ToolkitCMA FAQs

Getting MLS Property Data
Setting up and customizing your Account
Creating Presentations and Flyers
Billing
Miscellaneous

Getting MLS Property Data

Which MLS should I choose?
  1. When you reach the ‘Select MLS’ screen, look through the list of options and select the MLS for your area. If your MLS is listed twice, they probably have different steps to get the data, and you will need to decide which method you prefer:
    • Enhanced Downloads have an option to search by MLS numbers or Criteria Search without leaving ToolkitCMA. (You can just enter the MLS numbers, separated by commas if you like to do that.)
    • Export - If the MLS selection does not include the words Enhanced Download then you will connect to the MLS and export a file to ToolkitCMA according to a Download Guide. This option allows you to utilize the search methods provided within your MLS.
    • If you need to enter properties that were not listed on the MLS or are a property type not available for import, then you can choose Custom Add Your Own Listings for a manual input sheet with a generic field set. You will be able to upload a photo as well.
    • If your MLS is not listed, please contact Realty Tools Customer Service at 800-828-0970 or email support@realtytools.com.
How do I save MLS Property Data?
  1. When you reach the ‘Select MLS’ screen, look through the list of options and select the MLS for your area. (See Which MLS should I choose?).
  2. Steps will be provided when building your presentation or flyer, after you select your MLS. The instructions will either be in the form of a printable Download Guide or on the screen (depending on how we get the data from your MLS).
  3. Follow the steps on the MLS Download Guide or on the screen (you may need to mouse over the different fields to see additional instructional text).
  4. When saving the exported file from the MLS, the file automatically saves into the User Folder\Downloads folder by default. (If prompted to open or save the file, click Save.)
How do I change my Browser settings to show the 'Open' or 'Save' prompts? (This should be done before attempting to export your file.)
  • Changing your settings in Firefox
    1. Click on the three (3) horizontal bars on the top right of your browser and select Options.
    2. Under General you will see the Download settings. Select Always ask you where to save files.
  • Changing your settings in Safari
    1. In the toolbar, click Safari then Preferences.
    2. In the General section check Always prompt before downloading. Also, make sure the setting is Unchecked for 'Open “safe” files after downloading'.
  • Changing your settings in Chrome.
    1. Click on the three (3) dots on the top right of your browser.
    2. Select Settings and to the left of the screen, click Downloads.
    3. Under Downloads click the slide bar next to 'Ask where to save each file before downloading'.

