Training Guide

Training Guide
ToolkitCMA.com is an on line service that allows real estate agents
to create marketing proposals with CMAs,– listing and buyer
presentations, property flyers, property tours, and more.
This guide covers:
¾ Setups
¾ How to create a Listing Presentation
¾ Presentation Output – Print/Email/Adobe PDF
¾ Saving Presentations
Please be aware that all screens shown here may not match your
version of ToolkitCMA.com, since some pages may have been
customized for your company.
4/11/2007
Copyright Realty Tools, Inc. Rev 1.8
1
GETTING STARTED WITH TOOLKITCMA.COM
Once your account has been created, you will receive an email from The Helpdesk
containing your username and password for ToolkitCMA.com. Your username and
password are your keys to gaining access to the service. You will also be receiving a
complete username and password list in your mailbox that includes access to
ToolkitCMA.com.
Enter your ToolkitCMA username in the Username field and your password in the
Password field. Then press Enter or click on Sign In. The username is made up of
your entire email address; make sure to include your whole username when signing
on. ([email protected])
If you forget your ToolkitCMA password, click on the link Did you forget your
password? provided immediately below the User sign in to have your password sent
to your e-mail account.
If you do not know your ToolkitCMA.com username, please contact Response-Line at
515-453-5757.
2
INSTALLING TOOLKITCMA.COM
After signing in, ToolkitCMA checks to make sure you have all of the
latest program components. If it finds available updates, a page will
be displayed with information about the files that need to be
downloaded. The information includes component type, download
size and estimated download times. Click the Continue button to
download the files.
3
TOOLKITCMA MAIN MENU
This page show you a quick preview of your agent information and links to edit
your agent profile as well as edit your resume, preferences, and program settings
simply by clicking on one of the above circled links.
You can also:
¾ View /Print the Startup guide
¾ Edit your Agent Profile – edit your contact info, update your agent
photo
¾Edit your Resume and Edit your References– update your Toolkit
resume and reference page
¾ Use Delete Saved Presentations and Flyers to delete old
presentations or flyers that you no longer need.
¾ Establish settings for how the selling price is calculated or select the
way comparable properties will sort by using Edit Program Settings.
¾ Re-Install ToolkitCMA (use only under direction from technical
support)
4
EDIT AGENT PROFILE
Click here if you want to
change your password.
You can modify your agent information including your photo. You cannot
change your name. If your name needs to be modified, please contact the
Response-Line at 453-5757.
The description on the last 4 fields (Office Fax, Home Office, Cellular, Email)
can be edited by you.
For example, if you want Home Office to show your Cell Phone, type in Cell
Phone as the description. Be sure to click SAVE.
NOTE: Your photo must be less than 500 kb in size and be a jpg or gif file. If
your photo is greater than 500kb, you will see a warning – The file must not
exceed 500kb in size. If this occurs, please use photo editing software to
reduce the size of the photo.
5
CHANGE PROGRAM SETTINGS
Program settings determine how
ToolkitCMA calculates the selling
price on your CMA.
Use only Summary CMA
Average: Calculates the
recommended price range from
the average price shown on the
Summary CMA. The default is to
calculate using only sold
properties.
Use Price Adjusted CMA
Average: (Recommended)
Calculates the recommended
price range values from the Price
Adjusted CMA rather than the
Summary CMA. This is the
recommended setting for the
Price Adjusted CMA report.
Range: Allows you to set percentages used to calculate the recommended price
range. For example, if the lower bounds % and the higher bounds % are 5.00 and the
calculated average based on your selected properties was $100,000, the
recommended low would be $95,000 and the recommended high would be $105,000.
Rounding: You can see selling prices as actual, or rounded up to the next $100 or
$1000, or to the nearest $100 or $1000.
Printing Options:
CMA Page Break Options - You can choose to start a new page when property
status changes on the 3 picture CMA page, and columnar CMA (6 properties per page
and 5 properties per page with subject property)
Property sort for CMA Output: You can sort properties within statuses by ascending
or decending price .
