KWLS-An Associate’s Guide to Using the KWLS

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Erin Fox

An Associate’s Guide to Using the KWLS

Keller WilliamsListing System

KWLS



Preface

KELLERW ILLIAMSLISTING SYSTEM1006R1– © 2006 KELLERW ILLIAMSREALTYINC . ii

Notes …



Preface

KELLERW ILLIAMSLISTING SYSTEM1006R1– © 2006 KELLERW ILLIAMSREALTYINC . iii

N OTICES While Keller Williams Realty International (KWRI) has taken due care in the preparation of allcourse materials, we cannot guarantee their accuracy. KWRI makes no warranties eitherexpressed or implied with regard to the information and programs presented in the course or inthis manual.

This manual and any course it’s used as a part of may contain hypothetical exercises that aredesigned to help you understand how Keller Williams calculates profit sharing contributionsand distributions under the MORE System, how Keller Williams determines agentscompensation under the Keller Williams Compensation System, and how other aspects of aKeller Williams Market Center’s financial results are determined and evaluated. Any exercisesare entirely hypothetical. They are not intended to enable you to determine how much moneyyou are likely to make as a Keller Williams Licensee or to predict the amount or range of salesor profits your Market Center is likely to achieve. Keller Williams therefore cautions you not toassume that the results of the exercises bear any relation to the financial performance you canexpect as a Keller Williams Licensee and not to consider or rely on the results of the exercisesin deciding whether to invest in a Keller Williams Market Center. If any part of this notice isunclear, please contact Keller Williams’ legal department.

Materials based on the Recruit-Select-Train-Manage-Motivate™ (RSTMM™) system and theWinning Through Selection ™ course have been licensed to Keller Williams Realty International byCorporate Consulting. KWRI has the exclusive right within the residential real estate industryto market and present material from RSTMM™, Winning Through Selection ™, and any derivativesowned by or created in cooperation with Corporate Consulting.Material excerpted from The Millionaire Real Estate Agent appears courtesy of The McGraw-HillCompanies. The Millionaire Real Estate Agent is copyright © 2003–2004 Rellek PublishingPartners LLC.

Copyright notice

All materials are copyright © 2006 Keller Williams Realty International.

No part of this publication and its associated materials may be reproduced or transmitted in anyform or by any means without the prior permission of Keller Williams Realty International.



Preface

KELLERW ILLIAMSLISTING SYSTEM1006R1– © 2006 KELLERW ILLIAMSREALTYINC . iv

T ABLE OF C ONTENTS

GETTING S TARTED ........................................................................................1

Overview of the Tool 2

Introduction 2

Navigation Tools 2

Before You Begin 4

CREATING A LISTING .................................................................................... 5

Create Your Listing 6

Open Houses 10

Virtual Tours 11

Listing Links 12

Images 13

Documents 15

Sending Listing for Approval 16

SEARCHING FOR LISTINGS ...........................................................................17

Searching for a Listing 18

Publish Status 19





Getting Started Introduction

KELLERW ILLIAMSLISTING SYSTEM1006R1– © 2006 KELLERW ILLIAMSREALTYINC . 2

Overview of the ToolIntroduction

The Keller Williams Listing System, commonly referred to as the KWLS, givesyou a central listing database that currently has new listing details and features.Exciting future developments of the KWLS will bring you advanced reportingcapabilities, integration with the online Greensheet, and the option to sendyour listing data to real estate search websites.

Navigation Tools

Listings Menu

Click on one of the listing sections on the Listings Menu to go directly to thatpage.

Tabs

The listing features are accessible by clicking the appropriate tab from the ViewListing Information screen. When the page tab is active (displaying on thecurrent screen), the tab will appear in red. When the page tab is inactive, thetab will appear in gray.





Help Icon

Click on the help icon to access additional instructional information about thatscreen.

After clicking the help icon, a new window will appear on your screencontaining everything you need to know to complete the page. At the top ofeach help page, you will find the subsection title, which will be helpful whenyou have more than one page open at the same time. Some help pages have aField Function Box to quickly reference information for all of the available fieldson each page. When you are through using this page, simply click theX in theupper right hand corner to close the page.

Asterisk (*)

An asterisk (*) next to the field box indicates that this particular field is arequired field. You must complete the required field before the KWLS willallow you to save your information.

Dashboard Screen

The dashboard is the default page of the KWLS. It allows you to performsearch functions and use the sort features for quick access to the listings you

need to find.

Simply click on one of the listing headers to sort the listings by that header.





Before You Begin . . .

Be sure to have the following items on hand before you create your listing:• MLS printout of the listing detail,• Listing agreement copy,• One photo of the property saved to your computer or on a disk: only

one is required to save your listing, but it is recommended you uploadno less than six images.



