- How to setup saved search alerts
- How to view a lead's saved searches
- How to make changes to saved searches
Saved search alerts are a combined email message that is sent once per day, at 6:00 am local time.
These alerts will include newly listed properties matching any search they have saved, and opted into email alerts for.
An alert will not be sent if no new properties were listed that day (i.e. the emails will never duplicate listings day after day).
Who can receive saved search alerts?
Leads must have a valid primary email address stored in their profile in order to receive saved search alerts.
This lead could not receive a saved search alert (missing a primary email)
This lead can receive a saved search alert
What do the alerts look like?
All alerts are mobile friendly, so that they look great on any size device!
How to edit the saved search alert template
From your TRIBUS website, visit TRIBUS CRM > Email Settings and select the 'Notifications to Leads & Clients' tab.
On that page, you'll be able to view and modify the 'Saved Search Alert' subject line and message body.
New activity for your search %%saved_search_name%%
Default message body:
Since the last alert, new listings have come onto the market in your search %%saved_search_name%%.
Interested in learning more about any of these properties? Contact your agent to schedule a showing or get more information.
Necessary merge tags for this alert:
The title that the client has stored for this search - this is helpful to stay organized since leads may have a multitude of saved searches.
This tag is important because it will insert all newly listed properties into the email, and properly styled.
How to setup saved search alerts
Log into your TRIBUS agent account
Visit yoursite.com/wp-admin and enter your TRIBUS account username and password.
This will tell the system that you're an agent, and you wish to setup a saved search on behalh of a lead/client.
View the consumer-facing site of your choice
For brand new leads/clients:
Depending on the area your client is searching in, you may choose to begin on either the company site (which usually has access to a wider MLS dataset) or your agent/team website (if you'd like all links back to your branded website). This is totally up to you, and based solely on your marketing preferences.
For existing leads/clients:
If the lead already has an account with login access, it's important to begin on the site where their account already exists. You can confirm which site their account was created on by navigating to the TRIBUS CRM > Leads > select your lead/client's name (or search if needed) > click the Details tab > verify the 'Registration URL' at the bottom of that page. That will display the site where the lead has login access.
Conduct an IDX listing search
From the Home or IDX Results page, fill out the search form to conduct a listing search using all necessary criteria.
Click 'Save Search'
Depending on your site's design, the 'Save Search' option may not look identical to our example here, but you'll be able to find a similar button on all IDX Results pages.
Complete all fields on the Save Search form
- Search Name:
This is the title of the saved search which will be visible in the CRM and email alerts.
- Client Name:
You may either select a client, or enter a brand new client from this step.
- Email Updates for this Search:
Check this box (that's the default)! Otherwise, the search will be saved to the client's profile (i.e. visible for future reference in the CRM), but will not trigger any emails when new properties are listed.
Click Save to complete the setup process
No immediate confirmation email will be sent, but new properties will begin being sent to the client you selected the next day.
Here is a quick video to help show what this process looks like.
How to view a lead's saved searches
Immediately after a new search is saved, both agents/admins and the lead can view this saved search in the CRM.
Search for the lead
While you're logged into the TRIBUS system, visit TRIBUS CRM > Leads > select/search for the lead you wish to view.
View the lead's Activity Stream
On the default lead profile view, you'll be on the 'Activity' stream. This contains all recent IDX activity, including saved searches.
If the search was saved some time ago, or if they have lots of recent activity, you may wish to filter activity to view only saved searches.
Click on a saved search to run it again
How to make changes to saved searches
Previously saved searches cannot be edited or deleted from the CRM at this time.
If changes should be made, you may setup a brand new saved search to include the updated settings. Then have the lead unsubscribe from any email alerts of searches they no longer wish to receive.