Always show Printer Setup Options on Print: (Recommended) If this box is
checked, you will be able to access your printer set up from within Toolkit and set
preferences (draft/high color output, paper tray, etc)
6
TOOLKITCMA.COM MAIN MENU
Select the presentation you want to create. Click Begin to start.
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SELECT DOCUMENTS
SELECTING DOCUMENTS FOR
YOUR CMA
When you begin to create your
CMA presentation, you are given
a list of available documents.
Whatever documents are
checked are the pages that will
print.
The list is automatic with default
pages to include, however, you
can select or deselect pages you
want by clicking on the check box
to the left of each page selection.
For example, If you want to print
out only the Summary CMA, you
can Click on the Clear All button
and then Click just the Summary
CMA.
Click NEXT after making your
selection.
NOTE: If you want to print only
the recommended price range,
you must also select the
summary CMA page. Information
printed on the summary CMA is
used to calculate the
recommended selling price.
NOTE: You can also set your own
defaults for this page. Simply select the
pages you want and click MAKE
DEFAULT. The next time you access
ToolkitCMA, these pages will
automatically be selected for you.
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SELECTING A COVER PAGE
COVER PAGE
You have the option of selecting your
cover page from three (3) different
styles:
1.
The cover page on the check list
contains a generic house photo
and does not include an agent
photo.
2.
The second cover page contains
generic house photo and displays
your agent photo. This cover
should only be selected if you
have your photo added to the
program in the Edit Agent Profile
function.
3.
The third cover page displays a
photo of the subject property.
Only select this cover if you have a
digital photo or a saved photo from
the Assessor website of the
subject property (sample cover
shown to the left).
How do I download the subject property picture?
Before you go on, take a digital photo or save the photo from the Assessor website of the
subject property. After downloading/saving the picture to your computer, you will be able
to use it on the cover page of your CMA presentation. When you select this cover page,
you will have the opportunity to browse (navigate) to where the digital photo/Assessor
website photo is on the computer.
How? (When the photo is on the Assessor website)
Login to the Assessor website. Bring up the address and the larger picture of the home.
Right-mouse click on the photo. A pop-up menu appears. Click Save Picture As. Save
the picture on the computer (My Pictures) and import it from there. Be sure to remember
what you named it.
NOTE: Photo file must be less than 500 kb in size and end in jpg or gif.
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COVER PAGE WITH SUBJECT PHOTO
NOTE: Cover Page 3 – with Property Photo is most likely your best
selection since it demonstrates to the homeowner your commitment to
securing the listing. You took the time to take the picture!
10
PROSPECT INFORMATION
Enter the name and address for your prospect.
Note: On the field titled Salutation, enter only the name
of your client, do not enter the salutation. You will be able
to enter this when typing in the actual cover letter.
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COVER LETTER
Click to
Preview your
Letter.
You have the option of selecting one of three (3) cover letters to use in your CMA
presentation.
The first is the “I” letter. The second is the “we” version to be used by agent teams.
The third you can customize to your liking.
HOW?
You can Clear everything in the letter, start from scratch and save as default. Or you
can edit the letter and save as default. If you want the salutation to be different (for
example without the Dear or colon) you can change this as well. You can change
everything except for your name.
You are allowed approximately 1200 characters and spaces.
When finished be sure to click on Save as Default & Next if you want this letter to be
used on your next presentation.
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COVER LETTER
“We” version
“I” version
13
WHY LIST WITH YOUR COMPANY
Why list with Your Company
This page provides the homeowner with information on why
they should list their home with you and your company.
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VALUE AND PRICING
Determining the Value of
Your Home
This page discusses what a
CMA is and why it is an
important and effective tool
when pricing their home for
sale.
The Importance of
Intelligent Pricing
The pricing pyramid is all
about pricing to sell through
the proper positioning of the
home in the current
marketplace.
