Good afternoon, everybody. My name is Josh Hernandez. Today, we’re going to be talking about sharing the selected listings. And if you ever contact Flexmls support, you might hear the person on the support line refer to this as just manually sharing listings. So there’s nothing automatic about it. I complete a search.
I select some listings, and then I decide who I’m going to share them with and how I’m going to share them. And so I’m going to be looking… We’ll start off on desktop because I think that’s where a lot of people are, but we’ll also cover the FlexMolesk Pro app for iOS and Android.
And we’ll look at the options for each of those most used options, email and share for desktop, email and more getting a direct link. There’s also a separate text option. We’ll kind of go through where you might or might not see that text option depending on your mobile device.
So I’m going to start off on desktop, and we’re going to go in and look at just sharing and selecting email or listings. And I’m going to show two very simple and direct examples, and then I’m going to cover some frequently asked questions that we get on these processes. So we’ll make it nice and simple, and then I’ll go into a little bit more detail. So I’m going to start off with just emailing some listings.
So I’m going to exit out of my full screen and go over into Flexmls, make sure I’ve got my right training account up here.
And I’m just going to start off by manually emailing listings. So I’m going to do a search. So my search template may look a little different than yours. But just like yours, I would select the property type, select the search criteria that I’m looking for. In this case, I’m going to do total square footage.
We’ll look for three thousand square feet and more, and then four beds, and maybe three total baths here, three plus. So I’ve got twenty listings. And on any search, we could turn that into a map search. But today’s class is not gonna be focused on searching. We’re going to look specifically at sharing listings.
So whether I am looking at the results anywhere on this tab where my mouse is hovering back and forth, the list, the detail, the photos, it doesn’t matter where I’m at. I can select the listing that I’m interested in sharing. So I can select here. You’ll see one zero six fiftieth Avenue East. I put a check mark here. I can always go in and look at the details for that listing, or I could look at another listing, of course.
If I want to add these to my selected listings, I’m just gonna put a check mark on that one. And whenever you’re on the full website, you’re going to see that check mark persist. So for example, if I go over to photos and I’m looking at photos for whatever one is highlighted, that’s what displays here.
But really the important thing is I’m selecting the listings that I want to work with, and in this case, the ones that I want to share. So I’m going to select three. I’ll select this one right at the top here as well.
So just so you see which one I’ll select, I’ve got three selected out of my total search results, and I am going to go up to my actions at the very top of the screen. So again, today, the idea is just to share these via email in this example. So I look at my actions. I click on the one that says email. And when I come here, I see an interactive and printer friendly version.
We’re going to come back to this, but I’m going to select the interactive version. And I’ll tell you why once we get to the frequently asked questions section, but ninety nine percent of the time, this is probably the one that I would choose. And when I go to that interactive version, I see over on the left side of the screen what listings do I want to send.
Current, that’s whatever’s highlighted in blue. Selected, it tells me I have three, and it defaults to that since I’ve already selected some. Or I could say the entire search results, and it tells me what that would include in this case. So I’ll save just the selected ones. I’ve gone through and selected those specifically to email. I’m going to see an option here which version of these.
Whenever you see the word public, think that’s the client copy. If I was sending this to myself, I would come in and select the private version. Now I’m gonna come back to that option here in a moment as well, but I’m going to send the public version. I’m gonna send this to one of my contacts, and then I’m going to choose, do I include that tax information?
The public documents, documents have a privacy level in Flexmls when the listing member adds them. They can be publicly available or private. So if a document was marked private, that means it’s only available to those who log in to the MLS. And then if I’m going to include that open house information. And then over on the right, who am I going to send this to? I could add a brand new contact and add their name and email address.
Or in this case, I’m just going to send this to Megan. I use Megan as an example frequently. And I’ll come in here. If I would like to get a copy to myself, the same listings I’m sending to Megan, I can check that box to send myself a copy, or notify me when Megan opens that email.
If I check that box when Megan actually gets the email and opens it up, then I get a notification so I know immediately when she opened that. And then underneath that, I have my email. And here, I can put in my subject. I can put in my message body.
If you type in a subject and message body, And I don’t like to have to type this message again and again, and usually it’s a variation of this that I’m using when I email people. On the full website, I’ve got the option here under templates. I can click on options. I could save this as an email template. So I’m gonna say save as new.
