Hamptons
Agent Manual
Welcome to Douglas Elliman We aim to reinvent real estate. To make the industry simpler, faster, smarter, more trustworthy. Then, to take this vision all over the world, connecting buyers and sellers like never before. We believe the smallest details can elevate every client experience in big ways. And at the forefront of every interaction? You. Our agents are the human element upon which our brand is built, and our team is excited to support your business. The following guide outlines the many resources we offer and the many ways in which we, together, can optimize your marketing.
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Hamptons Agent Manual Table of Contents
Your First 90 Days at Elliman..................................................................................................................................... 4-7 Elliman Password......................................................................................................................................................... 8-9 Hamptons Regional Team...................................................................................................................................... 10-13 Hamptons Office Managers.................................................................................................................................. 14-15 Douglas Elliman Public Relations..........................................................................................................................16-17 Hamptons Marketing Team....................................................................................................................................18-21 Brand Guidelines......................................................................................................................................................22-23 Print Collateral............................................................................................................................................................... 24 Listing Presentations.....................................................................................................................................................25 Hamptons Photography Initiative.......................................................................................................................26-29 Paid Print Advertising................................................................................................................................................... 30 Paid Google Advertising..............................................................................................................................................32 Paid Social Media Advertising.................................................................................................................................. 33 Advertising | Fair Housing Guidelines................................................................................................................ 34-35 Hamptons Listing Systems | Out East.......................................................................................................................37 Hamptons Listing Systems | EELI.............................................................................................................................. 38 Hamptons Listing Systems | One Key MLS..............................................................................................................39 Agent Tools and Systems | Douglas.......................................................................................................................... 41 Agent Tools and Systems | DE Agent Training....................................................................................................... 42 Agent Tools and Systems | MMS (Media Management System)................................................................ 43-45 Agent Tools and Systems | Videobolt...................................................................................................................... 46 Agent Tools and Systems | Buyside Seller Report..................................................................................................47 Studio Pro Powered by ReChat............................................................................................................................48-75 XpressDocs | Brochures.......................................................................................................................................... 76-87 New Exclusives Checklist.............................................................................................................................................89 10 Ways to Market Your Exclusives........................................................................................................................... 90 Post on Social Media.....................................................................................................................................................91 Douglas Elliman Offices | Hamptons........................................................................................................................92
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Your First 90 Days at Elliman
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Hamptons Agent Manual Your First 90 Days at Elliman
First 30 Days Check List ❒ Set up your email and email signature by contacting helpdesk.elliman.com. ❒ Set up an onboarding meeting with Peyton Schebler at peyton.schebler@elliman.com. ❒ Schedule a meeting with your office admin to tour office and locate marketing materials. ❒ Review available orientation classes through DE Training. This virtual orientation series takes place monthly. ❒ Schedule a professional headshot appointment through the Hamptons Marketing Request Form. ❒ Reach out to bio writer introduced by Peyton. ❒ Organize your contact lists. ❒ Upload/sync your contacts to StudioPro. ❒ Create/Update social media accounts. (Facebook, Instagram, LinkedIn). Use the same handle name across all platforms for consistency. ❒ Update all personal settings on Douglas. (Your admin can give you an overview of Douglas and arrange for a Hamptons listing systems training for you.) ❒ Send an announcement. (Email, direct mail, and social media) to your personal and professional network that you have joined Douglas Elliman. ❒ Order business cards directly through XpressDocs. (Your admin can assist you) douglas.elliman.com > Agent Apps > XpressDocs ❒ Order name riders. (Through your office admin) ❒ Get to know the other agents in your office and consider asking someone to mentor you. ❒ Attend open houses and networking events. 5
2022 Hamptons Agent Manual Your First 90 Days at Elliman
30-60 Days Check List ❒ Continue attending networking events to build your network. Bankers, mortgage brokers, lawyers, interior designers and accountants are just a few examples of the types of professionals who can refer buyers and sellers to you. ❒ Start thinking about how you want to brand yourself. What makes you different from the hundreds of other real estate agents in the Hamptons? Why should people want to work with you? ❒ Create/update your listing presentation so that you have it ready to go at a moment’s notice. ❒ If you haven’t started already, begin posting regularly to each of your social media accounts (once or twice a day) When creating content, think locally and post about news or events you are attending. ❒ Identify a selling area or demographic that you would like to focus on, starting with your own neighborhood. Create a mailing list for your neighborhood, and send a direct mail piece introducing yourself. Follow up with a new piece each quarter to stay fresh in potential clients minds. Be consistant. Spend 30 minutes to an hour each day following up with prospects. ❒ If you haven’t received any referrals or leads yet, start researching expired listings and FSBO’s in your area and begin cold calling them or meeting in person.
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Hamptons Agent Manual Your First 90 Days at Elliman
90+ Days ❒ If you have completed all the previous steps, and have not yet seen any traction, consider teaming up with another agent who has been in the business longer and already has a client base. It is a great way to learn while making money at the same time. ❒ Contact the marketing department for a one-on-one consultation. ❒ Think outside the box. Get creative!
New Agent Training through LIBOR You will need to take the New Agent Training course through LIBOR within your first 90 days at Elliman. You need to take this course before your 90 days are up or your access to your Elliman email will be turned off. The New Agent Orientation Webinar is a 4-hour webinar that will go over important information you will need as a new member to LIBOR. https://www.lirealtor.com/education/new-agent-orientation
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Hamptons Agent Manual Elliman Password
Elliman Password As an agent a password is required to log into Douglas, Office365 (email), Mimecast, and to log on to your office desktop. You will be required to change your password every 90 days. To change your password visit https://pwreset.elliman.com. You will then be greeted with the following page: Setting Your Password: Step #1
Enter your DE username (Example: JSmith@elliman.com) followed by the captcha code. Click “Next” to continue. Next, you will have 2 options to choose from. Select the choice that best suits your need and click “Next”. Setting Your Password: Step #2
Next, you will be prompted to select your choice of authentication. Select your choice, then follow theremaining prompts to authenticate to complete the process. 8
Hamptons Agent Manual Elliman Password
Please Note This does NOT change your password for Out East, EELI, MLS Stratus or Southampton GIS, those passwords will remain the same.
Setting Your Password: Step #3
Once you complete the process, of either Resetting your password or unlocking your account, you will then be able to update to your new password on your devices, or access your DE email/Douglas once again. After you change your password, you will need to update your password on your mobile device and any place you may have saved the old password. Your new password must meet the following criteria: • Must be at least eight characters in length. • Must include both letters and numbers. • Must include a mix of uppercase and lowercase letters. • The following words will not be accepted as part of your password. (douglas, elliman, password, your first or last name, consecutive numbers such as 12345) Here is some additional helpful information about protecting your password. It is of utmost importance that the password remains protected at all times. The following guidelines must be adhered to at all times: • Never write your passwords down or store them where they are open to theft. • Never store your passwords in a computer system without encryption. • Do not use any part of your username within the password. For questions about changing your password or any of the steps above email helpdesk@elliman.com 9
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Meet the Hamptons Regional Team
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Hamptons Agent Manual Hamptons Regional Team
Who We Are
Todd Bourgard Senior Executive Regional Manager of Sales M 631.875.9667 todd.bourgard@ elliman.com
Melody Newberry Regional Director of Operations O 631.204.2732 melody.newberry@ elliman.com
Barbara Mattson Operations Manager O 631.267.7300 M 516.658.5735 barbara.mattson@ elliman.com
Sandhia Ramkhelawan Agent Account Manager O 631.537.6984 sandhia.ramkhelawan@ elliman.com
Ruben Rivera Regional Director of Information Techonology O 631.537.4219 helpdesk@ elliman.com
Sarah Arancio Senior Director of Marketing O 631.537.6524 sarah.arancio@ elliman.com
Kerri Cettel Senior Art Director O 631.537.6914 kerri.cettel@ elliman.com
Peter Moray Hamptons/North Fork Regional Listings Database Administrator O 631.291.2665 peter.moray@ elliman.com
Peyton Schebler Agent Coordinator peyton.schebler@ elliman.com
Nancy Raia Senior Public Relations Manager M 917.531.7492 nancy.raia@ elliman.com 12
Hamptons Agent Manual Hamptons Regional Team
What We Do • Handle all the nuanced details of day to day working at Elliman • Transaction Management Forms • Compliance • Onboarding new agents • Training in systems and processes • Managing listing systems • Managing regional budgets • IT Assistance
How to Work With Us Email Us Email for questions or to set up an in person meeting.