This chart helps to
demonstrate to the
homeowner the importance
of pricing the home properly
from the start versus
“Couldn’t we try this price for
a few weeks?”
15
SUBJECT PROPERTY PAGE
SUBJECT PROPERTY PAGE
There are two subject property
pages offered in ToolkitCMA.
One does not include a picture and
the other includes a picture of the
property that you provide.
You would not select either of
these pages unless you have
detailed information on the subject
property.
16
LOAD LISTINGS
Importing properties from your MLS
It is important to pay attention on whether you are logged into Citrix or not
because the instructions on downloading your comparables are different. If
you are NOT in Citrix, you would choose Iowa MLXchange.
Then click on Access the MLS.
If you need help downloading properties, click on How do I download?
Select your printer and print out the instructions. Follow the procedures
printed to access your MLS, log in and search to find comparable properties.
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How to get listings out of MLXchange into Realty Toolkit
1.
Make sure you are NOT already logged into MLXchange.
If you are, log out immediately!
2. Click IMPORT PROPERTY DATA button in Toolkit and then LOGIN TO MLXCHANGE
3. SEARCH for your listings from the Search page (not the quick search on the home page).
4. Once you have put your search criteria in, click on RESULTS in the bottom right corner.
5. Checkmark the properties you want to use as comparables.
6. Choose EXPORT DATA from the Action: drop down menu in the lower left corner.
7. Then CLICK ON THE GREEN ARROW.
8. Choose SELECTED RECORDS from Select Records to Export:
9. Then choose TAB DELIMITED from Data Export Format:
10. Click NEXT.
11. Select REALTY TOOLKIT_RES as the grid format from the drop down.
12. Checkmark INCLUDE COLUMN HEADERS.
13. Click NEXT.
14. When prompted with the question, “Would you like to open the file or save it to your
computer?” click SAVE.
15. Just click SAVE again.
16. Click BACK.
17. Choose EXPORT IMAGE from the Action: drop down menu in the lower left corner.
18. Then click on the GREEN ARROW.
19. Choose SELECTED RECORDS from Select Records to Export:
20. Click NEXT.
21. When prompted with the question, “Would you like to open the file or save it to your
computer?” click SAVE.
22. Just click SAVE again.
23. Click on the EXIT THE MLS button in the top right corner to close the window and return
Toolkit.
USE EXISTING PROPERTIES
If you are working with a saved presentation, or go back to a
previous screen after downloading properties from your MLS,
ToolkitCMA will ask if you want to Use Existing Properties.
Select this option if the properties you want are already
downloaded.
NOTE: If you want to add additional properties to ones
previously downloaded, select Add Listings to Existing
Properties and select Access the MLS. Follow the MLS
access guide to download the properties that you want to add to
your presentation.
18
SELECT PROPERTIES
Camera icon indicates the property information includes a photo.
NOTE: You can add a
property that is not in
MLXchange.
Once the MLS property data has been downloaded correctly, this page will appear
showing each property. Click the box to the left of the listing to include it in your CMA
presentation or click MARK ALL if you want to include all listings.
To view the details or edit the listing before selecting it to be included in the presentation,
click Details/Edit button to the right of each listing. A more complete description of the
property will display with a picture, if available.
Property Sort for CMA Output: You can sort the order in which properties will print
within statuses on your CMA. This can also be set to default in Edit Program Settings
found on the Main ToolkitCMA.com window.
You can delete properties that you do not want. Use the Delete Marked or Delete
Unmarked buttons.
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MLS PROPERTY DATA
DETAILS/EDIT
All of the information downloaded from your MLS is shown in the
DETAILS/EDIT window.. You can MARK this property to include it on your
CMA presentation. Use PREV or NEXT to scroll through all properties.
You can modify information downloaded from your MLS. Click Edit to
change it or to add more information to your CMA. For instance, adjusting
your comparable by adding a deck or additional square footage.