I’m gonna call it manual email template example just so we can see that in the list. And now anytime I come in to email listings, I could come in and select any of those templates that I’ve made previously. And if I select one of those previous templates, I can always customize it. So, for example, we’re sending this to Megan.
I selected a a template, and then I could customize it down here, whatever loaded in automatically. I’ll customize it by saying, hi, Megan. Here are some listings, whatever I would like to say here. Make sure your signature card is included. Some MLSs have multiple signature cards available.
You can always go into your your listing, your custom reports, and create your own signature cards to have them available here, but I’m just going to use this one with my logo.
And then if I want to preview these listings before I send them, you can always go to the bottom of the screen and click view listings. And when I do that, it just shows me the three listings that I’m about to share. I can see the list, the details. This is just so I can make sure that I’m sending the ones that I want to send, or maybe I wanted to reference a photo or something on one of these and I couldn’t remember which one it was.
I could say, look at the flooring, look at the countertops in one zero six fiftieth avenue, and come back to my other tab and put that in my message. So I’m going to close that. You can keep it open. You can close it. It doesn’t really matter. But when I’m ready to send, I just click email.
And now that I’ve emailed those listings, I can go back to my search results, and I could continue working with them, start a new search, whatever it is I’m going to do. The last thing that I’ll mention here with the email listings that I manually email, I’m going to come in to my menu, and I’m going to type in the word email. And I can always see my sent emails.
Now I can see that on a contact’s record if I sent it to a specific contact, but I can always see my sent emails. So here’s the email that I just manually sent to Megan. If she looks at that, I can see when she last viewed it, how many times she’s clicked on the link in the email. And if I… She responds back to me and says, hey. You know the listings you sent?
And she sends that message a few days later, I can always view the content. Here are the actual listings that I sent her. And you’ll notice here as I’m looking at those, that’s the interactive version of the listings. That’s the same thing that Megan is going to see when she looks at those listings. And if she says, I accidentally deleted it, could you resend that?
I can click resend and send that out to Megan as well.
So I’ve just sent that, once initially, but now I could resend this, put in whatever I want, and come here. Now I’m not gonna go in and email that, but that’s just manually sending listings and seeing the listings that I have sent.
Now, of course, when Megan gets the email in contact management, I can also see what Megan’s been clicking on inside the contact activity. So we’ll be able to see all of that here, whatever she’s doing when she’s clicking on listings over the past thirty days. So when I share using Flexmls, all of that contact activity is tracked. So that’s manually emailing the listings.
And before I get into the share option, I’m going to just go through some of the frequently asked questions here. Number one, I said when we shared those listings, there was an interactive and a printer friendly version. What’s the difference between those? So I’m gonna come back here, and we’ll just grab some listings, from the search.
And come back. So when I decide I’m going to either just the listing that I’m currently on or I could select listings, I’m gonna go back up to email. And the first time I come here, I am going to see that option interactive version or printer friendly version.
The interactive version, like I said, I send that ninety nine percent of the time because most likely, the recipient is going to open this on their mobile device. They’re most likely not opening it on something that’s printer friendly. The printer friendly version, I’m gonna go back to my search results.
That is going to be the public or private, depending on what your MLS allows and what you select listing report. So here, when I’m looking at the details, this is something that I could send in the printer friendly version, detail report. It would be what I would send the public version. So it… The public version strips out all of those private fields, like agent only remarks and things like that.
But, it doesn’t matter if I’m viewing the public or private. When I go in and email and say the printer friendly version, I can say current, selected, or all, public or private, and we’ll come back to that in a moment.
And then which report from the detail page will I send? I’m gonna send the public version of the detail report.
But if I wanted to include public open house information, photos, map, stats, any of those tabs that I have on the full website, I could share those as well. So I could share the photos here as well to Megan. I’m just gonna click to preview this so you can kind of see what that looks like. I selected the public version of that detail report in my MLS that I’m demonstrating in.
And I said share all of the photos and those would print separately over multiple pages, of course, depending on how many photos were on the listing. Now this can be great if you were actually sending somebody who wanted to print it out or you were sending it somebody in your office who was going to print it for you. However, most of the time when you share a listing… I’m gonna go back to my search results.