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Meet the Hamptons Office Managers
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Hamptons Agent Manual Hamptons Office Managers
Who We Are
Todd Bourgard Senior Executive Regional Manager of Sales and Manager, Westhampton, Quogue and Hampton Bays M 631.875.9667 todd.bourgard@ elliman.com
Timothy Kelly Manager, Montauk & Sag Harbor O 631.725.0200 M 917.856.2367 timothy.kelly@ elliman.com
Barbara Mattson Manager, Bridgehampton & East Hampton O 631.267.7300 M 516.658.5735 barbara.mattson@ elliman.com
What We Do Support you! • Advise agents on all aspects of securing exclusive listings • Help agents with negotiations if necessary • Guide agents through sealed bid situations • Help agents with listing presentations • Answer all real estate related questions or direct agents to someone in the company who can help
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Raymond Smith Manager, Southampton O 631.204.2728 M 516.381.2574 raymond.smith@ elliman.com
Joan Meyer Assistant Manager, Southampton O 631.204.2728 M 631.603.6040 joan.meyer@ elliman.com
Meet the Douglas Elliman Public Relations Team
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Hamptons Agent Manual Douglas Elliman Public Relations
Who We Are
Stephen Larkin Executive Vice President & Chief Communications Officer O 212.891.7042 stephen.larkin@elliman.com
Nancy Raia Senior Public Relations Manager M 917.531.7492 nancy.raia@elliman.com
What We Do Public Relations reaches out to targeted media outlets to feature our properties in the press • Douglas Elliman’s Hamptons Public Relations is the preeminent PR team in all Hamptons Real Estate • With 64% Share of Voice in the Hamptons and 1,378 Total Articles mentioning Douglas Elliman
How to Work With Us Email Nancy [nancy.raia@elliman.com] your property listing and what makes it special. The Douglas Elliman Public Relations Department will strategically pitch the property to carefully targeted and curated media outlets in print, digital and television. PR will pitch the story with the recognition that media outlets make the final selection of what stories they will publish. 17
Meet the Hamptons Marketing Team
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Hamptons Agent Manual Hamptons Marketing Team
Who We Are
Sarah Arancio Senior Director of Marketing O 631.537.6524 sarah.arancio@ elliman.com
Kerri Cettel Senior Art Director O 631.537.6914 kerri.cettel@ elliman.com
Scott Enstine Digital Media Manager O 631.537.4801 scott.enstine@ elliman.com
Mike Gottfried Senior Graphic Designer O 631.537.6720 mike.gottfried@ elliman.com
Nancy Wright Advertising Manager O 631.537.6981 nancy.wright@ elliman.com
Matt Amato Marketing Coordinator O 631.537.4237 matt.amato@ elliman.com
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Hamptons Agent Manual Hamptons Marketing Team
What We Do • Help you build your brand within the Douglas Elliman umbrella • Offer guidance and recommendations as you market your listings • Book and design regional advertising opportunities in print and digital • Manage national campaigns regionally • Manage sponsored events • Develop custom brochures, marketing plans and listing presentations for values $8M and up
How to Work With Us Hamptons Marketing Request Form Submit a job request or set up an in person meeting by going to douglas.elliman.com > Agent Apps > Request Form PLEASE NOTE: Each member of the marketing team has a link in their email signature accessing the Hamptons Marketing Request Form.
Review our Policies The Marketing Team wants your materials to be as beautiful and effective as you do. For this reason, we partner with you to select vendors, and ensure the quality of every finished product. APPROVALS
All marketing and communication that corresponds to official business involving Elliman MUST BE APPROVED BY THE ELLIMAN MARKETING TEAM. According to DOS Regulation 175.25 ONLY DOUGLAS ELLIMAN MARKETING CAN SIGN ADVERTISING AGREEMENTS. Advertising includes telephone, websites, e-mail, electronic bulletin boards, business cards, signs, billboards, and flyers. Need marketing approval? Email hamptons.marketing@elliman.com
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Hamptons Agent Manual Hamptons Marketing Team
Working with Marketing WORKING WITH AN OUTSIDE DESIGN VENDOR
CUSTOM IN-HOUSE DESIGN REQUESTS
Elliman has an in-house design team that is able to assist with custom marketing materials for PROPERTIES OVER $8M. If you would like to create something custom, please submit your request via douglas.elliman.com > Agent Apps > Request Form. Once the form is submitted, a team member will reach out to confirm turnaround time, capabilities, and cost.
If you would like to work with an outside vendor to create a custom markeing piece, they must be approved by the marketing team. All materials produced should adhere to Douglas Elliman Brand Policies and our visual Style Guide, which spells out the design philosophy of our brand from our official logo to how to use our colors. Brand Style Guide is available on douglas.elliman.com > Marketing Materials > Corporate Brand Guidelines > Logobrand Guidelines.
CUSTOM DESIGN REQUESTS
Custom Property Brochure
5–10 business days
Ad Creative
5–10 business days
Custom Listing Presentation
5–10 business days
Custom Postcard
3–5 business days
PROCESSES AND PROCEDURES
•
All marketing requests have a 1 business day response time.
•
If requests are received after 5pm, they will be addressed the following business day.
•
urnaround time is 5 business days for all requests using existing DE design templates T (non-custom). Custom requests can take additional creative time.
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Hamptons Agent Manual Brand Guidelines
Brand Fundamentals BRAND PURPOSE
We exist to transform your vision of luxury into a place you call home. BRAND BELIEFS
• We believe that luxury is personal and ever-evolving. • We believe that great relationships are the ultimate closer. • We believe in ownership and partnership, not management. • W e believe that success is built by investing in the long-term over short-term goals.
POINTS OF DIFFERENCE 1. Our Unparalleled Experience Brings It Home. 2. We Preserve Humanity in Every Transaction. 3. Our Integrated Network Is the Engine Behind Every Deal. 4. Empowering Agents to Discover Success Within Themselves.
All materials produced should adhere to Douglas Elliman Brand Policies and our visual Style Guide, which spells out the design philosophy of our brand from our official logo to how to use our colors. Brand Style Guide is available on douglas.elliman.com > Marketing Materials > Corporate Brand Guidelines > Logobrand Guidelines
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Hamptons Agent Manual Brand Guidelines
Brand Elements LOGOS
The Douglas Elliman master logo is the preferred logo for all applications, and should be used whenever possible. If you are unsure of how to incorporate the logo, consult your marketing team. The Elliman logo is available on douglas.elliman.com > Marketing > Marketing Materials-Corporate > Brand Guidelines and Logo.
Douglas Elliman Master logo
COLOR Philosophy
Our palette is comprised of four bold and sophisticated colors to create a consistent visual signature that reflects our expertise. Our primary colors of Crisp White and Blue Black serve as a solid foundation for our key color, Elliman Blue, which is used with restraint as an accent. Elliman Gray is a supporting color primarily for copy, but may sub for Blue Black in cases where it is more harmonious with the imagery being used.
Crisp White
DE Blue Black
DE Blue
New Elliman Gray
PRINT: 0 / M 0 / Y 0 / K 0
PRINT: C 100 / M 88 / Y 0 / K 6
PRINT: C 79 / M 2 / Y 14 / K 7
PRINT: C 77 / M 62 / Y 31 / K 47
DIGITAL: R 255 / G 255 / B 255
DIGITAL: R 16 / G 11 / B 40
DIGITAL: R 0 / G 156 / B 189
DIGITAL: R 50 / G 55 / B 68
DIGITAL: HEX #FFFFFF
DIGITAL: HEX #100B28
DIGITAL: HEX #009CBD
DIGITAL: HEX #100B28
TYPOGRAPHY Douglas Elliman Branding Fonts
Approved Digital Fonts
Euclid Circular Saint Colombe
Times New Roman Regular Helvetica Bold 23
Hamptons Agent Manual Print Collateral
Print Collateral White space, bold headline descriptors, and branded logo marks set our print pieces apart. In every iteration, our collateral captures essential property information and agent details in a single view. XpressDocs | Brochures and Postcard Mailings - See Page 76
1. Utilize Xpressdocs templates to choose the best collateral option. 2. Select the best photos of the listing as well as the information you would like to include.
3. Place the order with Xpressdocs to either be mailed to you or use their mailing service.
Studio Pro | Open House Showsheets - See Page 48
With information pulled directly from the listing system, these beautiful and informative documents are ready in minutes.
