IDX Quick Start Guide

A Guide for New Clients

IntroductionCongratulations on your decision to integrate IDX property search and lead capture tools into your website! With these IDX tools, your website will be transformed into a one-stop real estate information center. In addition, IDX tools make your site “sticky” and encourage potential buyers and sellers to return to your site.

This guide is designed to help you configure the IDX tools and integrate them into your website. The steps in this guide cover the initial setup of your IDX account and provide a brief description of how to manage your account afterwards.

Note: The portions of this guide concerning website integration are intended for website designers. Integrating IDX into your website requires knowledge of HTML coding and access to your site’s source code.

OverviewThis Quick Start Guide is organized as follows:

• Control Panel Overview: A summary of the tools and features available to you as an IDX user.• Initial Setup

• Search Setup: Configure the settings of your IDX search form to fit your needs. • User Registration: If you want to prompt site visitors to register, you can configure your user registration

options to specify when, where and how these prompts are triggered.

• Website Integration: Integrate the IDX tools into your existing website and select your preferred design template for the IDX tools. This section is intended for experienced web designers with knowledge of HTML.

• Property Management: Learn how to update and manage your active properties, as well as setup Hot Sheets.

• Lead Management: View the leads your site is capturing and learn how to follow-up with them. • Reports: Reports are a valuable tool for measuring your site’s performance. They can be used as an

analytics tool for optimizing features such as user registration strength and gauging the effectiveness of advertising campaigns.

IDX Quick Start Guide Page 2

Control Panel OverviewThis section provides a brief intro to the Control Panel, your tool for tracking your leads, enhancing your listings, and configuring your IDX pages. Other sections of this guide will provide more detailed information on using the Control Panel.

Below is an example of the Control Panel Home Page. The Control Panel you use may not contain all of the tools and links shown below and may use different images.

All of the Control Panel tools can be accessed from the Home Page. Tools are also available from the drop-down menus displayed across the top of the page. The most important sections of your Control Panel can be accessed from the large Shortcut Buttons on the right-hand side of the Home Page.

In the top right corner of any page of the Control Panel there are three links: Home, Help, and Logout. The Help link can be used at any time to open the Help Menu.

IDX Quick Start Guide Page 3

Navigation Menus

ShortcutButtons

Initial SetupSearch SetupThe Search tool is the most basic and essential of the IDX tools available to your site visitors. This tool should be configured so that it is optimized for your market. You can optimize the search page by customizing the city list, zip code list, property type drop-down, and default price ranges. Each of these features is discussed below. To begin configuring your search setup, locate the Account Setup tab from the Control Panel and click on Search Setup.

City and Zip Code listsBy default, the list of cities and zip codes on the IDX Search form page includes all the cities and zips available from your MLS system(s). You can customize these lists to better represent your market area.

To create a custom city list:

1. Turn the Custom City List ON2. Use the check boxes to select the cities for the custom list3. Click Save Custom City List

The list of custom cities will be displayed on the right side of the page. To make additional updates, select or clear the check boxes as needed and save the changes.

The Search Zip Codes tab functions like the Search Cities tab and is used to customize zip codes. Not all search templates include a search by zip code option. To configure the Search Zip option, simply follow the same steps outlined above.

IDX Quick Start Guide Page 4

1

2

3

Default Price SettingsWhen visitors first view the search form page, default minimum and maximum prices are already entered into the corresponding fields on the page. You can customize this default information so that it best matches the needs of your target audience. Visitors can then change the minimum and maximum amount when conducting a search.

The Property Types & Prices section of the Search Setup page allows you to:

• Select which property types you want to include on the IDX tools.• Customize the name that is used for that property type.• Customize the default minimum and maximum prices associated with that property type.• Change the order in which the property types are displayed in the drop-down box.

The Property Type drop-down box is on the Search, Email Updates sign-up, and Featured Listings pages.

Default Price Settings Section

To configure default property types and prices:

1. Click on the Property Types & Prices tab of the Search Setup page.2. Select which property types to include in your search.3. Modify display order, name, and price range as desired.4. Click Save Changes.