Most of the time when I go in and share via email, people are going to open this on their mobile device, and the interactive version responds to screen size. So I’m just going to bring up Megan’s inbox. So here’s one of those listings. This is Megan’s inbox. So pretend right now we’re Megan. This is what she received when I had emailed her listings.
When she clicks on that, has all of my contact information and everything that we had in my email that went out. She clicks the link to view the listings. And you’ll see right now, I’m on a full sized web page.
So if she opens it up here, she can drill down this way, of course. But also, like I said, since she’s probably opening that on a mobile device, she’s going to see those selected listings here, mobile friendly. She taps to view the details.
She can scroll through listing details, documents, anything that was marked as public on that listing, it going to be available here. And then she can, of course, drill down and look at all of the listing details here as well. So most of the time people will open this on a mobile device. The print…
The interactive version is going to be the most mobile friendly and accessible thing that you can send them. So that’s why I usually send that. Now I’m gonna just bring this off to my side of the screen. And next question, can I default it so it automatically chooses the interactive version?
Because a lot of times when I’m on the search page and I click email, if I am ninety nine percent of the time sending the interactive version, I don’t need to take this extra click. I could come in here and say, don’t show this again. I know I can email the printer friendly version from the print screen. So when you go to the actions print at the top of the page for search results, there’s an option to email there as well.
So if I say don’t show that again and then I go to the interactive version, the next time I come in to manually email listings and I’ll go email, you’ll notice it skipped that step.
Now if you want that step back, you can go to your menu, you can go to general preferences, and then I’m going to look at email and prompt me to choose interactive or printer friendly version when emailing. You’ll see that got turned off when I said don’t show me that again. You can always bring it back by toggling it in your general preferences. So now that’ll be back the next time I go to email listings.
But I like to show people how to save time, how to save clicks, so I think that’s a great one to see. And then a few more questions from here when I go in and manually email a listing.
I’m just gonna come back to the list and go to email, go to that interactive version, and you’ll see why don’t I see the same options for public and private.
So if you come here and you do not see an option to send the private version, your MLS is just configured to not allow emailing the private version. Some MLSs do allow it, Some MLSs don’t allow it. So that’s one of those things that I’d say, I would call out if there’s a potential yours could be slightly different than mine. Some, you may also see a warning pop up when you change to private.
Let’s say, are you sure you want to do that? Just to make sure you’re not accidentally doing that. Some, when you share the private version, you’ll need to log into the system before you can actually open that. So only somebody with access to Flexmls could actually open the private version of the listing. So those are some nuances there.
If you notice that yours looks slightly different and you don’t have the option to send the public or private, it’s just going to default to public for you. And then the very last thing, can I send it from my own email client?
So whenever I’m going in and going to email some listings to somebody, I could always say and select who we’re sending it to from here and send it. How would you like to send this? I’m gonna highlight this. The default is using Flexmls. But I could say maybe I’m using Outlook or something like that, a a separate app on my computer. I could say my email application, or just give me the link. Maybe I have my own CRM that I’m going to cut and paste this link into.
So I can just say, give me the link. And when I give… Say, give me the link, I’ll click get the link. And here, I can copy all of this to my clipboard, or I can just come up here and copy that link address and paste that wherever I would like that. Or just copy all of the text here to my clipboard and then paste it into my own email browser. Maybe I’m using a browser based email or something like that.
So you do have that option. Let me come back, send another email, and I’m gonna go back to using Flexmls. I like using Flexmls unless you’re using a separate CRM. This way it keeps track of it in your sent emails, how many times they opened it. Really easy for me to track the clicks that that email that I sent out gets.
Now the next option is going to be sharing. So with the share option, I’m gonna go to my search screen. I’m gonna select, a few listings here. I’ve got two selected. And I’ve got a share option. Now I put an asterisk by this because some MLSs do not allow the share option.
So if you don’t see the share option or you see slightly different options, it’s just what your MLS rules provide according to your association, state laws, and everything like that. So as I come in here, if you do see the share option, you’re going to see the option to share current or selected listings. I can share them via email. I can share them, in this case, via text, or just get a permalink.
And the permalink, I can copy and paste this. It’s good for thirty days, and I could put that anywhere that I wanted. So if I wanted to share that within your MLS rules about sharing on social media, of course, I could put that on Facebook or x or anything like that. I could get a link to share via email, or there is the text message option here as well.