501 High Pond Lane, Southampton Open House | September 18, 2021 | 2-4pm
501
High Pond Lane SOUTH A MP TON VILL AGE
Erica Grossman
Exceptional Property $2,575,000 | Beds: 6 | Baths: 4 , Half Baths: 1 | Approx. SF: 5,002 | Maint/CC: $515 | Acreage: 0.01 Exclusive "B" model townhome. One of a kind end unit & western exposure. This 6 bedroom 5 1/2 bath home with an open oor plan is an entertainer's dream. Open space gourmet kitchen featuring Wolf, Sub Zero Bosch appliances. A generous master on the rst level with generous master bath and custom closets. Second level has three guest bedrooms, two baths and a lo overlooking the great room. The lower level has two additional bedrooms and full bath. Media area, and plenty of storage. This property o ers plenty of privacy. A nearby clubhouse features a tness center, two lounging areas, heated gunite pool and tennis. This community is located just minutes away from the heart of Southampton Village, shopping and ne dining. A short bike ride to the nest ocean beaches on the east end completes the picture.
elliman.com
Just Sold
Licensed Real Estate Salesperson O 631.204.2723 M 917.710.2512 erica.grossman@elliman.com
2488 MAIN ST, P.O. BOX 1251, BRIDGEHAMPTON, NY 11932. 631.537.5900 © 2021 DOUGLAS ELLIMAN REAL ESTATE. ALL MATERIAL PRESENTED HEREIN IS INTENDED FOR INFORMATION PURPOSES ONLY. WHILE, THIS INFORMATION IS BELIEVED TO BE CORRECT, IT IS REPRESENTED SUBJECT TO ERRORS, OMISSIONS, CHANGES OR WITHDRAWAL WITHOUT NOTICE. ALL PROPERTY INFORMATION, INCLUDING, BUT NOT LIMITED TO SQUARE FOOTAGE, ROOM COUNT, NUMBER OF BEDROOMS AND THE SCHOOL DISTRICT IN PROPERTY LISTINGS SHOULD BE VERIFIED BY YOUR OWN ATTORNEY, ARCHITECT OR ZONING EXPERT. IF YOUR PROPERTY IS CURRENTLY LISTED WITH ANOTHER REAL ESTATE BROKER, PLEASE DISREGARD THIS OFFER. IT IS NOT OUR INTENTION TO SOLICIT THE OFFERINGS OF OTHER REAL ESTATE BROKERS. WE COOPERATE WITH THEM FULLY. EQUAL HOUSING OPPORTUNITY.
459 Brick Kiln Road, Sag Harbor | Last asking $2,625,000
Xpressdocs 4-Page Brochure and Large Postcard
Studio Pro Showsheets
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Hamptons Agent Manual Listing Presentations
Our Scale Is Your Strength With over 7,000 agents and more than 100 offices in key markets across the country, we have the reach and resources to promote your property from coast to coast.
Your Journey, Your Partner
Our scale enables your agent to leverage a powerful network of referrals and services that puts our national strength to work for you.
#1 Brokerage $29.6 in New York City
Direct Access to
At Douglas Elliman, we understand that real estate is a journey —and that personal relationships built on trust are the key to finding your way home.
7,000+
Agents Nationwide
Powered by national scale and global reach, with local market expertise and data-driven insights, we are committed to being a trusted partner on your real estate journey.
elliman.com
Billion in Sales for 2020
One of the Largest
Independent Residential Real Estate Brokerages in the U.S.
Strategic Partnerships
We Open a World of Opportunities 1.5 Million
Clients Within Our Database
Our exclusive partnership with Knight Frank makes us the world’s largest privately-owned global property network, with the stature and presence that attracts buyers from around the world. The annual Douglas Elliman | Knight Frank Wealth Report provides comprehensive and in-depth analysis of the prime properties, major investments, high-net-worth individuals ($1M+) and ultra-high-net-worth individuals ($30M+) at the top tier of global real estate.
© 2021 DOUGLAS ELLIMAN REAL ESTATE. EQUAL HOUSING OPPORTUNITY.
26,900+ Agents Worldwide
584
Offices in 61 Countries
15,000 elliman.com
© 2021 DOUGLAS ELLIMAN REAL ESTATE. EQUAL HOUSING OPPORTUNITY.
elliman.com
Affluent Individuals Profiled in Our Wealth Report
© 2021 DOUGLAS ELLIMAN REAL ESTATE. EQUAL HOUSING OPPORTUNITY.
Listing Presentations The Douglas Elliman Listing Presentation will revolutionize your meetings with potential clients. It showcases our remarkable statistics and differentiators. Pre-printed sheets are available in most offices, and an editable PowerPoint or Keynote template is available online at Douglas > Departments > Marketing > Marketing Materials – Hamptons > _2021 Hamptons Listing Presentations. Once you have created your pitch book, hard and soft covers are available at each office. You can ask your office admin for support in helping you bind your presentation. Listing Presentation Features •
DE Competitive Advantages
•
Knight Frank
•
Public Relations
•
Advertising Reach
•
Online Presence
•
Agent’s featured solds, listings, accolades and bio
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Hamptons Photo Initiative
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Hamptons Agent Manual Hamptons Photography Initiative
Hamptons Photography Policies • Photography orders must be for Douglas Elliman Exclusives ONLY. • DE will cover the cost of rentals only through VHT. • Placement of the order MUST go through your administrative assistant for Douglas Elliman to cover the costs. • Agents CANNOT place the order directly with the vendor. If you do so, you will not be reimbursed. REMEMBER IF YOU PLACE ORDER YOURSELF YOU ARE RESPONSIBLE FOR PAYING FOR THEM
How to Order 1. 2.
Email your administrative assistant and CC hamptons.photos@elliman.com for each request. In your email, include Signed Exclusive Right to Sell and which vendor you would like to use, the Elliman web ID number, address, price, and the last name of the owner. Your admin will send out the order to the vendor of your choice.
3. The vendor will contact you to schedule. Rules sheet will be emailed to agent. If you would like to order additional services than what is covered by DE’s photo initiative with the basic package, this is when you do it. These additional services will be billed to you. 4. 5.
Make sure property is ready for photo shoot. Agent MUST meet photographer at the shoot. If you do not meet the photographer at the shoot, and you are unhappy with the photos, you will have to pay for a reshoot.
What is Included This depends on the vendor and price of the property. Approved vendors and packages on following pages.
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Hamptons Agent Manual Hamptons Photography Initiative
RISE MEDIA | WWW.RISE-MEDIA.COM
LPG | WWW.LIFESTYLEPRODUCTION.COM
Listings up to $3M: 15 Premium Photos Pool Drops Included Enhanced Images Photos sent high resolution
Listings up to $2M-5M: 15 High Definition Photos of Property Final Product in High and Low Resolution Delivered within 3-5 Business Days Grass, Sky and Pool Edits Included Additional Editing Fees for Virtual Staging
Listings $3M-8M: Up to 25 Premium Photos Pool Drops Included 1 Digital Dusk Image Enhanced Images Photos sent high resolution Listings Lux Package $8M and Above: * Up to 25 Premium Photos Pool Drops Included Enhanced Images Social Media Add-on (Property Lifestyle Images) 1-2 Custom Texture Photos Dusk Photography (4) Drone Photography (6) Property Video with Drone Add-on Floor Plans: Up to 10,000 interior and 10,000 exterior
Listings $5M-8M: 25 High Definition Photos of Property Final Product in High and Low Resolution Delivered within 3-5 Business Days Grass, Sky and Pool Edits Included Additional Editing Fees for Virtual Staging Listings $8M and Above: * PHOTOGRAPHY 30 High Definition Photos of Property $20 per photo thereafter Final Product in High and Low Resolution Delivered within 3-5 Business Days Grass, Sky and Pool Edits Included Additional Editing Fees for Virtual Staging Floor Plans
Lux Package (Teardown): Up to 15 Premium Photos Pool Drops Included Enhanced Images Photos sent high resolution Drone Photography (6) Video
AERIAL PHOTOGRAPHY 3-5 High Definition Aerial Photos of Property Final Product in High & Low Resolution Delivered within 3-5 Business Days Grass, Sky and Pool Edits Included Additional Editing Fees for Virtual Staging TWILIGHT PHOTOGRAPHY 1 Digital Twilight Photo Final Product in High and Low Resolution Delivered within 3-5 Business Days Grass, Sky and Pool Edits Included VIDEO PRODUCTION PRO 1 (DAY) 1 Minute Property Video Tour Advanced Post Production Interior, Exterior & Aerials Branded & Unbranded Versions Delivered in within 3-5 Business Days
*Hamptons Marketing will cover the cost of a customized package but the order MUST be placed by your office administrator. Please specify to the Hamptons Marketing Director in an email which of these items are needed for your listing.
