How do I create a Presentation?
- On the 'Home' screen, click 'Create a Presentation'.
- 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.
- Mark the Documents to be included then click 'Next'. (To see a sample of each Document, hover over the document name.)
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
- Once uploaded, the properties will be listed on the Select Properties screen.
- 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 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.
- Check the box to the left of each property that you want to include, leaving the subject property unchecked. Select Next to continue.
- 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.
- 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.
- 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.
- 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.
- 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. By default, it 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.
- 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.
- 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.
- 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.
- 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.
- This will open the PDF in a new tab or browser window. If the preview doesn’t automatically open due to pop-ups being blocked, click the View PDF button on the next screen and it will open for viewing.
- Once the PDF opens, you may Print or Save by using the options available in the preview. Click 'File' and select the action you wish to perform ('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.
- When finished reviewing the PDF, close the tab or window and return to the ToolkitCMA Summary screen. You will be prompted to save. Be sure to Save any work that you want the program to retain.
- On the Summary screen:
- View PDF will open the presentation for viewing and printing.
- Tablet will open the interactive Tablet counterpart.
- Share** allows you to generate an e-mail from ToolkitCMA that includes a link to the PDF.
- Zoom Meeting allows you to email a presentation with an additional section to paste in a link to an online meeting such as Zoom.
- Text Message sends a message via SMS to a list of mobile numbers you enter. The messages get sent separately, not as a group text.
- There are also options to Save which brings up the save dialog and Home which returns you to the Home screen.
**To email, click Share. In the Send to: box, type in each e-mail address separated by commas. Edit the text which will appear in the email. Check to include the Tablet version (or leave that unchecked to omit the tablet version and only send the PDF). 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 'Summary' screen when your email has been sent.
- 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.
- To Edit the Presentation, click GoTo and links will be listed - you can click Documents to go back to the beginning, or click on a different page link to go back to and make edits and then advance forward using the Next buttons on each screen and re-save after all the changes have been made.
How do I create a Flyer? (Home > Property Flyers)
- On the 'Home' screen, click Create a Property Flyer.
- A page will open with the various flyer templates.
- Click on a flyer template to select it.
- 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.
- 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?
- Review all fields for accuracy.
- Click Create Flyer to proceed.
- This will open the Flyer PDF in a new tab or browser window.
- If the PDF doesn’t automatically open due to pop-ups being blocked, click the View Flyer button on the next screen and it will open for viewing.
- Once the PDF opens, you may Print or Save by using the options available in the preview. Click 'File' and select the action you wish to perform ('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.
- When finished reviewing the PDF, close the tab or window and return to the Flyer Summary screen. You will be prompted to save. Be sure to Save any work that you want the program to retain.
- On the 'Flyer Summary' screen:
View PDF will open the presentation for viewing and printing as noted above.
- Email Flyer allows you to generate an e-mail from ToolkitCMA.
- To email, click Email Flyer and 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 'Flyer Summary' screen after your email has been sent.
- Your sign-on e-mail address will automatically be sent a copy.
- If sent as a link rather than an 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.
- Text Message sends a message via SMS to a list of mobile numbers you enter.
- To text, click Text Message and 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 cellphone icon below the text box then selecting the Contact Group(s) you wish to send to. Compose the message as needed and click Send Text. The message will be sent to all recipients and you will return to the Flyer Summary screen. (For information on how to set up Contact Groups click here.) Text messages from ToolkitCMA are sent as separate messages and not as a group text.
- Texted flyers are sent as a link rather than an image, the text message will include 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 the flyer was viewed. The views are logged on the Home screen under Recent Shares.
- There are also options to Create Another Flyer which returns you to the Select Flyer screen, Save Flyer which brings up the save dialog and Home which returns you to the Home screen.
- You can post your flyer to social media by using the options for Post to Facebook, Post to Twitter or Post to Pinterest.
(Instructions below.)
- To Edit the Flyer, click the GoTo menu at the top of the screen, and choose Compose Flyer to go back and revise the flyer.
How do I Post my Flyer to Twitter?
- From the 'Flyer Summary' screen, click Post to Twitter.
- If this is the first time, you will be prompted to enter your Twitter account sign on information and agree to have ToolkitCMA access your Twitter account for posting purposes. Edit the text which will appear in your Tweet, then click Review PDF. You MUST review the PDF before you can Post to Twitter.
- Close the PDF after reviewing it, to return to the Post to Twitter screen.
- Once all editing is complete, Click Send Tweet.
- ToolkitCMA will return to the 'Flyer Summary' screen when your Tweet has been posted.
- If you are on a shared or public computer, please remember to close the browser or log out of Twitter after completing your work.
- 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 Twitter activity for the past 30 days on the 'Home' screen, under Recent Shares.
How do I Post my Flyer to Facebook?
- From the 'Flyer Summary' screen, click Post to Facebook.
- If this is the first time, you will be prompted to enter your Facebook account sign on information.
- Facebook will open, with a prompt to compose your post.
- At the top of the prompt it will say "Share to News Feed or Story". You can click on that for additional posting options to Share on a Friend's Timeline, Share in a Group, Share in an Event, Share on a Page You Manage or Share in a Private Message.
- In the next field, enter the text you want to accompany the flyer image in your post.
- Below the flyer image, you have options to Tag Friends, Check In, or add a Feeling/Activity to the post.
- If you have chosen to "Share to News Feed or Story", the last section will have options for "Feed", which should be selected, and for "Your Story", which you should leave unselected (posting to Story is not currently supported).
- To the right side there is an option to select the audience who will see the post (Public, Friends, Friends Except Aquaintences, etc.)
- Once all editing is complete, click Post to Facebook (or you can click Cancel).
- ToolkitCMA will return to the 'Flyer Summary' screen when your Post has been shared.
- If you are on a shared or public computer, please remember to log out of Facebook after completing your work.
- 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?
- From the 'Flyer Summary' screen, click Post to Pinterest.
- 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.
- Edit the text which will appear in your Post, then click Review PDF. You MUST review the PDF before you can Post to Pinterest.
- Close the PDF after reviewing it, to return to the Post to Pinterest screen.
- Once all editing is complete, Click Post to Pinterest.
- ToolkitCMA will return to the 'Flyer Summary' screen when your Post has been pinned.
- If you are on a shared or public computer, please remember to close the browser or log out of Pinterest after completing your work.
- 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 “PDF” 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 “PDF” 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?
- On the 'Select Documents' screen, be sure to include either the “Subject Property Page” or the “Subject Property Page with Picture”.
- When you import the Comparables (on the 'Get MLS Property Data' Screen) also import the Subject Property.
- On the 'Select Properties' screen leave the Subject Property unmarked.
- On the 'Subject Property' screen, click the option to “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.