And when I select text, it’s going to say select a contact. Now keep in mind, I’m doing this through my Flexmls account. This is not connected to my phone provider, so it’s not going to come from my address when I share this listing. So I’ll see Megan here. She has already been opted in to receiving text messages. So when I click on Megan’s name, I can click share via text.
And she just received that on her phone right now.
So she just got that via text message. It does not come from my phone number though. So that’ll go into our desktop share function. So if you don’t see the share option, that’s just how your MLS has, interpreted the rules for sharing. So some MLSs do not allow that. How does a contact opt in to get text messages?
We saw when I shared with my contacts, everybody except Megan was grayed out. Because it’s not coming from your personal phone line or messaging system. It’s coming from Flexmls, on the messages. So when I go in and share, I’m just gonna go in to that text option again, and I’ll select a contact. And I’ve got to make sure, one, that my recipient has a phone number on their record.
So I need a mobile number on… We’ll we’ll do Aaron. And then I have to send him a message that says opt in to getting listings from me via text from the desktop. So it’s a little bit of a process here where I’ll click edit contact. There I’ll see Aaron’s record. He’s got his primary phone, mobile phone, and then I can send this send text opt in invite.
So I’ll click on that.
And now that just arrived in Erin’s inbox. Now that actually goes as an email. So I’m gonna show you that. Now you won’t have to do this for your contacts. I’m showing you what your contact would see in the… In their inbox. So this is my actual contacts inbox. So you can’t actually see your contacts inbox, but it came from me, and it just said your name would like to text listings.
They have to confirm that it’s okay to receive text messages from Flexmls. So they can say, yes, please text me those listings, or no, do not text me those listings. And we’ll look… I’m just gonna come over here saying until you get that response from Aaron, you could send the listings as an email.
But I just want to show you in contact management on Aaron’s record, I see his mobile number five five five, and it says opt in pending. So when it says confirmed next to his mobile number, I’ll know that anytime I share listings via text, that’s going to go to him directly. Now I’m gonna come back here. And the next question, of course, so it’s a bit of a process.
I’m gonna show you from the app, and it’s so much easier in my opinion to share listings from the app, and you’ll see why in a moment. But the question here, usually comes up, can my contact reply to the text message? When I share those listings, they get the text message. Can they reply to that? And that is not coming from your number, so there’s no reply available for them.
Now they’re in their text messages. They could always text you directly, of course, if they’ve got your contact information, but they won’t be replying to the listing that you sent via text message. And when I do use the text option when sharing listings, it’s always the public version and the interactive version of the listing. So the public interactive listing is set.
And then the last one here is we’re not talking about this today. We’ve got some webinars coming up about setting up automatic listing updates called subscriptions in Flexmls. But can my contact get those subscription updates, the auto emails via text message? And the answer there is going to be no.
The automatic listing updates will always go out via email. They do not go out via text message. So even if I share a listing initially via text message, when I send up an… Set up an automatic email from the subscription in Flexmls, those updates will always go out via email. They never go out via text.
All right, with that, I’m going to bring up my phone.
And I am going to come up here. I’ve already downloaded this. We did a webinar last month on Flexmls Pro using the app. But just to show you what that looks like here, I’m going to open that up. I’ve already logged in, but, of course, same login that you have for the full website when you log into the app.
And remember, there’s no cost to the app if you haven’t downloaded it, Flexmls for real estate pros on the, Apple store or the Google store. So you can go there and get that. No charge for that. Flexmls for real estate pros. Now when I share listings here, it’s going to be very much the same thing.
I begin with a search and it started me here on search results. All of my options for moving around, setting the search criteria, looking at results, and taking an action with that are going to be up here at the top of the screen. So if I want to go in, set my filters here, I can do that just like we did before. I’ll do the same thing. I’m using my same training account.
Oops, let’s do three thousand square feet.
And I’m just gonna look at those results. Oops, accidentally tapped twice here. So you can look at these and the list view, the summary view here, the map view, the stats. But wherever I’m looking at those listings, I can always tap the three dots and get the option to share that listing directly from here.
Or if I want to select multiple listings, I’m just gonna put a checkbox next to that. And you’ll notice I’m gonna check this one now. Those checkboxes, just like the full website that persists. So if I go over to my, collapsed view here, I’m going to see those two that were selected.