Setting up and customizing your Account

How do I get a ToolkitCMA account?
  • ToolkitCMA offers both company and individual agent subscriptions.
  1. Check with your company to see if they offer ToolkitCMA.
  2. For information on company subscriptions click here or go to https://www.realtytools.com/cma/for-brokers/.
  3. For information on individual agent subscriptions click here or go to https://www.realtytools.com/cma/for-agents/.
How do I get a team account for listing with other agents?
  • ToolkitCMA accounts are primarily used for individual use, but they can be modified to work for a team.
    1. The name field can be changed by contacting Customer Service at support@realtytools.com. The primary account holder's name must remain in the name field unless it is a legal team name. The Agent Name may not be the company name or something generic and may not be left blank. Another option is to use one of the other fields to add the other person's name in which case you can change it yourself.
    2. ToolkitCMA has only one Agent Photo but you can take a group photo or take 2 agent photos and combine them into one image and upload that.
    3. In the Agent Profile the last four sections can be used for anything you like, such as extra phone numbers and email addresses.
    4. The Personal Pages section allows you to upload your own marketing pages, extra resume pages, references, or bios as needed.
    5. The Cover Letter, Customizable Text, Marketing Plan and Pricing Strategy pages can all be edited so you can change pronouns as needed. There may be some pages that cannot be edited but you can omit them or make new versions and upload them as Personal Pages.
    • The login will need to be shared, and only one session can be active at a time, so you will need to take turns using the account.
    How do I edit my Agent Profile?
    1. Click where your name appears to access the preferences menu.
    2. Click on 'Agent Profile'.
    3. Enter your information. Any of the white boxes are editable, so you may add or change any of this information. There are 4 customizable field names that you may change and use for anything (e-mail, website, cell phone, etc.).
    4. The Agent Name is not an editable field, so it is grayed out.
    5. Click Save Changes.
    How do I change my Name?
    • The Name field is not editable by the user. If you need to make changes to your name, please contact Realty Tools Customer Service at 1-800-828-0970, Extension 3, or email support@realtytools.com. You may also contact your Company’s ToolkitCMA Administrator to make a name change.
    How do I add or change my Agent Photo?
    1. Click where your name appears to access the preferences menu.
    2. Click 'Agent Photo'.
    3. Click the Browse button.
    4. A new window will open for you to choose the file to upload. (File format must be one of the following file types: .jpg, .jpeg, .gif or .png. Photo may not exceed 3 megabytes in file size.)
    5. Navigate to the file and click Open (or just double-click the file name).
    6. Click Upload and your new picture will appear.
    7. You may click the trash can icon to remove the photo.
    8. Click Finish
      9. .
    How do I add/change my Logo?
    • For company-billed accounts, the admin needs to email the changes to support@realtytools.com for processing. The changes will be made company-wide. For agent-billed accounts, follow these steps:
    1. Click where your name appears to access the preferences menu.
    2. Click on Change Logo.
    3. Click Browse, choose your file, then click Upload.
    4. Click Finish.
    5. If you have changed franchises you will need to contact support@realtytools.com to be changed to the appropriate presentation package. Check with your new company to see if they offer ToolkitCMA.
    How do I apply a Theme to my pages?
    • For Independent brokerages, ToolkitCMA offers a Standard presentation package which allows the user to apply their logo, choose a color scheme and/or choose from an assortment of pre-set theme and a font options. (Presentation packages for specific franchises and paid customizations are also available.)
    • For company-billed accounts, the admin needs to email the theme request to support@realtytools.com for processing. The changes will be made company-wide.
    • For agent-billed accounts, follow these steps:
    1. Click where your name appears to access the preferences menu.
    2. Click on Select Theme. Only agent-billed accounts with the Standard (Independent) presentation package will have the option to select a theme. All other franchises will have the page treatment associated with that franchise. You may request to be changed to the Standard/Independent package.
    3. Choose the Theme that you like. Some themes have graphic colors that can be changed while others have pre-set graphics. Click on the Theme to select it. A window will open with different font styles to choose from.
    4. Click on a font style to select it.
    5. Click Save Changes at the bottom of the font selection window.
    6. Click Finish. Your future presentations will have the new theme applied to them.
    • There will be a Remove Theme button at the top of the Select Theme window which you may use if you wish to change back to the default page look (which has two colored bars across the top).
    How do I change the color scheme?
    • Only accounts with the Standard (Independent) presentation package will have the option to change their colors. All other franchises will have the colors associated with that franchise. You may request to be changed to the Standard/Independent package.
    • For company-billed accounts, the admin needs to email the color change request, including the color codes in RGB format, to support@realtytools.com for processing. The changes will be made company-wide.
    • For agent-billed accounts, follow these steps:
    1. Click where your name appears to access the preferences menu.
    2. Click on Change Colors. There will be fields for each customizable item. These items will vary depending on which Theme you have.
    3. Mouse over the fields to see an example explaining what that item applies to.
    4. If you know the hex codes for your colors, enter them into the fields. Otherwise, click on the swatch square beside the color code field to see a palette of colors to choose from. From the palette, you can click Web Colors to see even more color options or click on History to see the colors you previously had selected.
    5. For the NAR chart graphics, click on the drop-down menu and choose a color from the list of options.
    6. Click Save. Your future presentations will have the new colors applied to them.
    • There is a Reset button which can be used to put the colors back to the default.
    • For assistance matching your colors to your logo, you may contact support@realtytools.com.
    How do I add my Résumé information?
    1. Click where your name appears to access the preferences menu.
    2. Click on 'Agent Résumé'.
    3. There are 5 sections with Default Headers that can be changed (Experience, Affiliations, Education, Community, Personal).
    4. Each section has 4 lines (60 characters each) to use for entering your credentials.
    5. Use the fields to add in your information. It will print exactly as you type it so be sure to use proper capitalization and punctuation.
    6. In the QR Code field, enter your website or the URL to be opened when the code is scanned. ToolkitCMA will generate the QR code for you. Or, if you have your own QR code image then use the Browse button to choose the file.
    7. Click Save to save your changes (or Cancel if the changes should not be kept).
    How do I add/edit my Customer References?
    1. Click where your name appears to access the preferences menu.
    2. Click on 'Agent References'.
    3. There is a field for “Title/Heading:” which can be changed to whatever title is preferred. It is named “Customer References” by default.
    4. There are 2 separate sections of References. Each section has a Sub Header (“Sellers…” and "Buyers…" by default). These Sub Headers can be edited. Each section has fields for 8 References.
    5. Enter your information as needed.
      • Enter the Reference name in the first column (Reference).
      • Enter the address of the Reference in the second column (Address).
      • Enter the phone number of the Reference in the third column (Phone).
    6. Click Done to keep the changes.
    How do I delete Saved Presentations and Flyers?
    1. Click where your name appears to access the preferences menu.
    2. Click ‘Delete Saves’.
    3. Select the Presentation or Flyer you would like to remove.
    4. Click Delete Selected (or click Cancel if the changes should not be kept).
    How do I change the Recommended Price Calculations Settings?
    1. Click where your name appears to access the preferences menu.
    2. Click 'Settings'.
    3. Use the Recommended Price Calculations Settings to select which properties will be used to determine the value. “Use only Sold properties” is checked by default. This setting can be changed to “Use ALL the selected properties” (regardless of status) if needed, but the Price Adjusted CMA will only allow for the Sold properties to be adjusted.
    4. Adjust the Range if needed. By default, it is set to 3% below to 3% above the average of the Properties being used for the calculation.
    5. The Rounding can be changed. By default it will be set to round values up to the next hundred. The following options are available:
      • Do not round values.
      • Round values up to next hundred.
      • Round values up to next thousand.
      • Round values to nearest hundred.
      • Round values to nearest thousand.
    How do I add my Zillow Reviews?
    1. Click where your name appears to access the preferences menu.
    2. Click ‘Web Reviews’.
    3. Check the option to “Use Zillow Reviews”.
    4. Enter in the Zillow Screenname associated with your account. (Zillow Email is not necessary.)
    5. Click Finished. The “Zillow” page will now be available on the ‘Select Documents’ screen.

      Note: Your Zillow screen name is located on the right side of your Zillow page, in the box titled “Professional Information”. You may need to scroll down to get to it.

    How do I add my RealSatisfied Client Testimonials into ToolkitCMA?
    1. Click where your name appears to access the preferences menu.
    2. Click ‘Web Reviews’.
    3. Check the option to “Use RealSatisfied Client Testimonials”.
    4. Enter in the RealSatisfied Vanity Key associated with your account.
    5. Enter in a RealSatisfied Header to change the header text. The default is Client Testimonials.
    6. Click Finished. The “RealSatisfied” page will now be available on the ‘Select Documents’ screen.