IDX Quick Start Guide Page 5

User RegistrationUser Registration tools give you a range of options for prompting users to register on your site. You can choose how, when, and where users are prompted. You can choose if registration is required or optional. You can also leave this feature turned off and allow visitors unrestricted access to your search tools.

To begin configuring your User Registration settings:

1. Click on the User Registration link under the Clients tab of the Control Panel.2. Customize your Lead Capture Strength and Registration Trigger Points.3. Click Submit Changes.

Lead Capture StrengthThe first section on the User Registration page is used to indicate the “strength” of the lead capture that should be used on your site. These options will determine HOW the system will behave when prompting your visitors to register. Depending on your preferences, lead registration can be set anywhere from Off to Heavy. Detailed descriptions of the different options are included on the User Registration page.

Registration Trigger PointsAfter setting the strength you should specify WHEN and WHERE visitors are prompted.

There are two possible “trigger points” – places in the system where the visitor could be prompted to register:

• Search Results – this is the page that lists the results of the search. • Property Details – this is the page that highlights all details of a particular property.

For each of these trigger points you have three options for when the visitor should be prompted for registration:

• Never – The visitor has unrestricted access to this kind of page. Setting all options to “never” would be the same as leaving the feature turned off.

• Immediately – The visitor is prompted as soon as this kind of page is viewed.• After a specified number – The visitor is prompted to register after accessing the page a certain

number of times. The system will prompt the visitor when this limit is met.

Registration Form TextWhen user registration is triggered, the visitor is presented with a form where they can enter their name and email address. The form has default text at the top and bottom of the form. You can customize this text to include whatever personalized message you would like to use on your registration page.

IDX Quick Start Guide Page 6

Website IntegrationAs soon as your IDX account is created, you can have the IDX pages integrated into your website. You’ll need to apply your website branding to the IDX pages, and you’ll also need to link the IDX pages into the rest of your site.

Note: You should work with a qualified web designer to help you integrate the IDX pages into your website. Knowledge of HTML/CSS and access to your website’s source code is required.

BrandingThe IDX pages are hosted on a server separate from the rest of your website. You can configure the pages with a “wrapper” so that they have the same branding as the other pages of your site or you can frame the IDX tools into your existing website’s pages. To begin customizing the branding of your IDX tools click on the Design/Branding Setup option under the Account Setup menu. The following sections outline the steps involved in adding the IDX tools to your site.

Step 1 - “Wrapper” ConfigurationFor each page that includes an IDX tool, a page wrapper can be configured. This is simply the HTML header, footer, and sub-header information that is used to surround the IDX tool and make it an integrated part of your site. Below is an illustration of this “wrapper” concept.

If you are using frames to integrate the IDX tools into your website, you do not need to configure page wrappers.

Global DefaultsThe Global Defaults tab configures the wrappers for all pages at once

Enter HTML header and footer information into the text boxes. This will be the default design used for all pages of your site that include IDX tools. You can modify the design for individual pages using the Group Defaults or Page Specific tab. After entering the HTML on this page click Submit Change.

IDX Quick Start Guide Page 7

Additional Branding Options

Group DefaultsThe Group Defaults can be used to enter HTML header and footer information for an entire group of pages. When Group Defaults are configured, the Global Defaults are overridden for those pages.

Use the red links on the left side of the page to select the group you wish to configure. To see a list of all the pages contained within a particular group, see the Page Specific tab. Enter your HTML Header and Footer information for the selected group and click Submit Change.

Page SpecificFor pages that use a design different from the one configured on the Global Default or Group Defaults tab, use the Page Specific tab to create customized designs.

Select the page from the list on the left. From this tab, all design elements for the page can be configured at once. Enter the HTML Header, Footer, and Sub-Header information as needed. You only need to enter information in the fields you wish to customize for this page. Fields left blank will use the Group or Global default that has been customized.

Use the Template Layout Selector section to choose a style for the IDX tool that is included on the page. Click on the names of the style templates to view previews of the different styles. This is the same information that is included on the Template Selector tab, as described below. After entering all information for the selected page, click Submit Change.

Sub HeadsThe last part of the HTML section that is used to design page wrappers is the Sub Heads tab.

From this tab you can configure sub-headers for all of the pages of your site. Enter the HTML design information into the text boxes for each page and then click the Submit Subheads button for that group of pages.

