Your Client Database in the LeadTracker™ section of your Admin Menu provides a complete list of all the registered visitors from your website (available to Pro package members only).
Client Database Overview
On the Client Database page you will find a complete list of your registered website visitors (clients). You can search for specific clients by name or email address. You can sort your client list by first name, last name, most recent visit, or newest account. From here you can also export your contact list.
Your list of contacts initially provides you with the contact’s name, telephone number, and email address. Click the client’s name to see the Detail View for that client. If you click on the client’s email address, your default email software program will open with a new message to that client. On the left, you can click the green edit link to edit the client’s details.
At the bottom of the overview page, you will see a set of bulk action buttons. To use these, check the clients you want and then click an action button. These buttons allow you to manage many clients at once with only a few clicks. If you click the Compose Email button, you will be taken to a page where you can write an email and send it directly to all the selected clients. If you click the Delete button, you will delete all the selected clients at once. If you have linked to your MailChimp account, you’ll have access to even more features from the bulk action bar!
Exporting Your Client List
To export your list of registered users, go to your Client Database page in the LeadTracker section of the Admin Menu. Take a look at the top of the page to make sure you’re viewing “all clients”. Click “all # clients in search results” radio button in the action bar on the bottom of the page, and then Export. When the download box comes up, click Save to Disk. Your contacts will now be saved on your computer as a CSV (Comma Separated Value) file. A CSV file is easily opened by Excel, Google Sheets, or imported into any other contact manager program, app, or website.
Viewing Client Details
To view detailed contact and activity information for a client, click on the Client’s name from your Client Database. This will take you to that client”s Client Details page. The top section of the Client Details page is their contact information. This is where you can find the client’s email address, phone number, and lots of other data on the client.
Under the contact information, in the bottom section, you will see the client’s Notes. This is the section where you can write specific notes based on the client’s needs. Did you email the client? Note it here. Did you talk to the client and learn that their dream home has a pool with a waterfall? This section lets you keep any kind of note on your client.
In the next tab of the bottom section you will find the client’s Visits. This tells you everything that the client was doing on your IDX search page in chronological order. It lists all the listings the client has viewed, which ones they saved, what searches they performed, which were saved and when the client was on your site. Simply click the links provided to view the actual listings.
After the tab, you have the Saved Searches and Saved Listings sections. These list only the saved searches and listings, as opposed to the Visits tab, which lists all viewed as well as saved listings. When clients return to your site and login, their future activity will also be recorded here.
After that, you will see the Documents tab, which allows you to send files to a client. Clients will see these files on their own account page when they log into your site.
If you’ve linked your MailChimp account to your Elite account, you’ll also see a Campaigns tab, which details which email campaigns the client is a part of, and any past campaigns they used to be on. Also from this view you can start new campaigns, or send listing flyers.
Editing Client Details
When you view a client’s detail page, you will see an Edit link in the upper right corner. Click this link to edit the client’s information.
Here you can edit the client’s name, email address, and phone number, in addition to adding an additional contact number. The client’s account password (if you require clients to use a password) is also provided. You can change your registration settings from the Registration subsection of the Settings link in your Admin Menu. If a client contacts you asking for their password, you can retrieve it for them here.
Below the contact information, you can make notes regarding the client. You can also turn HouseTrack emails on or off for the client.
After making any edits to the client’s details, always hit the Save Changes button.