    Note: Your RealSatisfied Vanity Key is typically Firstname-Lastname. If you need to locate your RealSatisfied Vanity Key select “Manage your profile page” button on right-hand of your RealSatisfied page, you will see it on the top area of the screen. (It can also be found at the end of your RealSatisfied page’s URL. Example: https://http://www.realsatisfied.com/AngelaMcKendrick/ here the screen name is AngelaMcKendrick.

    How do I add my Reach150 Recommendations into ToolkitCMA?
    1. Click where your name appears to access the preferences menu.
    2. Click ‘Web Reviews’.
    3. Check the option to “Use Reach150”.
    4. Enter in the Reach150 Email associated with your account.
    5. Click Finished. The “Reach150” page will now be available on the ‘Select Documents’ screen.
    How do I add my Google Reviews?
    1. Click where your name appears to access the preferences menu.
    2. Click ‘Web Reviews’.
    3. Check the option to “Use Google”.
    4. Enter in the Place ID associated with your account. You can find your Place ID by using Google’s Place ID Finder and typing your name and/or address into the search box inside the map.
    5. Click Finished. The “Google” page will now be available on the ‘Select Documents’ screen.
    How do I add my TestimonialTree Testimonials into ToolkitCMA?
    1. Click where your name appears to access the preferences menu.
    2. Click ‘Web Reviews’.
    3. Check the option to “Use TestimonialTree”.
    4. Enter in the TestimonialTree User ID associated with your account.
    5. Check or Uncheck "Use only Approved Reviews" depending on your preference.
    6. Click Finished. The “TestimonialTree” page will now be available on the ‘Select Documents’ screen.
    7. An API Token is needed for the connection to be complete. Please email the TestimonialTree API token to support@realtytools.com. ToolkitCMA Support will apply the API token and let you know once completed.
    How do I set up Contact Groups for Texting Flyers?
    1. Click where your name appears to access the preferences menu.
    2. Click on ‘Contacts’.
    3. In the Contact Groups section, click the green Add button.
    4. Enter a name for the group (ie. Brokers, Buyers). Then click Save.
    5. Below the ‘Contacts’ box, click the blue Add button.*
    6. Enter the required form information.
    7. Click Save. Repeat for each new Contact.
    8. Click Finished to save them in the group. You may now text flyers to this entire list of contacts at once by selecting the Contact Group on the texting form.

    *To upload a spreadsheet of Contacts:

    1. Using a program such as Excel, create a spreadsheet of contacts with the following field set: fullname, email, phone, address, address2. Save the file as tab-delimited text (.txt) or comma-separated (.csv). (Contacts exported from your email client or MLS may also be acceptable. Contact Support for further information.)
    2. Below the Contacts box, click the blue Upload button.
    3. Browse your computer for the contacts file you created.
    4. Click Upload. Your contacts will appear in the contact box.
    5. Click Finished to save them in the group. You may now text flyers to this entire list of contacts at once by selecting the Contact Group on the texting form.

    Contacts can be edited or deleted by selecting the contact and clicking the corresponding function button beneath the selection box.

    How do I change the photos on the Cover Page:

    1. Click where your name appears to access the preferences menu.
    2. Click on ‘Cover Page Photos’.
    3. Click the ‘Change Photo’ button below the image you wish to change.
    4. Click on a photo to select it, or click on the ‘Your Photos’ tab to upload a photo from your device.

    How do I Text a Flyer using Contact Groups:

    1. From the Flyer Summary screen, click the Share drop-down menu and select Send TXT Message.
    2. Click the blue contact group icon beside the phone number field to show your Contact Groups.
    3. Check the box(es) for the Contact Group(s) you wish to send to.
    4. Click Send.
    5. Your flyer will be texted to ALL Contacts of the selected Contact Group(s) and the screen will return to the Flyer Summary.
    How do I add pages for future presentations?
    1. Click where your agent name appears to access the preferences menu.
    2. In the “Customize” subsection, click ‘Personal Pages’. (If this option is unavailable, click the Sign Out option in the preferences menu and log back in.)
    3. Choose the Presentation type you wish to modify.
    4. Under Document name enter a unique name for you document. This is the name that will appear under the document list when creating your Presentations.
    5. Click Browse/Choose File to navigate to the PDF File on your device that you want to upload.
    6. Select the Page Treatment option, then click Upload. Your uploaded file will be the last item in your document list.
    7. If you need to change the placement of your uploaded document click Change Document Order otherwise click on Finish.

      Note: Landscape orientation is not recommended due to the fact that the Page Treatment will not fit properly.