And then when I want to share this, I go to my actions at the top of the screen, just like the actions are at the top right on the full website, my actions here are under that toolbar. And I’m just going to sit and select right here where it says share selected listings. So I’ve got two selected in this case. I’ll tap to share those. Now I can share those with a contact.
So I clicked on with a contact. I can search for the contact that I want to share them with. I’ll share them with Megan. And then here, I can type in my message. Now there are no templates available here. A little different than the full website. I don’t have the option to load an email template. So I keep it short to the point.
My options for sharing are at the top of the screen, email, text, and more. Now those email… Those options are going to look just a little bit different if you’re on an Android device. I’m on iPhone device today. So with the email, that’s going to again send it from Flexmls.
When they respond, it’ll come to my email address, whatever my primary email address is in my Flexmls record, it will be sent to that as well as my Flexmls messages. So I can email the listings. I could text the listings. So if Megan has a phone number on her record and I tap on this text option, And again, we’ll come back to that.
With that text option, I can select whatever I’m going to send for Megan here. So I’m gonna send to that other link or their primary, wherever that is, and you’ll see I’m just opening up the messages on my phone.
The nice thing about texting from this on my actions here within my app, when I go in to share those selected listings with somebody and I select that option for text, this is now sharing directly from my mobile device. So they can reply to that. They don’t have to opt in to get the text.
If I’ve already got them in my contacts, I have their phone number. You’ll… You saw that I could select the phone number if I have more than one. It’s coming from me. They don’t opt in, and they can just reply, and we can have a normal conversation when I share those listings. So when I share listings via text, I like to do that from the mobile app.
Since that’s on my phone, it’s going through my phone’s messages there as well. Now you will also have a shareable link. So I don’t believe Android has a separate text option there. Instead, you’ll just copy and paste the link. So it’s more like the more function on my phone on my iPhone right here, where I copy and paste that link. Now I’ve got the link and automatically copied.
But now I can go out to whatever messaging systems I have here, send it through messages, WhatsApp, mail. So wherever I want to send that, I’m just getting the link and it will paste that into my messages. For example, my demo contact, we’ll send that to them. So we’ll come out here and just send that. And, that link, if I’m sharing it from my mobile device, it’s going directly from whatever app that I’m using.
So if I’m using my text messages, my WhatsApp, whatever I happen to be sharing that with, my messenger, it’s just pasting it into there and sharing that. So it’s a great direct way for communication, especially for people who are using their mobile devices. And so, like I said, whenever I share listings via text, I prefer using my app to do that because there’s nothing the recipient has to do in order to get that.
They don’t even have to be in my contacts. When I go to share, I can share selected listings. And when I go to more, this is looking for the contacts within my phone. This is not looking for the contacts that I have in Flex MLS, but anybody that I’ve got on my phone. I can just share that with them or add a new contact or whatever it is.
So I like sharing listings, especially via text or anything like that when I’m using the app for that. And I know we are just at time, but I wanted to go through some quick frequently asked questions. Number one, when I am sharing via my mobile device using the Flexmls pro app, can I send the private version? On the full website, I can choose public or private.
Whenever you’re sharing via the app, it will always be the public version. You don’t even have the option to send the private version. The app assumes that you are going to be sharing that with a contact, so it’s always going to be sending that public version. Can I default that to choose the printer friendly version? Sometimes you need to do that, but the app will always send the interactive version.
It does not send the printer friendly version. There is no option for the printer friendly version when using the app. We covered this already, and this is the big benefit of the app though. I’m sharing the interactive version, the public interactive version. Whoever I send that to, whether I text that to them, whether I copied and pasted it into one of my apps, they can respond directly.
They don’t have to opt in to get those updates or anything like that. So they can respond directly. And then last one, when I am sharing listings, again, you can turn on and save a search on your mobile device, turn on the subscription for automatic updates. You even have the option to initially share the search results via text when you’re on the app.
However, all future updates from the subscription will always go out via email. Just like the full website, it doesn’t matter where you turn the subscription on from the full website or the mobile app. Just know that the future updates that always go out for those automatic listing updates, those will always go out via email. They do not go out via text. And so that takes us to the end of today’s presentation.
Thank you for attending today, and I hope you have a great rest of your afternoon.