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Hamptons Agent Manual Hamptons Photography Initiative
VHT | WWW.VHT.COM
JUMP VISUAL | WWW.JUMPVISUAL.COM
Listings Up to $1.2M 15 Gold Photos Blue sky and green grass on exteriors
Listings Up to 1.2M: 20 Photos Premium editing and blended photos YouTube slide show Virtual Tour
Listings $1.2M to $2.5M: 20 Gold Photos Blue sky and green grass on exteriors
Listings $1.2M-$5M: 25 Photos Premium editing and blended photos YouTube slide show Virtual Tour
Listings $2.5 to $5M: 25 Gold Photos Blue sky and green grass on exteriors Listings $5M+: 25 Gold Photos Blue sky and green grass on exteriors
Up to $3M Rise
$3M-$8M $8M+ Luxury $8M+ Teardown
LPG
$2M-$5M $5M-$8M $8M+ Up to $1.2M VHT
$1.2M-$2.5M $2.5M-$5M $5M+ Rentals Jump
Up to $1.2M $1.2M-$5M $5M+
✓
$ $ ✓ $
Elliman Paid - Order through office admin
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$
Virtual Tour
YouTube Slideshow
Virtual Staging
Floor Plans
Video
Pool Drops
Grass Touchups
✓✓✓ $ ✓✓✓ $ ✓ ✓ ✓✓ ✓✓ $ ✓✓✓✓✓ ✓ $ $ ✓✓ ✓ $ ✓ $ $ ✓✓ ✓ $ ✓✓✓✓✓✓✓ $ $ ✓✓ $ $ $ $ ✓ $ $ ✓✓ $ $ ✓ $ $ $ ✓✓ $ $ ✓ $ $ ✓✓ $ $ ✓ $ $ ✓✓ $ $ ✓ $ $ ✓$ $ ✓✓ ✓ $ ✓✓ ✓✓ ✓✓ ✓
$ $ $ ✓ $ ✓ $ $ $ $ $ $ $ ✓ $
Sky Touchups
Twilight Photos
30 Gold Photos
25 Gold Photos
20 Gold Photos
20 Silver Photos
15 Gold Photos
Rentals 20 Silver Photos Blue sky and green grass on exteriors
Aerial Photos
Listings $5M and up: 30 Photos Premium editing and blended photos YouTube slide show Virtual Tour 1 Free Virtual Dusk Photo
$ $ ✓ $ ✓ $ $ $ $ $ $ $
✓✓ $ $ $ $ $
$ $ $ $ $
✓✓ ✓✓ ✓✓
Agent Paid - Additional Fee
Advertising That Attracts Buyers
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Hamptons Agent Manual Paid Print Advertising
Paid Print Advertising Through the incorporation of white space, pattern, and stunning photography, we develop our listing ads to tell a story. Sleek and stylish, they seamlessly fit within the pages of publications nationwide. We believe that both digital and print advertising is important for your brand awareness. The marketing team has put together a robust list of options for you to choose from.
REQUESTING A CUSTOM PRINT OR DIGITAL AD
1. Go to douglas.elliman.com > Agent Apps > Request Form to put in your request. 2. Share listing information, goals, and budget with the advertising team. 3. The advertising team will make a recommendation based on your needs, book the ad, and lead the creation of artwork. 4. A proof will be sent for confirmation of approval.
PLEASE NOTE: Advertising space reservations According to DOS Regulation 175.25 ONLY DOUGLAS ELLIMAN MARKETING CAN SIGN ADVERTISING AGREEMENTS. Advertising includes print ads, digital ads, telephone, websites, e-mail, electronic bulletin boards, business cards, signs, billboards, and flyers. Need marketing approval? Want to book a space reservation? Email hamptons.marketing@elliman.com 31
Hamptons Agent Manual Paid Google Advertising
Paid Google Advertising Google display ads appear on over two million websites and in over 650,000 apps, so your property can show up wherever your audience is.
Sample Markets
Cost
• Hamptons
Starting at $500 per market for 4 weeks
• New York City • Los Angeles • Aspen • Florida • Additional Luxury Markets 32
Hamptons Agent Manual Paid Social Media Advertising
Paid Social Media Advertising Leveraging platforms like Facebook and Instagram is an effective tool for building awareness around a listing. Running paid social media ads on social media is a great way to drive awareness of a specific property.
PAID SOCIAL MEDIA ADVERTISING ON DEHAMPTONS
Running paid social media ads on social media is a great way to drive awareness of a specific property. Some things to consider
Where do you want the ad to direct people: • A listing page • A custom property website • A listing video Targeting
• What is the age range you want to target? • Where do prospective clients currently live? (city, state, zip) • What is their profession? • What is their annual income? • What are their interests? • What are their behaviors? (homeowner, first-time home buyer, likely investor) Cost
Facebook: Starting at $500 per month Instagram: Starting at $150 per two weeks
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Hamptons Agent Manual Advertising | Fair Housing Guidelines
Fair Housing Guidelines FAIR HOUSING INVESTIGATION UNACCEPTABLE TRIGGER TERMS
• Max two (2) people, third (3rd) extra charge • Great for one (1) • One (1) person preference • Rent on per person basis • Ideal for couple • Ideal for working couple • Ideal for adults • Suitable for couple • In quiet adult community • Perfect for working single • Adults preference • Ideal for two (2) adults • Professional and students only • Looking for professional • Mature adults • Professional couple preference • One (1) person preference • Employed couple or single • Ideal for a single • Employed male/student • Ideal for single & students • Ideal for single person/ couple • Perfect for students • Suits one (1) to two (2) employed adult/students • Ideal for male/female • Great for students • No pets or children • Max two (2) people • Ideal for single female • Working single • Male/female suitable for one
• Two (2) bedroom maximum two (2) person occupancy • Able-bodied • Adult community • Adult living • Adults only • African • Agile • Americans • American-Indians • No alcoholics • Any reference to religion • Any reference to race/ ethnicity • Any reference to nationality • Asian • Bachelor • No blacks • Blind • Board approval required • Buddhist • Cambodian • Catholic • Caucasian • Chicano (Mexican-Americans) • Chinese • No children • Colored • No crippled • No deaf • No drinkers • Must be employed • Empty nesters • Executives • French • Foreigners
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• • • • • • • • • • • • •
• • • • • • • • • • • • • • • •
•
Not for handicapped Healthy only Hindi Hispanic No impaired Immigrants Independent living Indian Interracial Irish Italian German Government assistance welcome/no government assistance (Welfare, Food stamps, etc.) Greek Orthodox Portuguese Protestants No HIV/Aids No guide dogs No service dogs No hearing dogs Integrated Jewish Latino Married Married couple Mature individual Mature persons Membership approval required Military status (honorably discharged, serving in military, retired, etc.) Minorities
Hamptons Agent Manual Advertising | Fair Housing Guidelines
FAIR HOUSING INVESTIGATION UNACCEPTABLE TRIGGER TERMS
• • • • • • • • • • • • • •
No mentally handicapped No wheelchairs No mentally ill Middle-Eastern Mormon temple Near temple Near synagogue/ house of worship Newlyweds # of children Older person One child One person Oriental Physically fit
• • • • • • • • • • • •
Polish Puerto Rican Spanish Se habla espanol No retarded Retirees No seasonal worker Section 8 OK Shrine Singles only Single person Victims of sexual abuse, domestic violence, and/or stalking • Young
• Youthful • No persons on social security • No unemployed • White • White only • Catholics/no Catholics • Muslims/no Muslims • Atheists/no Atheists • Christians/no Christians • Straight/Heterosexual persons only • Gay/lesbian/ people only • Transgendered/ no Transgendered
FAIR HOUSING ACCEPTABLE WORDS
• • • •
• • • •
• •
Credit check required Den Equal Housing Opportunity Family room (only if Certificate of Occupancy Designated) First time buyer Fixer-upper Guest house In-law apartment (only if Certificate of Occupancy Designated) Luxury townhouses Nanny room (only if
• • • • • • • • • • •
Certificate of Occupancy Designated) Near golf course Near mass transit Neighborhood name Nice No smoking Nursery (only if Certificate of Occupancy Designated); Nursing home On bus route Play area Privacy Private driveway (if in fact
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• • • • • • • •
“Private” as per zoning and survey) Private entrance (if part of a Multi-Family Home) Quality construction Reference required Security provided Verifiable income View of _______ Winter/Summer/Fall/Spring rental or seasonal rental With view
Hamptons Listing Systems
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Hamptons Agent Manual Hamptons Listing Systems | Out East
Out East Zillow KnightFrank
and more
FEEDS TO
Elliman.com
FEEDS TO
OutEast
• Out East feeds directly to Elliman.com, which feeds to Knight Frank, Zillow, Realtor and many other agregators. • Photos can be overwritten from OutEast by putting them in MMS (see pages 43-45) through Douglas. • Agents are welcome to submit insights to be posted on their website. • Search by town, price point, amenity, and tailored listing suggestions.