20
EDIT PROPERTY INFORMATION
You can modify any of the information downloaded from your MLS. You
can change text, correct misspellings or add a photo to a property that
does not have one. Once your edits are complete, click SAVE.
21
COMPARATIVE MARKET ANALYSIS
SUMMARY PAGE
COMPARATIVE MARKET ANALYSIS SUMMARY PAGE
This information is a summary of all properties included in the CMA. It gives a
breakdown for each property with subtotals for each status (sold, active, under
contract, etc.).
Median – is the middle amount when the prices are arranged from lowest to
highest price.
22
THREE PICTURE CMA
The three picture CMA page shows the picture and
details for three comparable properties on each
page and arranges/groups properties by status.
23
COLUMNAR CMA
REPORT
There are 3 columnar CMA pages.
The first shows six properties per
page. (Columnar CMA 6 properties
per page) It does not show the
subject property.
The next shows 5 comparable
properties per page with the subject
property in the first column.
The third is the price adjusted CMA
shown on the next page.
NOTE: You will need detailed
information on the subject property
to use option 2 or 3.
Columnar CMA 6 props per page
Columnar CMA
(5 props with Subject)
The first column shows the
subject property.
24
PRICE ADJUSTED REPORT
If you are familiar with creating a price adjusted CMA, you may use this page.
Enter values on the Price Adjusted CMA page for each item to change the total
adjusted figure at the bottom of each column. (For negative values enter the sign) The Total Adj value is used to calculate a suggested selling price for the
subject property.
Only sold properties will be included on the price adjusted CMA. Any numeric
value can be entered. Once you have entered the adjustments, click out of the
field with your mouse so the adjustment is reflected in the Total Adj field.
25
COMPARABLE PROPERTY FLYERS
The comparable property flyer prints one page for each property
downloaded with the house picture and details.
If you only have a few properties to use in your CMA, you may want
to select the Comparable Property Flyer page instead of the 3
properties per page CMA.
26
CMA STATISTICS
These pages contain bar charts
showing statistics on the
comparable properties. You will
receive a chart for each status
downloaded from your MLS.
CURRENTLY ON THE
MARKET
This graph automatically
calculates and displays:
Average, High, Low and Median
price for all currently on the
market properties you have
included in your CMA
presentation.
PROPERTY GRAPH –
RECENTLY SOLD
This graph shows summary
statistics of the recently sold
properties included in your CMA
presentation.
As well as automatically
calculating: Average, High, Low,
and Median price, it shows the
Sale Price % versus the List
Price.
NOTE: The statistics under the
graph give the Average price per
square foot if available.
27
RECOMMENDED PRICE RANGE
RECOMMENDED PRICE RANGE
This page automatically calculates
the suggested price range where the
subject property should be listed to
achieve a maximum sale price in a
reasonable period of time. You must
also select the SUMMARY CMA
PAGE for this page to calculate.
NOTE: The range given here is
based on a percentage you specify in
Program Settings with the default at
+/- 3%.
PRICING STRATEGY WORKSHEET
If you prefer, you can enter your own suggested selling price and information
supporting how this range was determined by selecting the Pricing Strategy
Worksheet. All text on this page can be edited by you. You can save your entries
as a default for future listing presentations.
28
ESTIMATED NET PROCEEDS
If you know the current mortgage
balance on the subject property, you
can complete this page based on your
proposed selling price. This area
shows the homeowner fees they can
expect to incur. The bottom line will
calculate the estimated net proceeds
the seller can expect to receive at
closing.
Enter the different fees associated
with settlement.
NOTE: Although default amounts
and descriptions appear when you
have selected this page, you can
change any and all of the information
to suit your needs. When completed,
click SAVE AS DEFAULT & Next for
future CMA presentations.
29
MARKETING PLAN WORKSHEET
This page gives you the opportunity to present your marketing plan for the subject
property. Although a default marketing plan appears when you have selected this
page, you can change any and all of the text to suit your needs. When
completed, you can SAVE AS DEFAULT for future CMA presentations.