Any page without a customized sub-header will use a default sub-header, which is a simple text title for the page.

Standard Sub Header

Step 2 - Template SelectorAside from wrapper configuration, the HTML section is used to select the style used for each of the IDX tools. The Template Selector tab is used to make these selections.

The Template Selector page is divided into several different sections each with one or more page/tool names. For each page or tool there are choices for the display style that should be used. To preview a style for a particular page or IDX tool, click the name of the style. The wrapper design will be included in the preview if it has been configured.

IDX Quick Start Guide Page 8

Default Sub-Header

Step 3 - Quick Search and Slide Show FeaturesQuick Search: You can include a Quick Search box on any page of your website to help drive more users to conduct a search. This box can be added to your site using JavaScript. A default display is available, but many clients choose to customize the quick search so that it fits stylistically into the rest of the website.

Slide Show Features: Agents with Featured Properties may include a slide show on their website’s home page to display their properties. The slide show will scroll through each of your Featured Properties, displaying a photo along with a short description of the property’s key features. Each slide serves as a link to the property’s detailed information page.

More information on adding the Quick Search and Slide Show tools to your site is available in the Help section of your Control Panel.

Step 4 – Email BrandingOne of the great ways IDX tools can help capture leads is through the Email Update feature. After potential buyers and sellers conduct searches on your site, they can sign up to be notified by email whenever a new property becomes available that meets their search criteria. When visitors sign up for this feature, they are providing valuable information – not only contact email information, but specifics on the type of property they are seeking.

As part of the customization of the Email Updates, you should configure the email address from which the updates will be sent and the branding that will be included on each message.

Address ConfigurationTo configure your email update address, click on the Email Routing/Branding link under the Account Setup tab and select Basic Email Setup.

• Main Company Contact – This is the main address for the account. All lead activity notifications will be routed to this address by default.

• Email Updates Return/From Address – This is the From Address that will be used when Email Updates are sent to your leads. This address will also receive “bounce” notifications if an email is undeliverable.

Branding ConfigurationTo configure email branding, select the Email Branding tab. From here, the Headers and Footers included on Email Updates can be configured. Subscribers can elect to receive Updates in HTML or Plain Text format, so headers and footers can be configured for each format type.

Integrating LinksBecause the IDX pages are hosted on our server, you need to integrate links to these pages into your site. To find the list of links to your IDX pages click on HELP in your Control Panel, and then click on “What Links Do I Use?” under the Help Topics heading on the left side of the page.

If you are framing the IDX tools into your site, you’ll need to include these links in iframe tags in your HTML source. If you are wrapping the IDX tools with your own branding, then you’ll want to use these links in your menus and other site navigation elements.

Some of our most popular IDX tools that you’ll want to include are:

IDX Quick Start Guide Page 9

• MLS Search – The standard MLS search form. • Map Search – A page featuring an interactive map search tool. • Featured Listings – Once your MLS system and MLS ID are configured and approved, the featured

listings page is automatically updated with your current active listings.• Open Homes – Used to highlight your own listings that have an upcoming open house. Use your

Control Panel tools to enter Open House dates for your listings and flag them to appear on this page.• Sold/Pending Listings – Create a page that shows off your sales history. When your account is first

added, no sold listings are in the system, but you can manually add previously sold listings. Over time, we will track those listings that were active and then went off market and they can be easily flagged for display on your Solds page.

• Hot Sheets – A very popular and flexible tool for displaying a custom collection of listings on your site. More information on creating hot sheets is provided later in this document.

Several other available IDX pages can be integrated into your. See the “What Links Do I Use?” page Control Panel Help section for a complete list.

IDX Quick Start Guide Page 10

Property ManagementIn this guide all the active listings that you are representing for sale are considered to be Featured Properties. This is an important point since you may be accustomed to using the term “featured” to refer to a specific subset of your active listings.

All of your Featured Properties will be automatically downloaded from your MLS using your MLS ID. There are a number of tools that can be used to further refine and enhance how these listings are displayed, but in general, you do not need to manually configure your active listings.

With written permission from their broker of record, agents may display the listings of their offices along with their own individual listings. The Manage Active Listings page is used to manage all of your properties.