For questions about Out East please contact Peter Moray at peter.moray@elliman.com
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Hamptons Agent Manual Hamptons Listing Systems | EELI
East End Long Island
HamptonsRE.com
FEEDS TO
East End Long Island
• EELI is the co-broking tool for agents and brokers. Putting our Douglas Elliman listings on EELI is the only way that other local Hamptons agencies can see our listings and we can view theirs. • EELI feeds to the public facing website HamptonsRE.com. • Anything that you want to be updated on our Elliman.com, Zillow, Realtor.com, etc. needs to be adjusted on Out East. Only Out East feeds to these websites. • Any changes made to either system needs to be done on both systems if you want your listings to appear consistently online. If the only place you update your listings is EELI, the change will only appear on HamptonsRE.com. It is the updates to Out East that will appear everywhere else.
For questions about EELI please contact Peter Moray at peter.moray@elliman.com
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Hamptons Agent Manual Hamptons Listing Systems | One Key MLS
One Key MLS Zillow KnightFrank
and more
FEEDS TO
Elliman.com
FEEDS TO
One Key MLS
• MLS feeds directly to Elliman.com, which feeds to Knight Frank, Zillow, Realtor and many other agregators. • MLS is the only listing system that Long Island and The North Fork use. If a Hamptons agent has a listing on the North Fork, they must enter the listing on MLS if they want it to appear on Elliman. com. North Fork listings DO NOT feed to Elliman.com from the Out East system, with the exception of Shelter Island and Shelter Island Heights. MLS password Your 6-digit log-in, is also your MLS login and your password would be the first letter of your first name and then your last name. For training on One Key MLS visit www.lirealtor.com
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Agent Tools and Systems
40
Hamptons Agent Manual Agent Tools and Systems | Douglas
Douglas Douglas allows you to update your personal settings, access agent apps, like Studio Pro and XpressDocs, sign up for classes through DE Training, access marketing materials, and more.
• Update personal settings for your email signature and elliman.com. Edit password, headshot, bio, social handles, and signature. douglas.elliman.com > My Settings (could take up to 4 hours to update) • Access Studio Pro. (Manage CRM, Properties, Forms, Showsheets, E-Blasts, Social Media) douglas.elliman.com > Agent Apps • Access XpressDocs. (Business Cards, Brochures and Postcards) douglas.elliman.com > Agent Apps • Listing Presentation Templates. douglas.elliman.com > Departments > Marketing/ MarketingMaterials-Hamptons > _2021 Hamptons Listing Presentations • Douglas Elliman Training. douglas.elliman.com > Departments > Training • Market Reports. douglas.elliman.com > Departments > Marketing > MarketingMaterials-Hamptons > Market Reports Peyton Schebler will go over Douglas on your initial onboarding training. There are additional classes on Douglas found under the DE Virtual Orientation. You can register at douglas.elliman.com > Departments > Training. For further questions about Douglas please contact your office administrator. 41
Hamptons Agent Manual Agent Tools and Systems | DE Agent Training
DE Agent Training Douglas Elliman provides online training to help you succeed in your real estate business. We offer a 4-day virtual orientation for new agents, and ongoing classes where you can learn about our DE systems, social media, public relations, and more. Be on the lookout for emails from DE training detailing upcoming classes.
1.
Go to douglas.elliman.com > Departments > Training.
2.
Click Register for Classes.
3. The entire online training catalog should appear. 4. Click on training of your choice to register.
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Hamptons Agent Manual Agent Tools and Systems | MMS
MMS High resolution property photos need to be put into MMS so that the PR and Marketing departments can download them for advertising, press and window displays. Please Note: The order in which the photos are placed into MMS overrides the order they are put in on OutEast
Step #3
This is a step by step tutorial on how to manually upload your photos into MMS (Media Management System). Your high resolution photos are seamlessly transfered to elliman.com (with the full screen option), XpressDocs, (for property brochures and postcards) and knightfrank.com for properties over $1M. 1.
Sign in with your account at douglas.elliman.com
2.
Click on Agent Apps
3. Click on Listings
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Hamptons Agent Manual Agent Tools and Systems | MMS
4. A preview of all your Hamptons listings will appear. Click on the MMS tab of the listing you are looking to update. 5. The next screen shows you all of your interior/exterior active photos. Click on upload new photo (high-res photos should be filed in convenient location on your computer) Original photos need to be at least 1MB to be displayed as “full screen”
Step #4
Step #5
Step #6
Step #7
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Hamptons Agent Manual Agent Tools and Systems | MMS
Step #8
Step #9
Step #10
6.
Next either click the Add Files tab or drag & drop your photos from your computers*
7.
Tagging: BEFORE FINAL UPLOAD, tag all photographs with the Interior Button
8. After pictures are tagged, click Start Upload 9. Once all photos have been uploaded, to ensure full screen capability, under each photo check box “Show in Full Screen” 10. You can rearrange the photos by clicking and dragging to your preferred order. In order to deactivate or remove a photo, click on the photo and drag over to the right and let the photo go under Inactive Photos. Photos can take up to 12 hours to feed to elliman.com.
Please Note When loading photos to MMS, all photos should be loaded on the first tab – Interior Photos – whether they are interior or exterior photos. Exterior photos should not be loaded on the Exterior Photos tab.
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Hamptons Agent Manual Agent Tools and Systems | Videobolt
Videobolt A unique tool that provides on-demand video marketing opportunities for every Douglas Elliman agent and the listings they represent. This allows you to produce custom videos with just a few clicks and keystrokes.
douglas.elliman.com > Agent Apps > Videobolt
46
Hamptons Agent Manual Agent Tools and Systems | Buyside Seller Report
Buyside Seller Report Buyside is a great tool which will help you gain trust and provide your clients with game changing information throughout the sales flow.
douglas.elliman.com > Agent Apps > Buyside Seller Report • Subscribe your client to the seller report. • Add comments to keep your client informed. • Professional CMA reports.
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An Introduction to Studio Pro by ReChat
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Hamptons Agent Manual Studio Pro Powered by ReChat
Studio Pro by ReChat Studio Pro has retime sync with Google and Outlook calendars and contacts. It allows you to: 1. Manage and Tag your CRM (Customer Relationship Management) 2. Property marketing including email campaigns, showsheets, websites and more. 3. Manage your deals and transactions with DocuSign integration 4. Market directly to agents
Daily Email Every morning at 6am ReChat will send a daily email which will give you an overview of all the important aspects for the day such as: daily schedule, upcoming celebrations for the week including birthdays and wedding and home anniversaries, latest deals, and insights into the emails you sent in the past 3 days.
Studio Pro Desktop Access douglas.elliman.com > Agent Apps > Studio Pro
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Hamptons Agent Manual Studio Pro Powered by ReChat
Get the ReChat App from the App Store Rechat will ask you for permission. Say yes to all permissions in order for your app to be fully-functional. 1. Turn on your notifications: You want notifications to be on so you can get notified when your office or clients message you, when your contacts open your emails or when new listings hit the market. 2.
Share your location while the app in use: This will allow your map experience to work well. Then, when you visit the Properties tab on your phone, you can quickly see all MLS listings that are for sale around you.
3. Access Your Contacts: Studio Pro will never message or spam your contacts or share them with anyone. But by enabling access to contacts you can then easily use your iPhone contacts in your CRM instead of having to manually enter them into your database.