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SERVICES
This page describes in detail what services you and your
company provide to the client.
31
AGENT RESUME AND REFERENCES
You can include your
resume and references in
any presentation.
You can edit your resume
and customer references
by accessing these
functions from the main
ToolkitCMA menu or the
select documents menu.
32
IN CONCLUSION
33
PRINT/PREVIEW
SAVE your
CMA before
printing!
The Print window gives a summary of the CMA presentation you just created.
Note that the boxes on the left are all checked indicating the CMA is finished.
WE RECOMMEND THAT YOU SAVE YOUR DOCUMENT
BEFORE PRINTING IT!
o Print 1 copy to Selected Printer – select the number of copies you want to
print. The default is 1 copy. Pull down the box to send your presentation to a
different printer than the one shown.
Check the box Prompt for Printer Setup if you need to change settings on your
printer before printing and for printing to the office Color Printer.
o Print Preview – If you select Print Preview and then Print Presentation, each
page in the presentation will appear in another browser window. If you find
misspellings or left a page out, you can go back and add or change information
before printing.
o Create Acrobat PDF file – If you want to e-mail the presentation as an
attachment or just save a copy of the final presentation to your PC, select this
option. You will be asked to name and specify where to save the file. NOTE:
PDF files cannot be edited.
**NOTE: Click Save in the upper right hand corner of the window to save your
presentation BEFORE printing or exiting ToolkitCMA. You can come back later
and edit a saved presentation.
34
SAVE CMA
When you click on SAVE CMA, there are three options
to choose from. You can:
o Save & Continue – saves the presentation you are
working on, and returns you to the same window you
were working in.
o Save & Create Another Presentation – selecting this
option will return you to the ToolkitCMA main menu after
it is finished saving your presentation.
o Save & Sign Out – selecting this option will save your
presentation and return you to the login menu.
**NOTE: Each time you save a presentation, it creates a
new copy; it does not replace any previous versions of
the same presentation.
35
PRINT SUMMARY
Once your CMA is finished, you may want to print this page
for reference. It shows the date the presentation was
prepared, and the name and address of your client. Also
shown are the MLS properties and pages printed.
36
MOVING AROUND IN TOOLKITCMA
While creating any presentation, you will be able to determine where you
are by referring to the blue bar at the top of each window. If you need to
go back, you can go to a previous page. For example, to select additional
documents, click on Select Documents to be taken directly to this
window.
More than just a listing
presentation with CMA,
ToolkitCMA can produce
property flyers, property
tours, buyer’s presentations,
FSBO presentations, and
expired listing presentations.
Print a Page Template
If you have a document that
you created in another
program, that you want to
include in your presentation,
print the Presentation Page
Template. Then use the
template as letterhead to print
your document through the
other program.
37
SAVED PRESENTATIONS
Saved Presentations will appear on the Main Menu within
ToolkitCMA.
Presentations are stored for 30 days, saved flyers for 180 days.
If you want to modify a saved presentation, select the circle next
to the presentation name and click Begin.
38
SAVED FLYERS
To retrieve a saved flyer,
click on Select a Flyer and
then Begin.
By clicking on the drop-down next to Select a Saved Flyer, your saved flyers
will appear starting with the most recent flyers created. Click on the flyer you
want to edit and then click on Retrieve.
If you want to create a new flyer from the list of available flyers in Toolkit,
click on Create this Flyer under the flyer you want to create.
39
SAVED PRESENTATION MANAGER
Saved Presentation Manager, an option found on the main ToolkitCMA menu,
allows you to delete old presentations and flyers that you no longer need.
Select each one you want to delete and click Delete Selected. When finished, click
on CLOSE to return to the main menu.
NOTE: Each time you save a presentation, ToolkitCMA saves a new copy; it does
not overwrite the previous copy you saved. Therefore it is possible to see the same
presentation listed here numerous times. Check the name or expires date to
determine the latest copy.
40