take a look at once a campaign is no longer current. When a campaign moves to the Past Campaign section, it can no longer be shared or sent. You can check on analytics of a past campaign and that will continue to update if clients open or click the message. The supplemental campaign is a place where you will find campaigns that can be sent out anytime. The primary campaign you will find is the Clients for Life Intro Email. This is a great way to alert your sphere to keep an eye out for upcoming content. To send this out, complete the following steps. Scroll to the bottom of the Clients for Life section where you will see a Supplemental section campaign that you want to send out and hit resend. Make your edits. This could be the subject line, intro message, and more. Then select the groups that you'd like to send it to or individuals that you would like to send to. Then select the blue Send button in the right bottom corner. Next up we will head to Report Next up we will head to the Reports section of Prospect Square to discuss how to set up your contacts on the various report offerings. Next we have Area, Market and Quarterly Reports. Area reports provide detailed insights into specific geographic areas, helping you and clients understand local market trends, property values, and neighborhood dynamics. These reports include comprehensive data such as the number of sales, average days on the market, recent sales, and more. These data points are shown throughout the report using snapshots, graphs and data tables. These reports go out monthly. To create a new report, you will click on New. Here you will be required to do three things. Add a Report Name. This can be the name of the area that you are looking up. Add a contact or multiple contacts that already exist in your database. You may also add a new contact by clicking on the plus new Contact button. Then select your Market areas. Here you can either type in the area you want or you may browse. Once you find what you're looking for preview the report and then save and send out the market reports, which are the most specific among all the reports offer a broader view of the real estate market, enabling clients to make informed decisions based on current market conditions. They analyze market trends, sales volume, market price trends and more. In this report, your client will also be able to see recent sales pending listings and recent sales dates. Within that section they will be able to see a detailed report. You will be able to choose from a list of options how often this Report Goes out to create a market report you will need to do the following Click on New. This will be similar to creating an area report. Here you will be given Here you will be required to do three things. Give your report a name, add your criteria. To do this, click on Edit. That will take you into a new screen which will allow you to search with an address, MLS number or even do a map search. If you scroll down. If you scroll down, you will have the option to narrow your search by editing the status fields. Once you have done that, you may add your contact. Once you have done that, you may add your contact. Additionally, you may change the email intro by consumer type. Below this Below this you will see more settings and one that I would like to bring your attention to is Send Frequency. Here you will decide how often you would like to send this report. You may also set up additional settings like Report Expiration, Subject line and the COVID image. The report offers insight into residential real estate sales activity and regional trends. It complements the Area report, giving you a broader look at the real estate market. The Market Summary offers a look at sales activity for the prior quarter and year, along with current and past year to date statistics. Additionally, it will delve into details not only about this entire county, but also provide insights into each city or town within that county. These reports, as you may have anticipated, are distributed shortly after the conclusion of of each quarter. The focus of this report will be on a county of your preference, similar to the Area and Market report. You will want to click on New to create a new report. From there you will want to do the following Give the report a name, Select a Contact or Contacts. Select a market area. For this report you can only choose a county. Once you find what you're looking for, preview the report and click Save and Send as shown during the Live as shown during the demo, you will have an intro message and a header assigned to each report. You make these changes. You make changes to that by going to the Report Settings section where we can set the default paragraphs and cover images for each report. If you would like to learn more about how to create these reports, you may register to the workshop. Establish youh Market Expertise. Be sure to Register by visiting fieldmarketingworkshops.com Next up is our overview of Prospect Next up in our overview of Prospect Square is the Property E Blasts. These E Blasts typically include detailed information about the property such as photos, descriptions, pricing and contact information. They are designed to reach a wide audience quickly and efficiently, helping to generate interest and potential leads for the property. You may also use your office listings, but you should always check in with the listing agent and get written permission to use their listing. To create a property eboss, you will want to do the following Click on Create. From here you can either search for a listing, pick a listing of your own, or use an Office listing. Once you find the listing, select it and click on Create Emails. Then the system will allow you to create an eblast using one of the formats shown on the screen. You will notice that there is one agent and two agent options. Click on your favorite and choose Generate. From here, click on the Edit and continue where it will then take you to a new screen where you will be able to edit the subject to preview text and the actual email. The last step would be to select the contact that you would like to send this to. Preview and send. We are going to cover the last section of Prospect Square the Newsletter now the newsletter is going to go out on the fourth Thursday of every month. This newsletter is featuring a combination of national articles and local articles as placed by your office staff which you can alter and insert your own as well and hand picked area reports plus your listings. To access your newsletter head on over to the left side of the menu and click on Newsletter. First we will talk about the newsletter settings and how to add contacts. To select who is receiving your newsletter, what area reports you are featuring in your newsletter and what listings you want to have featured. Click on the blue button that says Newsletter Settings. In the general section, select the group of contacts that you want to receive your newsletter by clicking the box next to the name of the group. Next you can select whether you want to add a custom header or not. This is a great way to feature your own brand. At the top of the newsletter, a quick side plug you can tap into the design Concierge to help you create the creative for this banner. You will see the specifications that your file needs to be and the acknowledgment that you own the rights of said creative. Next you can toggle on or off whether you want to feature selected property listings in your email On Next, you can toggle on or off whether you want to feature selected property listings in your email on how you want them to be organized. This could also be by date listed newest to old or vice versa or sale price, highest to lowest or vice versa. Next is Market Area section. It is here that you can pull several area reports to be featured in your newsletter. From here, select Add Market Area. And then search and select the market areas that you are looking for. Just note you can reorder these areas as well once you are done selecting them by changing the numbers next to them and clicking on Update Order. Lastly, if you select any report, whatever you have as the area report cover image will now feature in your newsletter. This is another opportunity to add personalized branding to your newsletter. Once done, select Save or Save and Close. Once this is done, you can confirm the number of contacts that your newsletter will go out to. If you think that number is incorrect, hit the Refresh button or click into a different section in Prospect Square and click back into the Newsletter section. If you would like to learn more about how to edit this newsletter, you may register to the workshop. Stay top of mind with a monthly newsletter. Be sure to Register by visiting fieldmarketingworkshops.com the last item we are going to discuss is the analytics. It is here where you can see how your campaigns resonate with your sphere. Are they gravitating more towards one type of campaign? It is here where you can see the full breakdown. First we will discuss individual campaign analytics where you can receive in depth statistics on any past campaign. We'll then cover how to look at the monthly campaigns in comparison to one another. Analytics for Individual Clients for Life campaigns can be accessed by clicking on the Blue View analytics button at the bottom right corner of each campaign shown. On your past campaigns, You will only have analytics for campaigns that you've opted into. The analytics view will provide stats and details for recipient for each sent Clients for Life campaign, you will be able to see total sent messages, open rate, click Rate and detailed information by Contact. For campaigns that include a giveaway or sweepstakes, you will be able to view the total number of entries of your contacts, details of who entered and details of who entered the sweepstakes. To get an overall view of the analytics for all of your Clients for Life campaigns, you can Here is what you'll do Click on Analytics on the left hand side menu, click the Clients for Life tab. The default report status is for the past 14 days. Click on the drop down menu to change the status from seven days up to six months. It is here where you can see overall campaign stats month by month. I wanted to remind you of our Next available Appointment service where you can book a 20 minute solution oriented virtual appointment with one of our 100 plus marketers and meet with them in as little as two business hours. You can book these appointments for support on a dozen of core marketing tools atnext available appointment.com.