    How do I delete a page I uploaded for future presentations?
    1. Click where your agent name appears to access the preferences menu.
    2. In the “Customize” subsection, click ‘Personal Pages’.
    3. Choose the Presentation type you wish to modify.
    4. Under “Choose the page you would like to replace:” click on “Add New Personal Page”. A list of the pages you have uploaded will appear in a drop-down menu.
    5. Click on the page name to select it.
    6. Scroll down and click on the Delete button. A confirmation dialog will appear.
    7. Click OK to delete the page.
    How do I adjust the page order and make page selections to be used as the default for future presentations?
    1. Click where your agent name appears to access the preferences menu.
    2. In the “Customize” subsection, click ‘Change Document Order’.
    3. Select the Presentation type you wish to modify.
    4. Place a check mark beside each page that you wish to use by default. (tip: click on the page name to see a sample.)
    5. To reorder the documents, use the drag handle (the symbol to the right of the document name). Click and hold the drag handle and move the page to the desired location then let go to drop it into position.
    6. Click Save to save your changes.
    How do I add pages and adjust the page order for a single presentation only?
    1. Begin your presentation on the Home screen by clicking on Create a Presentation, then select your presentation type and click Create New Presentation.
    2. On the Select Documents screen, click the Add/Reorder Pages button.
    3. Under Document name, enter a unique name for you document.
    4. Under PDF Document, click Browse/Choose File and select the PDF that you want to upload.
    5. Under Choose a Page Treatment, select the Page Treatment option, then click Upload. Your uploaded page will be the last item in your document list.
    6. To move the page up, use the drag handle to the right of the document name. Just click and hold the drag handle and move the page to the desired location then let go to drop it into position.
      7. (The bolded pages are the ones that are the defaults. You can click on a page name to see an example.)
    7. Once you have everything in the sequence you prefer, click Finish.
    8. Click Next to continue building your presentation and save at the end. The changes made will be retained within this saved presentation, but future presentations will not be affected.
    How do I add pages to a company account so all agents will have them?
    • ToolkitCMA has a free feature called Presentation Manager that allows a designated User to add, replace, and remove pages company-wide. It also allows them to set the page order and set which pages are checked by default.
    • In order to access this feature, an authorized Contact person for the company must email support@realtytools.com requesting that Presentation Manager be enabled for the designated User responsible for updating the presentations.
    • ToolkitCMA Customer Service will enable the feature for that user and offer training. A tutorial can be viewed here.
    How do I Add/Change Tablet Content?
    1. Click where your name appears to access the preferences menu.
    2. In the “Customize” subsection, click ‘My Tablet Slides’.
    3. Click on Add New Slide (on the left side of the screen)
    4. Click Browse/Choose File and select the slide on your device that you want to upload.
    5. Enter a Title for your slide. If you want the slide to be bookmarked then check the box for “Show in Menu”. (Bookmarked slides are easily accessible from the navigation menu of the tablet presentation.) If you want the slide to be automatically included in the presentation, then check the box for “Include in default presentation”. Click Add Slide to save.
    6. Newly uploaded slides automatically save as the last item on the list of slides.
    7. The symbol to the right of the slide title is a drag handle. To adjust the order in which slides appear in the tablet presentation, click and hold the drag handle and to move it to the desired location then release.