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Hamptons Agent Manual Studio Pro Powered by ReChat
• Connect with Outlook • Connect with Google • Upload CSV file
Content to Google or Outlook Email Accounts Studio Pro is deeply-integrated with Microsoft Outlook and Google, so with a few simple clicks you can have your data flowing in and out of Studio Pro. Any updates in Studio Pro will update those accounts, and any update on those accounts will update Studio Pro. Connecting your account takes less than 2 minutes: 1.
Go to Contacts
2.
Top right of the page click Connect with Outlook/Google. You can also upload a custom csv file
3.
of your contacts right out of Excel. Enter your Outlook login and say YES to all the permissions so your app can be fully functional.
Please note: The sync will begin right away but it might take a while as there is usually a lot of history in Calendar, Emails and Contacts to bring over and process, but this work happens in the background so you can continue using the app.
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Hamptons Agent Manual Studio Pro Powered by ReChat
Connecting Studio Pro with your Outlook account is the single most important thing you can do for your CRM to be useful. When your account is connected, any email you send out of Studio Pro will actually be sent from your Outlook account, and you’ll be able to find it in your Outlook sent folder. All emails you send from Studio Pro will provide you with full insight about who opened or clicked on the links inside of them. Studio Pro will also track your last touches with a contact and notify you if you are falling out of touch with them. Connecting Studio Pro to Outlook is completely safe. We have the same integration as with Google, and we have to pass an extensive annual audit which looks at many aspects of our product and company to make sure we keep your data safe. Your data and contacts are yours, and we do not share them with anyone including your broker. Only you have access to them and if you ever want to leave Studio Pro, you can download and then delete them and take them with you.
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Hamptons Agent Manual Studio Pro Powered by ReChat
Create a Contact Manually 1. 2.
Select the Create button on the side navigation bar and choose Contact. Add contact details, full name, email, phone, tags*, birthdays, anniversaries and deals you have with the contact, and save.
If you are an assistant or work in a team and you are creating the contact for another user, you should click on Owner and select the user you are adding the contact on behalf of. Please note that you will still be able to view the contact and make updates to it.
Managing Duplicates There are two ways to manage duplicates in Studio Pro: 1.
Studio Pro auto-detects contacts that appear to be duplicates based on their email or phone number, and will notify you at the top of the Contacts view if there any
2.
You can manually select a few contacts and at the bottom of the page choose the Merge option to merge them all into one.
Tip: The contact you select first will be the photo and name you see in the main dashboard.
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Hamptons Agent Manual Studio Pro Powered by ReChat
Tags* Tags are labels you create to help organize your contacts. It is the simplest way to organize and categorize your contacts. Tagging lets you easily sort, filter, segment and target contacts with campaigns designed around their specific interests and actions. It makes it easy to look up specific contacts quickly, and to be able to market to them with a click. We recommend creating a tag for every key group of contacts you’d like to send a message to. You can easily create any custom tag in Studio Pro CRM. Some tags recommended for Realtors are as follows: Buyer Seller Past Client Hot list (contacts who are planning on purchasing within the next 3 months) Warm list (contacts who are planning on purchasing within the next 3-12 months) Hobbies: If you share specific hobbies with your contacts like Wine, Car, Travel or Sports teams. Mother and Father are good tags so you can send Happy Mother’s or Father’s day cards. Investor Land Commercial Tagging by neighborhoods, zip codes and pockets might also be helpful. Vendor: Used as a generic tag or the type of specific service they offer.
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Hamptons Agent Manual Studio Pro Powered by ReChat
Creating Custom Tags 1.
In the bottom left corner click your name and click Account Settings.
2.
On the top bar of Account Settings, the second tab is Manage Tags.
3.
From here you can add and delete custom Tags.
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Hamptons Agent Manual Studio Pro Powered by ReChat
Adding Tags to Contacts 1.
From the main menu click on Contacts.
2.
Select the contact you want to tag by hovering over them and enabling the checkbox.
3.
At the bottom of screen, a toolbar opens up. Click Tag on the toolbar.
4. 5.
A dialog opens up with the list of your tags. Select the tags you want to apply to contacts you selected. Click Save.
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Hamptons Agent Manual Studio Pro Powered by ReChat
Set It and Forget It Follow Ups Setting follow-ups and acting on them is arguably the single most important activity you should do regularly in your CRM. In Studio Pro when you input the Birthday or Anniversary for a contact you can also select an eCard to be automatically sent to them for that event, every year, unless you go make an edit. 1. 2.
Go to a Contact’s profile where all of their details are saved On the left hand column you can scroll to find all celebration dates for birthdays and anniversaries
3.
Click on one to add the date
4.
You can also select an eCard or press Change on top right to change it
You only have to come and update this if you want to change the card or message you are sending, otherwise you are set and your contacts will get the special message from you without you ever having to break a sweat. Studio Pro will automatically display birthday and anniversary reminders on the Daily and your Calendar.
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Hamptons Agent Manual Studio Pro Powered by ReChat
Tips For Social Posts: Either text the design to yourself or download and share it. For eBlasts: Choose where it is sent from and who you are sending it to. You can use tags and lists here as well.
Marketing Your Listing 1.
Click on Marketing in your main navigation menu.
2. Hover over the Properties tab on top to see the options available for each category and stage of the life cycle. 3. Select the category or sub-category that interests you, based on the stage of the deal and the type of marketing you are looking to do. 4. Select Customize on the template you like the most. 5. Select your listing: Studio Pro will display your deals and MLS listings, or you can search any listing from the MLS as well. 6. You are now inside of the design edit mode, and you should find your template in the middle of the page. If you selected an MLS listing, the information should be prepopulated and ready to go. 7. You can click on the template to make edits. If you click on a listing photo, you can quickly find all the other photos from the listing on the right column, both from MLS and Deals if you have uploaded photos there. 8. Once finished press Continue to get the compose view.
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Hamptons Agent Manual Studio Pro Powered by ReChat
Multi Property Marketing & Newsletters This category is quite popular and used by agents who are promoting and sharing multiple listings at the same time. Many agents use these templates for weekly newsletters they send out to their sphere, promoting different listings and open houses. 1.
Go to Marketing on the main navigation menu.
2.
Go to Newsletter tab.
3.
Pick a template and press Continue.
4.
Inside the design editor you can now use the Blocks* on the right side of the page to drag-and-drop whatever content you want to add to your newsletter and design a high quality custom template within a few minutes.
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Hamptons Agent Manual Studio Pro Powered by ReChat
Customizing with Blocks* Blocks are inside of the design editor and by dragging and dropping them you can add different content types and designs to your emails. The blocks are broken down into multiple categories, as listed below: Basics: • Video block from YouTube and Vimeo • Photo block: You can upload your own photo, but if your company has their own stock photos on Studio Pro you’ll find those under Team Library, or you can search our high quality photos and GIFs • Text boxes • Buttons Listings: Different designs to add one or multiple listings to your emails. Once a listing is added, you can edit the info or click on photo to change it from the right side of the page. Agent: This block will allow you to add yourself or another agent to your marketing piece. Articles: Go to any blog, online magazine, paper or other content source and then paste the link into the Article block and have the information inserted into your eBlast. 60
Hamptons Agent Manual Studio Pro Powered by ReChat
Test the Mobile View Once you’re happy with your content, it’s always a good idea to check how your email looks in a mobile view. Studio Pro makes it super easy to do so. 1.
On top of the page, there is a Phone icon to the right of the computer screen icon. Click on it.
2.
The page will shrink down to size of a generic cell phone, showing you how it will look on a smaller device.
3.
To go back to desktop view, click on the Screen icon. Make sure your email looks good on both a phone and a computer.
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Hamptons Agent Manual Studio Pro Powered by ReChat
Scheduling and Sending Emails Once your email is ready, click Continue on top-right of the builder. You can select recipients by: 1.
Typing in any email address
2.
Search for any contact within your CRM
3.
Add all contacts within a certain Tag in your CRM
4.
Add all contacts from your CRM
You can immediately send or use the schedule button to send your blast out on a specific day and time.
Send / Schedule Buttons
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Hamptons Agent Manual Studio Pro Powered by ReChat
Get Insights Once you send an email campaign, you can follow and see which emails were delivered, bounced, opened, clicked and unsubscribed. In the example below, you can see that this campaign was sent to 403 recipients. It was delivered to 391 It was opened by 151 And clicked by 3
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Hamptons Agent Manual Studio Pro Powered by ReChat
Market your listings to nearby agents using the Agent Network 1.
