Flexmls Help

Contact Management

Click Contact Management under Contacts to open the Contact Management page, where you can add, edit or remove contact information.

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To quickly add basic information about a contact, use the Quick Add bar at the top of the Contact Management page.

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Note

Click the Collapse button CM_HideQuickAdd.png to hide the Quick Add bar. You can also use the Advanced menu on the Contact Management page to restore or hide the Quick Add Bar.

  1. Enter the contact’s first name, last name, and email address in the Quick Add bar.

  2. Click the Portal checkbox to create a client portal for the new contact and send an invitation.

  3. Click the Add button to add the contact.

Click the Add Contact button on the Contact Management page to create a new contact, including a mailing address and detailed contact information. For more information, see Contact Details.

  1. Enter name, contact, and organization information for the contact.

  2. Enter an email address for the contact. To enter multiple email addresses, click the Add button next to the E-Mail field. The first email address is the primary email address and will be the default for subscription notifications. Click the Notify option next to additional contact email addresses to enable those addresses to receive notifications.

  3. To add a contact to a group, click Add and select a group from the list. Click Save Changes when you are finished adding the contact to groups. To remove a group from a contact, click the X next to the group name.

    Note

    Contacts can be associated with groups for better organization. To add, edit, or remove available groups, click Edit Group List. To add a new group, click Add New, type a name in the Name field, and then click Save. To edit the name of an existing group, select the group in the list and type a new name in the Name field. To remove a group, select the group in the list and click Remove.

  4. To have the searches related to this contact used in reverse prospecting for the rest of the MLS, click the Reverse Prospecting checkbox. In the event of a reverse prospecting match, only your information will be revealed, not the contact's information.

To deactivate a contact, click the contact's name on the Contact Management page, then click the Deactivate button. Deactivation suspends subscription emails and customer portal access, but keeps the contact in Flexmls. Subscription settings remain in the system, but the contact is considered “opted out” from the subscription, and emails will not be sent. When portal access is deactivated, the contact cannot log in to the portal. All information (Favorites, Recommended, Hidden, and all messages) remains accessible to you. Use the Searches/Subscriptions tab of the Contact Management page to reactivate a subscription. Use the Portal tab of the Contact Management page to restore portal access.

To remove a contact, click the contact's name on the Contact Management page, then click the Remove button. Removal permanently deletes the contact, and if you choose, any associated saved searches and subscriptions. Note that removing a saved search removes it from the system entirely. If the search is attached to other contacts, it will be removed from their profiles and portals as well.

Note

To remove multiple contacts at once, hold down the control key while using your mouse to select the contacts, then click Remove.

Click Print on the Contact Management page to view options for printing contact information. The following options are available:

Print Contacts

Click Print button > Print Contacts on the Contact Management page to print information for a selected contact or all contacts. This function prints all information, including notes, searches, and subscription emails.

Print Mailing Labels

Click Print button > Print Mailing Labels on the Contact Management page to print labels for a selected contact or all contacts.

On the Print Contact Information Labels page, select the address type (Home Address or Office Address) and contact name (Display Name or Full Name) to use on labels. Click Print Labels.

You can download the information directly to your computer as a .csv file, or you can print the information using the Avery 5160 label format (30 labels per page). If printing directly to labels, review the margins in your browser to ensure proper alignment. Mailing labels will print only for contacts with full address information (city, state, and ZIP code are required). After margins have been adjusted, click Print Labels. Click Return to the Contact Manager to cancel.

Click Advanced on the Contact Management page to view additional options for working with contacts.

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The following options are available:

  • Contact Summary - The Contact Summary report displays activity for portals, messages, emails, and searches for each contact. This report is also accessible from the main Contacts menu. For more information, see Contact Summary Report.

  • Import Contacts - Upload an existing address book into the Flexmls system. Use the Browse button to locate your address book, select the delimiter used, then click Upload File.

  • Export Contacts - Export your contact information into a comma-separated values (.csv) file.

  • Create Portal Accounts - Generate portal usernames and passwords for all contacts.

  • Create Portal Accounts with Invite - Generate portal usernames and passwords for all contacts and send email invitations to all contacts. The default email message in your portal preferences will be sent to all contacts.

  • Show/Hide Quick Add - Toggle between showing and hiding the Quick Add bar.

  • Customize Contact List - Customize which columns appear on the Contact Management page. For example, you can add columns for portal activity or emails. Columns that are not currently in use are displayed with a plus sign next to them. Click the plus sign to add the column. To remove a column from the contact list, click the X next to the column name. Move a column left or right by using the arrows in the column. Note that adding too many columns may make the contact list difficult to read, depending on your screen size.

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When you send emails to contacts from Flexmls, the system verifies that the recipient’s email address is valid before sending the email. If any of your contacts has an invalid email address, a blue Action Required banner appears at the top of the Contact Management page.

Click View Email Addresses in the banner to edit or remove invalid email addresses. The following options will be available:

  • Edit - Enter a new, valid email address and click Save. This option is available for both primary and secondary email addresses.

  • Remove - If the email address is secondary, you can click Remove to remove the address from the contact’s record. After removing one or more secondary email addresses, click Done.