Make an appointment!
The myContacts portion of eEdge is where all new agents should start. Until you have developed your database, you cannot create marketing campaigns. And if you haven't learned how to use the myContacts database, then you aren't ready to start managing the leads you receive from your eEdge website. Your contacts database is the foundation of your business. New agents may start out with very few contacts (perhaps only family and friends), but the recommendations explained here will help you to maintain a powerful and organized database as it grows into the thousands without getting out of hand.
Jump to Section:
STEP 1 Create Groups
myKW Home Page ► eEdge Control Panel ► myContacts ► View Contacts ► Contacts Tab ► Manage Groups
It is highly recommended that you organize your contacts into groups. Doing so means that you can easily add all of the contacts of a group to a marketing campaign with a single click rather than going through a large list of contacts, and clicking each person to add. For instance, if you have a group called FARM Lakeridge Run, then in the Manage and Create Campaigns section of eEdge you can simply click this group to add all of the contacts inside of it to a marketing campaign that you've created to specifically target that group.
How to Create Groups
Changing Group Names
You can always change the name of a group without having to delete and recreate it with a new name. Click the Edit (pencil & paper icon) to the far-right of the group name. You will be able to enter a new name for the group in the box that pops up.
Recommended Groups & Naming Conventions
HOME ANNIVERSARY 11 November
HOME ANNIVERSARY 12 December
LEADS A Rating
LEADS B Rating
LEADS C Rating
OPEN HOUSE 1234 Lane St
OPEN HOUSE 5629 N Classen 1
OPEN HOUSE 5629 N Classen 2
ORGANIZATIONS Military Relocation
ORGANIZATIONS Past Employment
ORGANIZATIONS Place of Worship
ORGANIZATIONS Kids Sports Team
How to Easily Add All of the Groups on This Page
If you're using Windows 7, use Windows' Snap feature to put this window side-by-side with your Manage Group page open in another browser window. Triple-click a group name on this page, then drag it horizontally into the Create New Group field in your Manage Groups page. Click Save, then repeat. No typing required.
Group Guidelines & Tips
Below are some further guidelines, limitations, and tips for using eEdge myContacts groups.
Deleting groups will not delete the contacts inside them. If you delete a group that contains contacts, you will be asked if you want to add those contacts to another group. If you do not assign them to another group, your contacts will remain in your database belonging to any other group they already belong to, or as ungrouped if they only belonged to the group you deleted. Deleting groups is like dumping out the contents of a shoebox onto the floor or into another shoebox, not throwing away the box with its contents still inside.
STEP 2A Add Contacts Manually with the New Contact Form
myKW Home Page ► eEdge Control Panel ► myContacts [+] Button ► Add New Contacts
Manually adding contacts is the easiest way to add a small number of contacts (about 1 to 20 at a time). This is probably how you will add contacts after an open house, for instance. The first page of the contact entry form allows you to add all of the information you have for a contact. If you enter an email address for the contact, you also have the option to send an email to that contact with a password to log in to their own account on your eEdge website, and use it to browse and save listings, and set up listing alerts. The second page of the contact entry form allows you to assign Comments, Reminders, Campaigns, and Groups to the contact.
How to Create Groups
How to Deal with Spouses (see examples below)
eEdge does not manage spousal contacts well. You may want to send marketing material to a couple's mailing address with the greeting "Dear John & Jane Smith". On the other hand, myTransactions/DotLoop requires that each contact be a separate contact in your database with a different Primary Email Address than the spouse in order to log in to sign documents.
The best solution seems to be to create two, separate contacts, with the First Name field being both the spouses name together (e.g., John & Jane), and the Primary Email Address being that of the first person in the First Name field (e.g., firstname.lastname@example.org).
For the second contact, reverse the order of the previous contact's First Name field (e.g., Jane & John Smith), and enter the Primary Email Address as the first person in the First Name field (i.e., email@example.com).
Unfortunately, with this workaround, there is the possibility of sending two physical mailings (e.g., a postcard) if you have a Mailing Address set for both contacts.
Husband's Contact Info
John & Jane
Wife's Contact Info
Jane & John
STEP 2B Import Contacts with a CSV File
myKW Home Page ► eEdge Control Panel ► myContacts ► View Contacts ► Contacts Tab ► Import/Export
If you have more than 20 contacts to add, it may be best to use the eEdge's Import function. This allows you to create a CSV file (basically, a spreadsheet) full of multiple clients' info, and upload all of that info at one time. This method can also be used to import contacts from your phone. For iPhones, you will need to download the My Contacts Backup app, which will export your contacts to a CSV file, email the file to you, then it can be edited to match the eEdge CSV requirements, then uploaded to eEdge.
What is a CSV File?
CSV stands for Comma-Separated-Values. A CSV is actually a plain-text file that can be interpreted and edited by a spreadsheet application. Since CSV files use plain-text, extra formatting and features (such as colored, bold, and italic text, and formulas, etc.) cannot be used.
How to Create a Contact Import CSV File for eEdge
Saving a CSV File
Both Microsoft Excel and Apple Numbers will ask you confusing questions when trying to save as a CSV file. You can save your files as a standard Microsoft Excel (.xls, .xlsx) or Apple Numbers (.numbers) spreadsheet, then save as/export a CSV file when you are ready to upload your contacts to eEdge.
