Summary
Highlights
The video starts by explaining that the HAR Matrix system is where all property listings are controlled. It highlights key features within Matrix, such as auto emails, which can automatically send property updates to clients based on their criteria. The speaker emphasizes the value of auto emails, especially in a fast-paced market, as they make agents appear more professional and responsive.
The blue bar at the top of the Matrix interface serves as the main dashboard, offering access to various tools like 'My Matrix,' 'Add Edit,' 'Search,' 'Taxes,' 'Market Reports,' and 'Finance.' The 'Finance' tab includes useful calculators for closing costs and amortization schedules. 'Market Reports' provide savvy reports with visuals like bar graphs and pie charts to compare market trends. The 'Taxes' tab (Tax Realist) allows users to look up tax rates. The most frequently used tabs are 'My Matrix,' 'Add Edit,' and 'Search.' The 'My Matrix' section contains customizable widgets that display an agent's current activities.
To set up an auto email, navigate to the 'Search' tab and select 'Quick Single Family' (or the relevant property type). The page is broken down into widgets for status, price range, property information, subdivision, and location. Users can specify criteria such as 'Active' status, price ranges (e.g., 350K to 450K), and the minimum number of bedrooms and bathrooms. The speaker clarifies the input for ranges (e.g., '350-' for 350k and below, '350+' for 350k and above, or '350-450' for a specific range). Advanced filters for property characteristics like exterior materials or school districts can also be applied.
The map search feature allows users to define a geographical area for their client's property search. By going to 'Maps Map Search,' agents can draw custom shapes (freehand, rectangles, or polygons) on the map to specify the desired region. This is useful for clients looking in a broader area, such as Sugar Land and Richmond, rather than a single subdivision. The video demonstrates how to draw and edit these shapes.
After defining all search criteria and potentially drawing a map area, the system displays the number of matching properties. To initiate the auto email setup, click 'Save' at the bottom of the results page, then select 'New Auto Email.' This action begins the process of linking the defined criteria to an automated email service for a specific client.
When creating a new auto email, mandatory fields (highlighted in yellow) include associating it with a contact. If a contact doesn't exist, one can be created by entering their first name, last name, and email address. Multiple email addresses can be added for a single contact by separating them with a comma. Agents can also choose to be blind carbon copied (BCC) or carbon copied (CC) on these emails. A subject line is required, and the welcome and recurring email messages can be customized. The system also displays a summary of the set criteria.
Key settings for auto emails include 'Concierge mode,' where the agent receives emails before the client to filter properties, and 'Show this contact in reverse prospecting,' which allows other agents to know that a buyer with specific criteria is active for a listing. The scheduling option is crucial: 'ASAP' (as soon as properties hit the market), 'Daily' (with options for morning, afternoon, or specific days), or 'Monthly' for clients with longer timelines. Once all settings are configured, click 'Save' to activate the auto email.
To manage existing auto emails, go to 'My Matrix' and then 'Auto Emails.' This section acts as a dashboard, showing client activity and status (e.g., if emails have been sent or if a client has disabled the service). By ticking a box next to an email and using the drop-down arrow, agents can edit settings, criteria, results, market updates, or delete the auto email. The video then transitions to explaining 'Reverse Prospecting,' a lead generation tool for listing agents. By going to 'My Matrix' and 'My Listings' and clicking on an MLS number, listing agents can see other agents whose buyers match their listing's criteria. This allows listing agents to proactively reach out to buyer agents to provide feedback or encourage showings.