Flexmls Help

Subscriptions

Click Subscriptions under Contacts to manage subscription emails. Subscriptions send emails to your contacts automatically when listings are added to Flexmls or when existing listings are changed. Subscriptions can be sent monthly, weekly, daily, or as soon as a listing is created.

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By default, your currently active subscriptions are displayed on the Subscriptions page. To view Expired or Agent Only subscriptions, or to view Listing Activity, click on any of the tabs across the top of the page. Click the drop-down list in the upper right corner to change the sorting method. Click on a subscription name to open the Edit Subscription page, where you can make changes to subscription options, recipients, scheduling and content.

Click a contact name to view options for working with the contact. Click View contact details to open Contact Management with the contact selected. Click Remove from subscription to stop sending emails to this contact for the subscription. Click a search name to open the Search Results page for that search.

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Click the More (three dots) menu to view options for working with the subscription. Click Edit subscription to open the Edit Subscription page, where you can make changes to subscription options. Click Delete subscription to permanently remove the subscription from the system for all contacts.

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Tip

For a Guided Help tour of this function in Flexmls, click here.  An instance of Flexmls will open in a new browser tab and instruction bubbles will guide you through the process.  

  1. To tailor a subscription to the needs of a particular client, start with a search. You can use one of the following methods:

    • Perform a Quick Search to find listings that are relevant to the client. For more information, see Quick Search. When you have found the right listings, save the search. When you save a new search, you can associate it with a contact. For more information, see Save a search.Quick Search

    • If your MLS uses Tabbed Full Search or Traditional Full Search, perform a Full Search to find listings that are relevant to the client. For more information, see the Full Search user guide. When you have found the right listings, save the search. When you save a new search, you can associate it with a contact. For more information, see Save a search.

    • If you have already saved a search, go to the Subscriptions page and click Add New Subscription. Choose the saved search that you want to use to set up a subscription email and click OK.

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  2. After you select a search, the Edit Subscription page is displayed. First, enter a name for the subscription. We recommend using the name of the client, a description of the search, or both.

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  3. Select to send notifications to the selected contacts, yourself, or both. To receive an email notification when a recipient clicks a link in a subscription email, select Send me an email when a contact clicks the link. Your selections will be saved as the default for future subscriptions.

    Click Enable Preview Mode if you want new listings sent to you first, so you can decide which ones to send to your contacts. When Preview Mode is off, all new listings that match the search criteria will be sent to the recipients you select with no preapproval process. For more information, see Preview Mode for Subscriptions.

  4. Enter the names of the contacts that the email will be sent to. If needed, you can add a new contact’s name and email address from this page by clicking Add New Contact. If you select multiple contacts, they will automatically be treated as a blind copy, so recipients will not be able to see that the email is being sent to other contacts.

    Note

    To keep the subscription email feature running as smoothly and efficiently as possible, there is a limit of 200 recipients.

  5. Specify a schedule for the subscription email event. Select the days of the week or month the email will be sent. You can also choose ASAP, which will send notifications within minutes of when listings are added or changed.

  6. If you use the classic version of the portal, you can choose which interactive view of the search results that you want the client to see. A view is a set of columns that you can customize. The columns for the selected view are listed in the View to send section of the page. For more information about views, see My Views.

  7. Enter the content of the email message that contacts will receive. Because this message will be included each time the subscription email is sent, we recommend that you make it generic.

    The message you enter can be saved as a template for later use. You can set a default message template, replace or rename an existing template, or delete a template by clicking the appropriate button under the Templates field.

  8. Click Save to save the subscription.

  9. The first time Flexmls attempts to send a subscription email to a contact, the recipient will be sent an opt-in request. The contact must click the link in the email to confirm that their email address is valid and that they want to receive listings via subscription. Until they opt in, they will not receive listing e-mails. For more information, see Opt-In Status Report.

To view the existing subscriptions for a contact, use the Searches/Subscriptions tab of the Contact Details page. For more information, see Searches/Subscriptions Tab.

To permanently discontinue a subscription email event, click the More (three dots) button at the end of the row on the Subscriptions page, then click Delete subscription. A message will ask you to confirm that you want to permanently delete the event. Click Yes, I'm Sure to confirm.

You can also remove a subscription event from the Searches/Subscriptions tab of the Contact Details page. On the right side of the page, subscription emails are listed under the Subscriptions heading. Click the X next to the subscription email event to remove it from that contact. For more information, see Searches/Subscriptions Tab.

Under Contact Management, you can deactivate a contact to suspend subscription emails. If you deactivate a contact, the subscription settings are preserved in case you want to reactivate the contact and subscription. For more information, see Deactivate or Remove a Contact.