Creating Presentations and Flyers

How do I create a Presentation?
  1. On the 'Home' screen, click 'Create a Presentation'.
  2. Click on the Presentation Type you wish to create (Listing Presentation, Expired Listing Presentation, Buyer Presentation, etc.). There may be an option to “Keep Data From Last Prospect”. Checking that box will recall the prospect, comparable data and subject property information from the last presentation that was opened into this new presentation. Click Create New Presentation.
  3. Mark the Documents to be included then click 'Next'. (To see a sample of each Document, hover over the document name.)
    • Some documents have an Edit option beside the document name. For pages that have this option, you may click on Edit and enter your own text for the portion of the document that is editable. For example, some Cover Pages have a Title that is editable, and the Virtual Tour page has an editable link.
    • Some documents need to be set up in the Preferences menu. Specifically, the Web Reviews (Zillow, Google, etc.), My Social Media, Resume and References. For these pages you will need to click on your name in the top right corner to access the Preferences menu and go to the section that corresponds to that page you wish to set up.
    • Some documents are editable during the building process. As you advance, by clicking Next on each screen, you will come to a screen that corresponds with each of these documents.
    • There are also documents that cannot be edited, such as marketing material.
    • The Set as Default button stores the document selection for future presentations and refreshes the screen. It is best utilized when starting a fresh presentation rather than editing a saved one.
    • The Add/Reorder button will apply ONLY to this particular work and not to future presentations. It allows for the upload of prospect-specific pages and the re-ordering of pages for one-time use. (For more permanent page additions and changes, click on your name/photo to access the setup areas, and click on Personal Pages and/or Change Document Order.)
    • To move forward, click Next. To navigate backward, click GoTo and links will be listed - you can click Documents to go back to the beginning, or choose a different page link to go to. To Save, click on your agent name and click Save Presentation/Flyer and click Save in the confirmation box.
  4. Prospect Information: Enter the date of the presentation, the prospect name and their mailing address. Next, enter their name as you want it to appear after the word “Dear” in the cover letter. The Street Address and Zip Code fields that follow are for the subject property address, in case it differs from the prospect residence. There is a Use Last Prospect button to autofill information from the most recent entry. There is a Reset button to clear the fields and there is a Saved Prospects button to access a list of names and addresses you had entered in the past. Click Next to proceed.
  5. Cover Letter: The date on the cover letter and the name in the salutation pull in from the Prospect screen. You can edit the cover letter text. If you always want to have the same text for future presentations, then click Save as Default and Next to set this preference. Otherwise, just click Next.
  6. Customizable Text: Enter a headline and then use the body to enter freeform text in paragraph format. Use as you see fit. Click Next to proceed.
  7. When you reach the Select MLS screen, look through the list of options and select the MLS for your area.
    • Enhanced Downloads are integrated and instructions are on the screen.
    • Enhanced Downloads have an option to search by MLS numbers or criteria search without leaving ToolkitCMA.
    • Export - If the MLS selection does not include the words Enhanced Download then you will connect to the MLS and export a file to ToolkitCMA according to a Download Guide.
    • If you need to enter properties that were not listed on the MLS or are a property type not available for import, then you can choose Custom Add Your Own Listings for a manual input sheet with a generic field set. You will be able to upload a photo as well.
    • If your MLS is not listed, please contact Realty Tools Customer Service at 800-828-0970 or email support@realtytools.com.
  8. Get MLS Property Data: You can import the Comparable Properties and the Subject Property if it was listed in the past couple of years. To get the mls property data, the steps will vary from one MLS to another, so follow the on-screen instructions. You may mouse over some items for tips to appear. The Manual Entry button brings up an input sheet so you can enter all the details and photo of a property instead of importing it.
  9. Once uploaded, the properties will be listed on the Select Properties screen.
    • You can click on a column header to change the sort order of the properties listed on the screen for selection purposes. This will not affect the order in which they appear in the presentation.
    • You can click on the house photo on the right to expand to see more details (click the photo again to minimize).
    • To edit the property details, click the pencil icon on the left.
    • The Get MLS Property Data button returns you to the Get MLS Property Data screen to import property data into this presentation so you can add more listings to the presentation. Note: you must place a check mark in the box for “Add Listings to Existing Presentation” or it will delete/replace instead of adding.
    • The Manual Entry button brings up an input sheet so you can enter all the details and photo of a property instead of importing it.
  10. Check the box to the left of each property that you want to include, leaving the subject property unchecked. Select Next to continue.
  11. If the multi-photo page is included in your presentation, and if multiple photos were imported, then you will be prompted to Choose Photos. If you want to omit an image, click on the image to gray it out. Photos can also be moved by dragging and dropping them to the desired placement. Click Next Property to edit the photos for the next comparable, or click the Continue with Presentation button to exit the photo selection flow.
  12. Select Fields for Summary CMA: This document allows you to summarize all the properties in a one-line format.
    • Click Edit to change the fields: You can add fields from a pick-list, remove fields by clicking the trash can icon, and move fields up or down using the drag handle to the right of the field name.
    • The page orientation will change from portrait to landscape depending on the amount of fields selected.
    • Click Preview to see what the page will look like.
    • There is an option to save the fields as default for future presentations, or you can just click Next.