Active Property ToolsFor your Active Properties, as well as your sold/pending and supplemental listings, the Control Panel provides a host of tools that you can use to customize and enhance your listings. For your active listings, choose Active from the Listings menu and then click on the property address to open the Modify Listings page for the property. The following section describes each of the tools offered for property listing customization.

1. Property PhotosThe Modify Property Photos tab allows you to view and upload a custom photo tour for the listing. For each custom property photo, you can enter a URL that points to a photo or upload the actual property photo file. Captions can be configured for custom photos.

2. Property DescriptionMost MLS boards will include the property description as part of the IDX data. If the description is not included, or if you wish to enter a custom description, these changes can be made from the Modify Property Description tab.

To create a custom description, enter text in the Modified Property Description field and save the page. HTML markup tags can be used to format your text. Up to 8,000 characters can be used in this field. To restore the default, board-provided description, delete the custom description and save the page.

3. Virtual ToursSome MLS boards provide links to unbranded Virtual Tours as part of the IDX data. In these cases, if you upload a link to a Virtual Tour when you upload the listing to your board, the link will be automatically displayed on your website.

If you would like to upload your own tour – either because your board does not provide tour links in the feed or if you want to replace the board-provided tour – you can do so through the back end. Set the Virtual Tour option to YES, enter the URL to the tour, and configure the link text that will be used on the Property Detail page.

4. Open HousePromote your Open Homes by configuring the dates and times that your listing will be open.

Once you configure Open Home information for your listings, you can add the Open House page to your site. All of your listings that have been configured with Open House data will be automatically displayed. This page will always only contain your own listings.

MLS-Provided Open House InformationSome MLSs include Open House information in the IDX feed. If this is the case for your MLS, you can enter Open House information when you upload the listing to your MLS and that information will be provided in the IDX data feed along with the listing data. For these MLSs your website will display Open House information for all listings that include this data. If you do not wish to display this information, you can customize the display of Open House information from the Search Setup section.

IDX Quick Start Guide Page 11

If using the Open Homes page, which highlights your own listings, you will still need to manually configure your listing to display on the Open Homes page, even if the IDX feed includes MLS-provided Open House information.

5. Flash ToursA Flash Tour is another way to highlight your own listings. To configure a link to a Flash Tour, set the Flash Tour ON? field to Yes, enter the URL to the tour, and, if you wish, modify the text for the link that will be displayed on the Property Details page.

After configuring listings with a Flash Tour, you can add the Flash Tours page to your site. All of your listings that have been configured with a Flash Tour will be automatically displayed. This page will always only contain your own listings.

6. Property ReportsThere are several options for configuring Property Reports and documents associated with your listing. The Property Reports page displays reports on the property. Access to this page can be password protected so that you have control over who is able to view this information.

From the Modify Property Reports page, you can:

1. Enable the link to the reports and documents. To include a link to reports and documents on the Property Detail page set the Property Report ON? field to Yes.

2. Link to an existing report page or build a custom reports page.• If you already have a web page that has all the documents you wish to share for this listing,

enter the URL to that page in the Property Report Redirect URL field. If you use this option, users will have direct access to the reports page.

• If you do not have such a page, but have links to specific reports, use the Report sections at the bottom of the page to build a property report page. If you use this option, users will be required to provide contact information and a password, before viewing the reports.

3. Configure Access to the reports page. You can password protect access to the reports page. 4. Configure Contact Routing. If you have created a reports page by specifying individual reports,

users will be prompted for contact information before viewing the reports. Use the Reports Contact Routing section to configure contact routing.

7. Mapping The Modify Mapping section is used to indicate if the Map link should be included on the property flyer for this particular property. This also controls if the listing is displayed on the results map. If a listing is mapping incorrectly you can set this option to NO. When set to no, the listing will still be returned in the results, but will not be displayed as a pin on the map.

Map links will only be included for listings that include a full property address.

8. Extra LinkFor any of your properties you can configure an “Extra Link” – another link that will be displayed on the property detail page and can be configured to link to any other page or external site. This is often used to point to a listing-specific site that has been created for the property (e.g. www.123main.com).