STEP 2C Add Contacts with Your eEdge Website Lead Capture
Finally, the third way to add contacts is by capturing leads from your eEdge website. If you have the free version of eEdge, your website URL typically starts with your first name (e.g. brianschumacher) and ends in .kwrealty.com (i.e., brianschumacher.kwrealty.com). Pro users will have their own domain name. By getting leads to register an account on your site (they will be required to register when attempting to view a second listing), they will not only get to continue viewing listings, saving properties, and creating listing alerts, but they will also be added to your myContacts database (hence, lead capture).
How to Capture a Lead from Your eEdge Website
Note that lead capture happens automatically when a lead registers on your website. The instructions below will demonstrate the process to you as if you were a lead visiting your website.
You will now be added to your own myContacts database with a Lead status. Continue to STEP 3 to learn how to use the Initial Contact Wizard for new leads.
Quickly Add a Contact
You can quickly add a contact from your eEdge website by simply registering them from your public eEdge page (rather than by adding them in the Add New Contact form in eEdge). Be careful. Adding a contact this way will send that contact an email. If you do not want to notify a contact that you are adding him to your database, use STEP 2A: Add Contacts Manually with the New Contact Form.
STEP 3 Manage New Leads with the Initial Contact Wizard (ICW)
myKW Home Page ► eEdge Control Panel ► myLeads ► New Leads
The Initial Contact Wizard (ICW) will walk you through either a phone conversation with a new lead (if the lead provided a phone number), or allow you to send an email with recommended listings to the lead. It will also allow you to record the outcome of your conversation, and automatically change the contact's Status to appropriately reflect the outcome.
How to Use the Initial Contact Wizard (ICW)
After selecting an outcome, the Status of your new lead will be automatically changed from Lead to whatever reflects the outcome of your conversation (Hot, Active, or Retry). Since the Lead status will be removed from the contact, the contact will also be removed from the New Contact Dashboard, but will still appear in the All Contacts page. If for any reason you want to place the contact back into your New Lead Dashboard, you can change the contact's Status to Lead again.
STEP 4 Use Search Results to Assign Contacts to Groups
myKW Home Page ► eEdge Control Panel ► myContacts ► View Contacts
You may want to create groups with a very specific set of criteria in order to quickly add this group to a targeted marketing campaign. You can quickly add multiple contacts to group(s) via the search feature. If you've assigned accurate Status, Type, and Group(s) to your contacts, you can use this criteria to create powerful searches, select all of the results, then add the contacts to multiple and/or targeted groups. For instance, you may want to create a marketing campaign for hot sellers in your farming neighborhood. In the instructions below, I'll perform a search that will find hot sellers in my Lakeridge Run farm group so I can add them to a group called Lakeridge Run Hot Sellers, then add that group to a marketing campaign targeted to them.
To do a power search for something like all hot sellers in a neighborhood. Click the Hot checkbox in the Status dropdown menu, click the Seller and Buyer/Seller checkbox in the Type dropdown menu, click the group name of the neighborhood in the Groups dropdown menu (you will have to have already added contacts to this group), then click the red Search button.
How to Assign Groups to Contacts in Search Results
Now you are ready to add this specific, targeted group to a marketing campaign.
Search for Contacts by Last Name
To search by a contact's last name enter a space followed by the last name. The search will include results with a space before the search item (typically, the contact's last name).
Search for Spouses
To search for spouses (if you used the TECH TIP on spouses in STEP 2A), enter an ampersand (&) in the search field. All results with an ampersand (typically, spouses) will show up in your results if you've been consistent with your naming conventions.
STEP 5 Use Quick Actions (Gear Icon)
myKW Home Page ► eEdge Control Panel ► myContacts ► View Contacts
Suppose you've found the perfect listing for your client, and you want to send it to them; or you have a client who wants daily listing alerts; or maybe you want to quickly add a contact to a marketing campaign. The Gear Icon in the Actions column of the All Contacts page will allow you to quickly do many tasks without having to search for these useful funtions.
Explanations of Actions
STEP 6 Backup/Export Your Contacts
myKW Home Page ► eEdge Control Panel ► myContacts ► View Contacts ► Contacts Tab ► Import/Export ► Export Contacts Tab
Although your contacts database is likely to be safely stored and backed-up on Market Leader's servers, you may want to keep a copy of your contacts on your computer just in case. Unfortunately, the exported CSV file does NOT retain all of the data you may have entered for your contacts. For example, the exported CSV file will not contain the Groups a contact belongs to, a contact's Type (e.g., Buyer, Seller, Agent, etc.), nor anything in the Secondary Details area (spouse's Name, Relationship, and Family Members), and more. Some data is better than none, however, and it is always good practice to backup no matter how reliable the service is or how comprehensive the backup might be.
How to Backup/Export Your Contacts
Backing up your eEdge contacts to your computer is one step in keeping your data backed up well. Ideally, you'll also want an offsite or online backup should your computer break or get stolen. Save your myContacts CSV backup file to your Dropbox or Google Drive folder so that they'll be backed up in the cloud, and can be downloaded onto another computer you own.
Good File Naming Practices
The default filename that eEdge exports CSV files as is...
A better practice is to change the filename to begin with the year, then month, then day, separated by dashes, followed by the group name. For example, if you backed up your Friends group on Valentine's Day, your file name would be...
2014-02-14 Friends eEdge myContacts Backup.csv