From the Agent Network tab, select a Listing or Address. You can search for an address or MLS# or select from your current listings.
2.
After selecting a listing, you can view the list of nearby agents, and change the radius surrounding the listing you wish to promote. You can also select/deselect which agents to send to.
3.
Once you have chosen your audience, you can select from a list of listing templates and add any customizations before sending your email.
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Hamptons Agent Manual Studio Pro Powered by ReChat
Deal’s Dashboard With Deals you can manage listings for your sellers, and offers you receive on them, and contracts for your buyers. Inside of a deal you can manage your documents, complete forms digitally, send documents to clients for e-signature, and work with your back-office to get approvals to close your deals and get paid. 1.
To access your deals dashboard, select Deals on your main navigation menu.
2.
Under the My Deals tab you’ll see a list of all of your listings and contracts.
3. 4. 5.
Each deal is identified by the property address and is one row of information in the dashboard. Hovering over critical date of a deal will display the entire timeline of that deal. You can search for your deals by address, MLS number, or a person’s name who was involved in the deal, such as an agent or a client name.
6.
You can sort deals by status or filter through them using the tabs on top.
7.
All of your sold and terminated deals will be found under Archive tabs or by searching for them.
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Hamptons Agent Manual Studio Pro Powered by ReChat
Tips You should have your contacts synced into your CRM first, so when creating a deal you can quickly look them up without having to retype all of their information. Any information you add while creating a deal will later be used to populate your forms inside of that deal for you. If you are creating a deal for a listing that is already in the MLS, you can simply select that listing and the deal will be autopopulated with the MLS information so you don’t have to retype it.
Create A New Deal 1.
To input a new listings, always start by Creating a Deal. To do so, select the Create button in the main navigation menu and select Deal
2. You will then be asked a series of basic questions, similar to how you would interact with your assistant, to share the pertinent information on your listing. Address, type of property, etc.
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Hamptons Agent Manual Studio Pro Powered by ReChat
Deal Profile View 1. Inside of your deal you will find all of the key information about your listing and the required documents. 2.
On top, you’ll find the property address and some key actions for your deal.
3.
Once the listing is in the MLS, you can enter the MLS number right under the deal address, which would then connect your deal to its respective MLS listing and have its information auto-populated from the MLS.
4.
Under the first tab, on the left side of the page, you will find all of your deal’s key facts such as the critical dates, key contacts, and key listing and contract information. This information will then be used to auto-populate the required forms in that deal.
5.
On the right side you will find your Listing Folder which includes a list of recommended forms you will need to complete to meet compliance and close the particular deal you are working on.
6. The documents are listed in the order in which you would most likely need to complete them, and some are marked As Required by Your Office which means they are mandatory for that particular deal. 7.
If you need a form that does not appear on the list, you can press on Add New Checklist Item at the bottom of your Listing Folder to then select any form you’d like or add a custom folder to upload your own documents.
Editing Forms in Studio Pro 1.
Select the title of a form under the Listing Folder, or select the Edit Form button in front of the respective form.
2.
You will then be able to see an editable version of the PDF document which you can edit right in your browser. 67
Hamptons Agent Manual Studio Pro Powered by ReChat
Collecting eSignatures Once you complete one or more documents you can then send them out for e-signature right through your Studio Pro powered by Studio Pro app. Studio Pro is deeply integrated with Docusign. You will need to have your own DocuSign account to enable this feature. The first time you attempt to send your documents for signature, you will be prompted to log into your DocuSign account to have it connected to your Studio Pro account. 1.
Once you save your updates on a form, you will then be presented with a DocuSign button in front of the form.
2.
In the DocuSign compose view (as shown in the image below), you can select who should receive the documents, in which order if that matters, and also whether they are required to sign or are just being CC’d to get a copy of the files.
3.
You can select Add More Attachments, to have multiple files sent to be signed together as part of one DocuSign envelope.
4.
Once you are done selecting your documents, you will then see them opening up automatically within the DocuSign experience where you have all the usual DocuSign features to further make updates to the documents.
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Tips 1. Studio Pro gives you real time insight into your documents and will let you know if they are being viewed or are signed. You can always void documents or make updates and resend. 2. Once the documents are signed, they will automatically be added to the appropriate folder inside of your deal for you, and if you had chosen to have your office notified (and your deal is visible to admin) then Studio Pro will automatically alert your admin for you once everything is signed. 3. It’s recommended to put yourself last in the order of signers so you get to see the final signed copy by all parties before signing it yourself. 4. Studio Pro is made for teams. Your assistant or other team members could send the DocuSign document on your behalf if they are doing the paperwork for you. They can choose the email sender inside the DocuSign compose view in Studio Pro. 5. Studio Pro will automatically put all signature spots on your forms for you so you don’t have to drag-and-drop signatures on the pages, saving you time and improving accuracy. 6. Studio Pro will wait until a document is fully-executed and then automatically notify your admintrative assistant to review it. This only works if your deal is visible to you admin.
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Hamptons Agent Manual Studio Pro Powered by ReChat
Uploading Documents 1. 2. 3.
You can drag-and-drop the documents into your deal which will prompt you to select where to save them and if you want to split them. You can select Upload button in the Unorganized Folder inside of your deal. You can forward the documents to the unique deal email address provided for each deal. Any emails sent or forwarded to that email address will automatically import the documents into the deal for you. This email address can be found in the Unorganized Folder section at the bottom of the deal.
Splitting Documents If you are uploading one big scanned document which combines multiple files into one, you can then use the Splitter in Studio Pro to break your document into multiple documents and save them separately into your deal. 1. 2. 3.
Select on Split Then inside of the splitter view, you will find all the files from your document on the left column, and then you can drag and drop or select the files you want and have them moved to the right side. Once finished press Save, to save it as a new file.
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Hamptons Agent Manual Studio Pro Powered by ReChat
Messaging Back-office All deals you create in Studio Pro are initially in draft mode and not visible to your admin. This will allow you to work with your clients and only make your deals accessible to your office when you are ready to do so. 1.
In order to communicate with your admin, have them review your paperwork or do other things for you, you will first need to make your deal Visible to Admin.
2.
On top of your deal, you’ll find the button you can use to make a deal visible. If you are missing any key information that your admin requires before reviewing the deal, you will be asked to input that information before being able to make the deal visible.
3.
In front of each form there is a button with a drop-down that will let you Notify Office, which will send them a request to review that document within your deal.
4.
In addition, there is a chat icon in front of each document that is the Activity Room for that document. Inside the activity room you’ll be able to see an audit trail of all activities on the particular document and also you have the ability to send messages to your office.
5. Your admin will review your documents that are submitted for their attention, and will either Accept or Decline them, which typically would include a comment as to why the document is being declined.
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Manage Listing Photos Within your deal you also have the ability to manage your photos so you have everything for your listing in one place. 1. To manage photos you have to select the Photo tab on top of the page. Any photos added to the deal will later be available to you when doing marketing for that particular deal. 2. You can drag-and-drop your photos into your deal, or select Upload. You can add captions to them or drag them around to arrange their order. 3. If your office inputs your listings into the MLS system for you, or if the marketing team needs high quality photos of your listing, this is a great way to manage and share them with your office. 4. You can use the Message Office button to communicate with your admin and notify them about updates you have made to your photos.
You can select photos you want and then press download at the bottom of the page, which will then download a zip file for you with all of the selected photos, in the same order you had sorted them inside of your deal.
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Order Yard Signs Make sure your deal is visible to admin so they can see your request. 1.
Select Yard Sign
2.
Choose the type of service you want
3.
Leave your comments
4.
Then notify your office
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Tips You can use the Open House registration page offline if you don’t have an internet connection where you are hosting the open house. Just have the registration page opened while you have internet prior to getting there, then have your laptop, phone or tablet, opened up and have walk-ins sign up. Once you get reconnected to the internet all of your leads will automatically be added to your CRM.
Post Open House on MLS 1.
Select Open House button, then time and date.
2.
Select Virtual and add the URL if it’s a virtual open house.
3.
You will also be asked if you’d like to create a registration page for it, select Yes and Studio Pro will create a landing page you can use at your actual Open House to have everyone register right into your app instead of signing up on a piece of paper.
4. All leads you capture from the MLS registration page will automatically be added to your CRM and tagged as Lead and Open House so you can reach out or market to them later.
Make sure your deal is visible to admin so they can see your request.
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Hamptons Agent Manual Studio Pro Powered by ReChat
Accepting Offers 1.