To configure the Extra Link, set the “Extra Link ON?” field to Yes, enter the URL to the site you wish to link to, and, if desired customize the text of the link that will be displayed on the Property Detail page.

Hot SheetsHot Sheets provide a way for you to create a collection of listings and showcase them on a separate page of your site. A Hot Sheet can contain any IDX listing from your MLS. In addition, you can add your own comments to the listings on the Hot Sheet, sharing your insights and experience for your clients.

Below is an example of a Hot Sheet that was created by adding individual properties by MLS number.

IDX Quick Start Guide Page 12

You can also create a Hot Sheet that is populated with the results of a saved search. Hot Sheets that use a saved search are automatically updated when new properties that match the saved search criteria enter the market. When a listing goes off-market, it is automatically removed from the Hot Sheet. In this way a Hot

For information on setting up hot sheets, use the Hot Sheets link under the Listings tab of the Control Panel. Online help with setting up hot sheets can be found on the Control Panel as well.

Supplemental & Sold PropertiesIn addition to the properties that are included in the MLS, you can manually add supplemental properties. These might be rental or commercial properties that are not listed on the MLS.

These supplemental properties can be included on your Featured Properties page and/or on a separate Supplemental Properties page.

You can also use the Supplemental Listings tool to add sold listings. Listings that you sold before signing adding the IDX tools to your site can be added as supplemental listings and featured on your Featured, Sold and Supplemental listings page. Listings that you sell in the future will be automatically tracked and featured in your Control Panel in the Sold/Pending Listings section.

When a listing first goes off market it will be listed with a status of Unknown. The listing will be configured to not display on your sold page or on your agent pages. To show a sold/pending property on your site you must update the status and change the display settings.

IDX Quick Start Guide Page 13

Hot Sheet Name

Hot Sheet Text – used to provide

an introduction or overview of the listings you’ve

collected on this Hot Sheet.

Comments for the listing

Lead ManagementAfter the IDX tools are configured and integrated into your site, they will begin to capture leads. The tools described in this section are some of the tools available in your Control Panel that allow you to manage these leads.

Types of LeadsSubscribersAll visitors who have saved a property or search criteria are considered Subscribers. These subscribers are your leads and it is in your best interest to keep close tabs on these people and their needs. Subscriber Management tools allow you to do this.

ContactsContacts are people who are not subscribers, but have used your site to contact you regarding a property. For example, a visitor who completed a “Request More Information” form would be tracked as a web lead.

Web Leads and Contact Activity can be accessed through the following pages:

• A list of all contact requests that have been made is on the Contact Activity page under the Reports menu.

• A list of visitors who initiated contact, but who are not tracked as subscribers, is on the Website Leads page under the Clients menu.

SellersSellers are a type of subscriber. Subscribers can be flagged as sellers using the Edit Account Info link from the subscriber’s profile. Once a subscriber has been flagged as a seller, their subscriber profile will now include an additional tab labeled My Listings where you can upload their listing. Once the listings has been added to the seller’s Organizer, the seller can see statistics on their listing.

Managing LeadsYour Control Panel provides tools for you to follow up on leads by providing contact information and lead profiles to help you get a better understanding of their needs.

Manage Subscribers Screen

IDX Quick Start Guide Page 14

Subscriber ManagementFrom the Control Panel, choose Subscriber Management from the Clients drop-down menu to see a list of subscribers.

Subscribers are listed alphabetically by name. The Last Update, Last Login, and Signup Date columns provide information on the subscribers’ activity.

The Saved Search column provides the number of searches the subscriber has saved. A saved search allows the subscriber to get Email Updates that alert him or her whenever a new property that matches the saved search criteria enters the market.

Click on the name of a subscriber to see a full profile of information. Tools on the Subscriber Manager Menu can be used to view further details and to make changes to the subscriber’s account. The following two sections are useful for learning more about your subscriber:

• Saved Search Settings: once a search has been saved for a subscriber, you can modify the settings for that search from the Saved Search Profiles section of the Subscriber Manager. Subscribers can also make these modifications from their Property Organizer. Click on Modify Settings to view and edit the settings associated with a saved search.

• Recent Searches and Recently Viewed Listings: for Subscribers and Website Leads, the Control Panel provides detailed information on what your leads are doing while on your site. In addition to saved searches and listings, you can view information about all the searches the user has conducted recently and all the listings the user has viewed.