  13. If the ‘Subject Property Page’ or the ‘Subject Property Page with Picture’ were included, you will get a screen to enter the property details. For the ‘Subject Property Page with Picture’ there will also be a field to upload the photograph. Use the Browse button and select the photo file. If you have imported the Subject Property along with your Comparables, then you can click Choose Downloaded Property. A list of the downloaded properties will pop up. Click on the address of the Subject property and the fields will auto-populate. If the program detects that a downloaded property has a similar address to the address that was entered on the prospect screen, it will ask you if you want to use that as your subject instead of as a comparable. Simply click Yes and the data will auto-fill.
  14. The Price Adjusted CMA: is used to alter the Recommended Price Range by adding adjustments. The worksheet has the Subject Property and the Sold Properties in a side-by-side view with amenities listed under each one. You may enter additions or deductions based on the amenity differences, using your knowledge of the current market values of each. For instance, if the Subject has 3 bedrooms but the Comparable has 5, you would deduct the value of two bedrooms from the comparable. Adjustments should be entered as a numeric value in the field to the right of the amenity you wish to adjust (no dollar sign is needed and the only punctuation that will be accepted on this screen is a Minus sign).
    • You can click on a field name to change it to another field from the MLS or to add your own custom field.
    • If you customized the fields and want to retain those changes for future presentations then click Save Fields.
    • To reset the fields to their original field set, click Restore Fields (this will also refresh the screen and remove any adjustments that had been entered.)
    • Make sure you have entered the Subject Property information on the previous screen prior to advancing to the Price Adjustment screen in order to have that information auto-populate (adding the info later will not auto-populate and the information will need to be entered twice.)
    • Only 'Sold' properties are included on the Price Adjusted CMA in order to determine the most valid price range.
  15. If the Recommended Price Range page was included, you will come to a screen where the range is displayed and you can edit the range as needed. If you change the price range, the program will display an alert that the price entered is different than what was calculated, but it will allow you to proceed with the price you entered. By default, the Recommended Price Range is calculated by using the Sold Prices of the Sold Comparables and any price adjustments that had been made, and ranges 3% below to 3% above that average. The Range and Rounding preferences can be changed in the Settings area of the preferences menu. Click Next.
  16. The Pricing Strategy Worksheet document explains the reasoning used to determine the Recommended List Price. You may use our pre-written text or customize it with your own words. The third paragraph includes an area for entering your Recommended List Price and should be edited before proceeding. There is a button to Save Default & Next, which saves the verbiage for future presentations, or you can just click Next.
  17. The Estimated Net Proceeds Worksheet will show how much the Prospect can expect to NET when their property is sold at market value. Enter the List Price in the field at the top and use the other fields for deductions that are anticipated. Use the fields on the left to enter the description of each item and enter the cost for each one in field to the right. No punctuation should be used. ToolkitCMA will automatically subtract each value from the List Price (if a minus sign is entered before a value then that will be added instead of being subtracted). The Net Proceeds will be totaled at the bottom of the form. Again you are able to set a Default for future presentations or just click Next to continue.
  18. The Marketing Plan Worksheet: This document shows an itinerary for marketing a property. You may use our pre-written plan or customize it to make your own plan and set that as your Default by clicking the Save default & Next button.
  19. You will come to a screen with a Summary of Selected Properties and a Create Presentation button. There may be a check box to Include a Tablet Presentation. If you check that box, then a button appears to Choose Slides which will let you select which slides to be included in the interactive tablet output. Click the Create Presentation button to proceed.
  20. After the presentation creates, you will come to the View PDF screen and a save dialog will pop up. Click Save and the presentation will be saved in your ToolkitCMA account for 180 days. The presentation PDF will be displayed inside the ToolkitCMA window. A list of controls with options to print or download the PDF will be in the frame around the PDF. If your browser does not properly display the PDF, use the "click here" link on the screen to open it in a new tab, then utilize the browser's print and download options (Print or Save by using the options available in the preview. Click 'File' and select the action you wish to perform, ie. 'Save As' or 'Print'. If you do not see the option for 'File', click the 'Alt' key on your keyboard to make it appear. Or you may right-click or Command+Click to get the print and save options.)
      • View Summary will show the information that was included in the Presentation, such as the prospect information, pages selected, price range and comparable information.
      • View PDF shows the presentation PDF within the ToolkitCMA window.
      • View Tablet will open the interactive Tablet counterpart.
      • Share allows you to generate an e-mail, with or without a link to an online meeting, or send a text message from ToolkitCMA that includes a link to the PDF.
      • The Save button will bring up the save dialog.
      • The Home button will return you to the 'Home' screen, where your saved presentation will be listed under Recent Saves.
How do I Email a Presentation?
  1. To email, click the Share menu and select Send Email, or Send Email with Meet Invitation . The “Compose Your Email” form will open.
  2. In the Send to: box, type in each e-mail address separated by commas.
  3. Edit the text which will appear in the email.
  4. Check to include the Tablet version (or leave that unchecked to omit the tablet version and only send the PDF).
  5. If you chose to include an online meeting invitation, paste the meeting link into the section of the email that says Online Meeting Invitation.
  6. If you always want the email to say the same thing you can click Set As Default.
  7. Once all editing is complete, Click Send. Or, click Cancel if you don't want to send it yet.
  8. After the email is sent, a confirmation message will appear on the screen. Click OK and ToolkitCMA will return to the 'View PDF' screen.