In order to accept an offer on your listing, you will need to select the Accept Offer button on the top of your deal.
2.
You will then be asked a series of questions about the offer, in the same question-and-answer format that you used to create your deal.
3.
A new folder will then be added to your listing which will have the list of the documents that are required for the offer to be added.
Counter Offer 1.
If you’d like to counter the offers you have received, first you will need to upload the document into Rechat as explained in the previous step.
2.
Then move the document to the appropriate file in the Contract or Listing folder, and press DocuSign.
3.
Inside of your DocuSign experience you will then be able to make any updates as you wish, add initials and send out to your clients for signature.
4.
Once you are notified that the revisions are signed, you can then use the Email button inside of your deal to select the marked up documents and send it to the buyer’s agent.
Closing Out Deals Once you have all required files completed and submitted to the office, you should see a series of green Approves across your folder, which means your deal can now be processed by your admin and the CDA production can begin for closing.
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An Introduction to XpressDocs
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Hamptons Agent Manual XpressDocs | Brochures
33 Second Neck Lane QUOGUE
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Hamptons Agent Manual XpressDocs | Brochures
Option 1: Log in from XpressDocs
Save and Continue
Option 2: Log in from Douglas
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Hamptons Agent Manual XpressDocs | Brochures
The XpressDocs home page lets you choose what marketing collateral you would like to design. You can choose from a variety of professionally designed postcards, showsheets, business cards, stationary and brochures. The following pages focus on how to build a custom brochure using the XpressDocs interface.
Select from the Brochures Menu Mailable, Non-Mailable, Horizontal or Vertical.
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Hamptons Agent Manual XpressDocs | Brochures
The example below is a 1-Agent Vertical, Non-Mailable brochure with a 6-photo layout. Click on selected layout.
Once you have reviewed delivery options and pricing, click Customize button
View delivery options and pricing
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Hamptons Agent Manual XpressDocs | Brochures
Name your order, select your office, select your name and fill in your contact information.
You can change your headshot image here.
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Hamptons Agent Manual XpressDocs | Brochures
Add an agent or team logo.
Next upload your property photos from your computer.
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Hamptons Agent Manual XpressDocs | Brochures
Add your content: address, headlines, body copy, etc. Have writer’s block? The Suggested Copy button can offer some help.
Refresh your proof and review, if you’re ready to move forward scroll to the bottom of the page and check off the terms and acknowledgement boxes and click Continue.
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Hamptons Agent Manual XpressDocs | Brochures
Select the Order Quantity and PDF download option
Select Enhanced Coating Options and then click Next.
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Hamptons Agent Manual XpressDocs | Brochures
Add a promo code, choose your billing, either a credit card or a PO number that you office admin can give you. This PO number will come out of your agent budget.
Choose your shipping address and shipping options.
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Hamptons Agent Manual XpressDocs | Brochures
Home Page Dropdown Menu • Products Use this as a starting point to create all new brochures, postcards, flyers and business cards. • My Orders Search for your current and past orders by using agent name and office location. As long as DE branding hasn’t changed, you can reorder marketing materials here. • My Listings View your current listings and customize marketing materials by directly using the Elliman.com web number
Marketing Tools • Marketing Tips XpressDocs blog to better assist you in your marketing strategy. • List Building Tools Mailing list options to help you reach your target market. You can pinpoint a specific street, radius or upload your own custom email list out of Microsoft Excel. • Delivery Options View all of XpressDocs shipping options. • Online Resources + Print and Direct Mail Pricing + How to upload a Mailing List + How to crop a photo + How to import a second agent into a project + How to create a postcard proof
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Hamptons Agent Manual XpressDocs | Brochures
Additional Assistance • Call 1.866.977.3627 • Go to xpressdocs.com, sign in and click live chat on the lower right hand side of the page
Live Chat
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Your Property Listings
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Hamptons Agent Manual New Exclusives Checklist
New Exclusives Checklist The following documents are required when handing in an Exclusive Agreement ❒ The original signed Exclusive Agreement (by agent, owner and manager) and an additional copy. ❒ Signed NYS Disclosure. (by owner and agent) ❒ Signed Fair Housing Disclosure. ❒ Signed Lead Paint Disclosure, if needed. ❒ If there is a referral on the listing side then we need a copy of the signed referral agreement. Additional documents to have on file ❒ Copy of survey. ❒ Copy of floor plans. Photography ❒ Use one of DE’s approved vendors for professional photography. Place order through your office administrator. (See page 26 for all approved vendors) Upload to Online Listing Systems ❒ Load all photos and copy onto Out East in order to feed to Elliman.com, Zillow, Realtor.com, KnightFrank.com, etc. ❒ Load all photos and copy into EELI in order to co-broke with HamptonsRE.com. ❒ Upload high resolution photos onto MMS, which will allow feed to KnightFrank.com for properties above $1M. (Instructions for MMS on page 43) ❒ For North Fork listings, properties have to be added to MLS in order to appear on Elliman.com. Marketing Collateral ❒ Request Everlast sign installation through your admin. ❒ “Just Listed” e-blast or postcard. ❒ XpressDocs property brochure or showsheet for open houses.
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Hamptons Agent Manual 10 Ways To Market Your Listing
10 Ways to Market Your Exclusives 1.
Post listings on social media outlets such as Instagram, Facebook, Twitter, and LinkedIn.
2. Send eblasts for each listing stage to sphere of influence. 3. Send eblasts to Hamptons brokerage community through Studio Pro. 4. Create a showsheet via StudioPro or brochure via XpressDocs to distribute at open houses and events. 5. Consider digital, print and social media advertising opportunities. 6. Send postcard to neighborhood and surrounding areas. 7.
Exterior signage. (if applicable)
8. Host a broker open house and public open houses. 9.
Engage PR team if notable story.
10. Consider virtual tour or video. 90
Hamptons Agent Manual Post on Social Media
Post on Social Media Social media provides a direct line to your audience and represents a tremendous opportunity to communicate your personal brand. Populate your feed with listings, market insights, company news, and personal achievements and activities.
PROMOTE YOUR PERSONAL BRAND
DECIDING WHICH PLATFORMS TO USE
• K eep in touch with past and current clients and build relationships with prospective clients in real-time, from anywhere.
INSTAGRAM IF YOU...
• Take photos whenever you get a new listing.
• C urate a digital identity that adds nuance and personality to your other advertising and collateral. Among marketers who’ve been employing social media marketing for one year or longer, 91% report it generates exposure for their businesses.
• Have a good eye for photography. • Have 15-second videos to share. TWEET IF YOU...
• Like to share news in real-time.
• R elay interesting real estate trends and neighborhood knowledge. Among Facebook and Twitter users, 50% get news on these two platforms.
• Regularly read The Real Deal, Curbed, Inman. • Want to reach a broader audience using #hashtags!
• G et the word out about your listings. Of marketers who’ve been using social media for at least two years, 50% report it helps them improve sales.
FACEBOOK IF YOU...
• Keep personal and professional content separate.
• K eep pace with the agent community. With 84% of real estate professionals using social media, you’re missing out if you’re not.
• Are interested in user-friendly paid advertising. • Are targeting a specific demographic.
• I ncrease your digital footprint. Among buyers, 60% Google their future agent. What will people see when they Google you? If you’re on social media, your profiles will appear up top, positioned amid your elliman website and press mentions.
LINKEDIN IF YOU...
• Keep your social media presence purely professional. • Need a digital résumé.
• P romote your brand for free. In its most basic form, social media marketing requires no budget.
• Want to easily keep up with industry contacts.
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Douglas Elliman Offices | Hamptons
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Hamptons Agent Manual Douglas Elliman Offices | Hamptons
Montauk
Southampton
99 The Plaza Montauk, NY 11954 O: 631.668.6565
70 Jobs Lane Southampton, NY 11968 O: 631.283.4343
East Hampton
Hampton Bays
20 Main Street East Hampton, NY 11937 O: 631.329.9400
14 W. Montauk Highway Hampton Bays, NY 11946 O: 631.723.2721
Sag Harbor
Quogue
138 Main Street/PO Box 2330 Sag Harbor, NY 11963 O: 631.725.0200
134 Jessup Ave Quogue, NY 11959 O: 631.653.6700
Bridgehampton
Westhampton
2488 Main Street/PO Box 1251 Bridgehampton, NY 11932 O: 631.537.5900
104 Main Street Westhampton Beach, NY 11978 O: 631.288.6244
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