Property OrganizerThe Property Organizer is a great way for subscribers to keep track of properties and property types that they find interesting. This tool is valuable to subscribers because it creates a single location where they can save properties, save and manage multiple property searches, and view new properties that match their criteria. From the Property Organizer the subscriber can also manage his or her Email Update settings.

The Property Organizer is also a great tool for you since it provides detailed information on the properties and property types that the subscriber finds interesting. Contact information for the subscriber is provided to help you and the subscriber stay connected. You can also add a search or property to the subscriber’s Property Organizer that you think the subscriber will want to see. The Property Organizer provides a convenient, shared interface for you and the subscriber. You can add a property during your regular business hours and then the subscriber can view the property later in the day.

This valuable tool keeps visitors coming back to your site and further reinforces in a visitor’s mind the connection between you and the process of buying or selling a home.

Contacts ManagementWhen viewing the list on the Contact Activity page, each request will be listed as a separate entry, even if it is from the same person. You can view more details on the request and easily reply to the request via email by clicking on the link in the Contact Activity Type column. The orange arrow next to the link will indicate if the information is hidden or expanded.

The Website Leads page lists names of visitors who have initiated contact. Subscribers are not included in this list. Each name will be listed once.

Click on the name of the visitor to view all of the person’s contact activity and recent website activity. From the Lead Manager you can view Recent Searches and Recently Viewed Listings. This recent activity gives you great insight into what this user was doing on your site and can help guide you in your decisions about how to follow up with a lead.

Seller ManagementProperty Sellers can also be managed from the Control Panel. Sellers will be listed in the Subscriber list, but can also be managed through the Manage Sellers page. For each seller, information on the seller’s property and Agent is listed.

IDX Quick Start Guide Page 15

From the Seller Listings section of the Manage Seller tab, you can add a new listing and view statistics on an existing listing. To add a new listing, choose seller listings from the Seller Manager Menu and follow the directions listed under the help text.

Once a listing has been added, you can click on it to view statistics. For each property the number of page views, tour views, and contact activity will be listed. This is the same information that is available to the seller through the seller’s Property Organizer.

Seller Property OrganizerSellers can sign up for Property Organizers just as any other visitor to your site. Using Seller Management, you can add the seller’s property so that it is listed on the My Listings tab of the Property Organizer. The Seller can then click on the listing to view the activity on their listing.

Sellers may also save searches and properties in their Property Organizer. This information can help them in their search for a new home and keep them up-to-date on the market where they are selling a home.

IDX Quick Start Guide Page 16

ReportsReports are a powerful way to track subscribers and contacts on your site.

Summary ReportAlso called Summary Statistics, this provides an overview of all activity on your site. Choose Summary from the Reports menu to view the Summary Statistics Report.

The Visitors Tracked statistic will help give you an idea of how many visitors are interacting with your search tools. If you use User Registration, the Visitors Prompted and Visitors Registered statistics will help you evaluate your chosen settings. For many of the statistics, the Summary report page includes a Trend Chart, which can give you a monthly comparison of your site’s activity.

Subscribers Trend Chart

Featured Listings ReportAlso called Listings Statistics, the Featured Listings Report provides information on each of your active properties. Choose Featured Listings from the Reports menu to view the report.

The Page Views and Tour Views columns included on this report can be useful in determining which properties have been most popular with site visitors.

Email Update ReportAlso called Daily Email Statistics, this provides statistical information on emails sent, the people who are receiving the email messages, and details on click-through activity.

The Clients Who Received Email tab provides a list of all subscribers who received emails during the specified timeframe. The Client Click Thrus tab lists each subscriber who clicked on an email update property link, and provides information on the subscriber and the property. A Click-Through indicates a higher level of interest and is helpful in assessing when the subscriber is close to buying and the types of properties in which the subscriber is most interested.

Contact Activity ReportAlso called Contact Statistics, this provides information on all visitors who have provided you with their email address. This list includes both contacts who have requested more information about a property or scheduled a showing and subscribers who have saved a property or search and/or signed up for Email Updates.

IDX Quick Start Guide Page 17