    • Your sign-on e-mail address will automatically be sent a copy.
    • The e-mail will have a link to the PDF that is viewable for 30 days.
    • When the link is clicked, the PDF will open for viewing and an e-mail alert will be generated to you letting you know it was viewed. The views are logged the Home screen under Recent Shares.
How do I Text a Presentation?
  1. To send the presentation by text message, click the Share dropdown and choose Send TXT Message. The Send TXT Message option will send a message via SMS to a list of mobile numbers you enter.
  2. In the Send to: box, type in each phone number separated by commas.
  3. Compose the message as needed and click Send. The message will be sent to all recipients and you will return to the 'View PDF' screen. Text messages from ToolkitCMA are sent as separate messages and not as a group text.
    4. The texted link to the PDF is viewable for 30 days. When the link is clicked, the PDF will open for viewing and an e-mail alert will be generated to you letting you know the presentation has been viewed. The views are logged on the 'Home' screen under Recent Shares.
How do I create a Flyer? (Home > Property Flyers)
  1. On the 'Home' screen, click Create a Property Flyer.
  2. A page will open with the various flyer templates.
  3. Click on a flyer template to select it.
  4. The 'Compose Flyer' screen will open. You can either enter all the information manually, or click the Get MLS Property Data button to import the property from the MLS and you will be taken to the 'Select MLS' screen. Look through the list of options and select the MLS for your area. To get the mls property data, the steps will vary from one MLS to another, so follow the on-screen instructions. You may mouse over some items for tips to appear. Once uploaded, the property will be listed on the 'Select Properties' screen and it should already be selected. Just click Next to advance to the 'Compose Flyer' screen.
  5. Depending on the Flyer, there will be different information fields to complete.
    • Headline: You may enter your own Headline or select from a drop-down list of choices.
    • Bullets: Use these fields to enter key features of the property (Beds, Baths, etc).
    • Remarks: The description of the property should be entered here. The character limitation is listed above each Remark section.
    • Photos: Click on the image of the gray photo box to change it. Once clicked, you are provided options to upload a photo of your own, to choose from the downloaded photos of your selected property, if available, or to clear the selected photo. To upload your own photo, click on the 'Upload Photo' button. A pop-up will open with a 'Browse' button. Click 'Browse' and choose the photo file and then click Upload. The image will appear in the Photo box. Repeat as needed if there are multiple photo fields.
    • QR Code: On some flyers, you are able to add a QR Code. ToolkitCMA has a built-in QR Code Generator. Enter the URL in the blank QR Code Field and the QR Code will automatically be created by our program. For more information about QR codes please see: What is a QR Code?
  6. Review all fields for accuracy.
  7. At the bottom of the 'Compose Flyer' screen, click the Create Flyer button.
  8. After the flyer creates, a save dialog will pop up. Click Save and the flyer will be saved in your ToolkitCMA account for 180 days. The flyer will be displayed inside the ToolkitCMA window. A list of controls with options to print or download the PDF will be in the frame around the flyer. If your browser does not properly display the PDF, use the "click here" link on the screen to open it in a new tab, then utilize the browser's print and download options.
  • There is a Share menu with options to email or text the flyer.
  • There is a Social Media menu with options to post to Facebook, Pinterest or X.
  • The Save button will bring up the save dialog.
  • The New Flyer button will return you to the Create a Flyer screen to choose a different flyer template. (At the top of that screen there will be a check box to keep the property data from your last flyer).
  • The Home button will return you to the 'Home' screen, where your saved flyer will be listed under Recent Saves.
How do I Edit my Flyer? (Home > Property Flyers > Compose Flyer)
  1. After your flyer is created, if you need to make an edit, from the 'Your Flyer' screen click the GoTo menu at the top of the screen, and choose Compose Flyer. This will take you back to the 'Compose Flyer' screen, where you can revise and recreate the flyer. Remember to re-save your changes.
    2. If you are already back on the Home screen and need to edit your saved flyer, locate the flyer under Recent Saves and click the Edit link beside it. This will take you back to the 'Compose Flyer' screen, where you can revise and recreate the flyer. Remember to re-save your changes.
How do I Email a Flyer? (Home > Property Flyers > Compose Flyer > Your Flyer)
  1. To email, click the Share menu and select Email Flyer. The “Compose Your Email” form will open. In the To: box, type in each e-mail address separated by commas. The check box to Send Flyer as Image in Email controls whether the flyer is sent as an embedded image or as an email with a link to the PDF that needs to be clicked to see the Flyer PDF. Check or uncheck that box, depending on your preference. Edit the Message and/or Note. If you always want the email to say the same thing you can click Set As Default. Once all editing is complete, click Send Email. Or, click Cancel if you don't want to send it yet. ToolkitCMA will return to the 'Your Flyer' screen after your email has been sent.
  2. Your sign-on e-mail address will automatically be sent a copy.
  3. If sent as a link rather than an embedded image, the e-mail will have a link to the PDF that is viewable for 30 days. When the link is clicked, the PDF will open for viewing and an e-mail alert will be generated to you letting you know it was viewed. The views are logged on the 'Home' screen under Recent Shares.
How do I Text a Flyer? (Home > Property Flyers > Compose Flyer > Your Flyer)
  1. To send the flyer by text message, click the Share dropdown and choose Send TXT Message. The Send TXT Message option will send a message via SMS to a list of mobile numbers you enter.
  2. The “Compose your Text Message” box will open. Type in each phone number separated by commas or select a Contact Group by clicking the blue Contact Group icon beside the phone number box and then select the Contact Group(s) you wish to send to. (For information on how to set up Contact Groups click here.)
  3. Compose the message as needed and click Send Text. The message will be sent to all recipients and you will return to the 'Your Flyer' screen. Text messages from ToolkitCMA are sent as separate messages and not as a group text.
    4. Texted flyers are sent as a link rather than an embedded image. The texted link to the PDF is viewable for 30 days. When the link is clicked, the PDF will open for viewing and an e-mail alert will be generated to you letting you know the flyer was viewed. The views are logged on the 'Home' screen under Recent Shares.
How do I Post my Flyer to X? (Home > Property Flyers > Compose Flyer > Your Flyer)
  1. From the 'Your Flyer' screen, click the Social Media dropdown and click Post to X.
  2. If this is the first time, you will be prompted to enter your X account sign on information and agree to have ToolkitCMA access your X account for posting purposes. Edit the text which will appear in your post, then click Post to X.
  3. X will open with the post already composed. You can adjust it as needed, then click Post.
  4. ToolkitCMA will return to the 'Flyer Summary' screen when your post has been posted.
  5. If you are on a shared or public computer, please remember to close the browser or log out of X after completing your work.
  6. The link to the PDF will be viewable for 30 days. When the link is clicked the PDF will open for viewing. You may view a list of your ToolkitCMA X activity for the past 30 days on the 'Home' screen, under Recent Shares.
How do I Post my Flyer to Facebook? (Home > Property Flyers > Compose Flyer > Your Flyer)
  1. From the 'Your Flyer' screen, click the Social Media dropdown and click Post to Facebook.
  2. If this is the first time, you will be prompted to enter your Facebook account sign on information.
  3. Facebook will open, with a prompt to compose your post.
  4. At the top of the prompt there is a dropdown where you can choose your audience. This allows you to limit who will see your post.
  5. In the next field, enter the text you want to accompany the flyer image in your post.
  6. Below the flyer image, you have options to Tag Friends, Check In, or add a Feeling/Activity to the post.
  7. Once all editing is complete, click Share (or you can click the X in the top of the dialog to cancel).
  8. If you are on a shared or public computer, please remember to log out of Facebook after completing your work.
  9. To return to ToolkitCMA, use the browser's Back button until you reach the Your Flyer screen.
  10. The posted flyer image is linked to a larger image of the flyer. When the post is clicked the flyer image will open for viewing. The linked flyer image will be viewable for 30 days. You may view a list of your ToolkitCMA Facebook activity for the past 30 days on the 'Home' screen, under Recent Shares.
How do I Post my Flyer to Pinterest? (Home > Property Flyers > Compose Flyer > Your Flyer)
  1. From the 'Your Flyer' screen, click the Social Media dropdown and click Post to Pinterest.
  2. If this is the first time, you will be prompted to enter your Pinterest account sign on information and agree to have ToolkitCMA access your Pinterest account for posting purposes.
  3. Edit the text which will appear in your Post, then click Send to Pinterest.
  4. Choose a board and pin the flyer to it.
  5. Return to the ToolkitCMA tab/window and click 'Finish'.
  6. If you are on a shared or public computer, please remember to close the browser or log out of Pinterest after completing your work.
  7. The link to the PDF will be viewable for 30 days. When the link is clicked the PDF will open for viewing. You may view a list of your ToolkitCMA Pinterest activity for the past 30 days on the 'Home' screen, under Recent Shares.
How do I open/edit a saved Presentation?

Saved presentations are located on the 'Home' screen, under Recent Saves. To edit a saved presentation, click the word ‘Edit’ beside the name of the presentation. The presentation will be retrieved and a list of restore points will appear, listed as page links that correspond to each screen that was encountered when creating that presentation. Click on a page link to go to it. To edit from the beginning, click Documents. Make edits as needed and advance forward using the ‘Next’ buttons on each screen and re-save after all changes have been made.

How do I view a saved presentation quickly (without editing)?

Saved presentations are located on the 'Home' screen, under Recent Saves. For completed presentations that were saved within the last 30 days, there is a “View or Share” link you can click, beside the name of the presentation. If you had included it, you may also have the option to view the Tablet version by clicking “Tablet”.

To view a saved presentation after 30 days, click the word “Edit” beside the name of the presentation. The presentation will be retrieved and a list of restore points will appear, listed as page links that correspond to each screen that was encountered when creating that presentation. Choose Create Presentation, it will take you right to the last screen with the Create Presentation button so you can regenerate the PDF and view/print/share the presentation.

How do I retrieve a saved Flyer?

The Saved Flyers are located on the 'Home' screen, under Recent Saves. For flyers that were saved within the last 30 days, there is a “View or Share” link you can click to quickly view it without editing. To view a saved flyer after 30 days, click the word “Edit” beside the name of the flyer. This will open the Compose Flyer screen. You can either revise the flyer or click the Create Flyer button to regenerate the PDF and view/print/share it.

How do I import the Subject Property?
  1. On the 'Select Documents' screen, be sure to include either the “Subject Property Page” or the “Subject Property Page with Picture”.
  2. When you import the Comparables (on the 'Get MLS Property Data' Screen) also import the Subject Property.
  3. On the 'Select Properties' screen leave the Subject Property unmarked.
  4. On the 'Subject Property' screen, click the option to “Choose Downloaded Property”.
  5. A list of the downloaded properties will pop up. Click on the address of the Subject property and the fields will auto-populate. If the program detects that a downloaded property has a similar address to the address that was entered on the prospect screen, it will ask you if you want to use that as your subject instead of as a comparable. Simply click Yes and the data will auto-fill.

Billing

How do I update my billing information?

To make changes to the billing on your account, please call 800-828-0970, Extension 5, during regular business hours (Monday through Friday from 9 AM until 6 PM, Eastern time).

How do I cancel?
  1. If there is an issue with your account, please give us an opportunity to help before closing your account. Call 800-828-0970 extension 3 or email support@realtytools.com.
  2. If you still wish to cancel, then please send your request by email to billing@realtytools.com and state the reason for your cancellation (we value your feedback). You may also click the Support menu and click Email, enter your cancellation request into the Questions/Comments section and click Send to submit your request to Customer Service. An email will be sent to you after the cancellation has been processed.

Miscellaneous

How do I Save my work?
  1. Click on your agent profile name and a menu will appear.
  2. Click Save Presentation/Flyer.
  3. The Save dialog box will open.
  4. Name the presentation.
  5. The expiration date will be displayed here. On that date, the presentation will be deleted from our servers permanently.
  6. Click 'Save' again in the confirmation box to save the presentation on our servers.

    NOTE: When re-saving a presentation that has already been saved previously, you will be asked if you want to “Overwrite or Save as New?”. Choosing “Overwrite” will remove the previous draft from our servers and replace it with the new draft of the presentation. Choosing “Save as New” will keep the old draft and save the new draft as well.

    The check box for “Save the photos for the selected properties only (faster save)” will ignore the photos of any properties that were not selected as comparables. So, if you imported 20 properties but only checked 15 of them, the program will not retain the photos for the 5 properties that were not used.

What is a QR Code?

A QR Code is a square, pixilated image that can be read by bar-code scanners and devices such as smart phones that have barcode scanning applications installed. When scanned, the QR Code opens the website, text, or other data that were encoded. Therefore, you can create a QR Code for the URL of the listing or your personal website so when a prospect scans it they are taken to a page where they can view more information about the property or you. ToolkitCMA has a built-in QR Code Generator. Enter the URL in the blank QR Code Field and the QR Code will automatically be created by our program.

What are the 'recommended' settings for using ToolkitCMA?
  1. Add *.toolkitcma.com to the Trusted Zone of your browser and/or security software.
  2. Install Adobe Reader (free version) for viewing .pdf documents.
  3. Always allow pop-ups from toolkitcma.com.
  4. Always allow cookies from toolkitcma.com.
  5. In Safari, go to Preferences. In the General section, uncheck the box for Open “safe” files after downloading.
What additional training resources are there?

To assist you in making the most of your ToolkitCMA account, Realty Tools offers a variety of different training options.

  1. "Walk-thru" Calls - With a personalized, one-on-one "Walk-Thru" a ToolkitCMA Support agent will walk you through how to navigate the program, at your own pace. You will find an option to Request a personal walk-thru, under the "Support" menu.
  2. Webinars - With one of our monthly live webinars, you can watch a ToolkitCMA Support agent navigate and explain the program from start to finish. For more information, please visit https://www.realtytools.com/cma/webinars.
  3. Video Tutorials - On Demand training videos are also available 24 hours a day in your ToolkitCMA account by going to the "Support" menu and selecting Watch Tutorials.
  4. FAQ - Check out our Frequently Asked Questions section (The page you are on right now.), also located in the "Support" menu for detailed information on common questions or problems.
  5. Personalized Service - Realty Tools Customer Service can be reached either by phone (800-828-0970 x3), email (support@realtytools.com) or via online chat, Monday through Friday from 9 AM until 6 PM Eastern time.