Creating a Listing Chapter 1


KELLERW ILLIAMSLISTING SYSTEM

Creating a Listing

In this chapter …

[1] Create your listing

[2] Send your listing for approval





Create Your Listing This section allows you to create a listing record in the KWLS using the listing

details and features and shows you how to send the listing for approval topublish on your Keller Williams Realty agent website. You must firstcomplete and save the Listing Details section before you will have access tothe tabs for the other listing features. Certain listing features are also requiredto be completed and saved before you can submit the listing for approval.

1. Click Create Your Listing on the Listings Menu .

The Create your listing page will appear.

2. Complete the appropriate Listing Details fields. The listing detailsprovide all relevant listing information. Please see the table belowfor detailed field descriptions.





Listing Details

Field Description Field Description

MLS* Enter the MLS number. Style Enter the style of the property.

List Price * Enter the price of the listingin numerals only—no

commas.

Year Built Enter the year the property wasbuilt in numerals only—no

commas.Listing Date Enter the date of the listing

agreement by clicking thecalendar icon and thenclicking the appropriate dateon the calendar.

Lot Size Enter the lot size of the property.

Expiry Date Enter the expiration date, which is 90 days from thedate in which the listing wasentered in the KWLS, byclicking the calendar icon andthen clicking the appropriatedate on the calendar.

Sq. Ft Enter the total square footage ofthe property.

CurrentPrice

Enter the listing price withnumerals only; no commas

Bedrooms Enter the number of bedroomsfrom 0-20 by clicking the drop-down list and selecting theappropriate number.

MAP URL If your MLS provides a linkto a map of your listing, enterthe URL here.

FullBathrooms

Enter the number of fullbathrooms.

ListingStatus *

Select from the availablelisting status options.(See table below for moreinformation.)

HalfBathrooms

Enter the number of halfbathrooms.

Property Type *

Select from the availableproperty type options. Master Bed Enter a description of the master

bedroom.

HouseNumber *

Enter the house number(physical address streetnumber).

Rooms Enter the number of rooms from0 - 20 by clicking the drop-downlist and selecting the appropriatenumber.

StreetName *

Enter the street name of theproperty.

DiningRooms

Enter the number of diningrooms from 0 - 20 by clicking thedrop-down list and selecting theappropriate number.

Apt.Number

Enter the number ofappartment, condo, or unit.

LivingRooms

Enter the number of diningrooms from 0 - 20 by clicking thedrop-down list and selecting theappropriate number.

Line 2 Enter any additionalinformation pertaining to theaddress.

Fireplaces Enter the total number offireplaces from 0 - 20.

NOTE: Asterisk (*)marks indic aterequired fields,which must becompleted or you

will not be able tosave this form.





Field Description Field Description

City* Enter the name of the city where the property is located.

Stories Enter the number of stories.(usually 1-3)

State/Prov. * Enter the State or Province where the property is locatedby clicking the drop-down listand selecting the appropriatestate/province.

Car Garage Enter the total number of carsthat will fit in the garage.

Zip/Postal * Enter zip/postal code of theproperty.

Basement Enter a description of thebasement, if applicable.

Township Enter the name of thetownship where the propertyis located, if applicable.

DiningRoom

Enter a brief description of thedining room.

County Enter the name of the county where property is located.

DesignDescription

Enter design features of theproperty.

CrossStreets

Enter the property’s crossstreets.

RecreationRoom

Enter a description of therecreation room.

Subdivision Enter the name of theproperty’s subdivision.

Living Room Enter a description of the livingroom.

Area Enter the area of theproperty, if applicable.

Central Air Enter if this property has centralair (yes/no).

Region Enter the region, if applicable. Heating Enter if this property has heating.Specify gas, electric, or analternative heating source.

GradeSchool

Enter the name of the gradeschool for this property.

InteriorFeatures

Enter interior features of theproperty.

SchoolDistrict

Enter the name of the schooldistrict for this property.

WaterDistrict

Enter the name of the waterdistrict.

Description Enter a brief description ofthe property’s features.

HOA Annually

Enter the yearly home ownerassociation fee in numerals (ifapplicable) only; no commas

MarketCenter *

Select the name of the marketcenter by clicking on the

drop-down list and selectingthe appropriate MC.

Annual Taxes

Enter the annual taxes paid fromthe previous year in numerals

only; no commas.





3. Click the Next button to save your listing selections. Make sure theListing was saved successfully message displays on the screen.

The MLS Information for Agent screen will appear.

4. Click one or more of Available MLS Choices to select the MLS where you have already entered this listing, and then click the Add or Add All button. You can similarly use the Remove or Remove

All button to remove the MLS from the listing.

5. Enter the MLS number in the Number field for the listing you arecreating, and then click the Save button.

Listing Status Options

Listing Status Definition

Active Default status on initial entry into KWLS.

Pending Listing is pending a contract agreement.

Pending Contingent Listing is pending a contract agreement that is contingent on the sale ofa buyer’s home.

Pending TakingBackups

Listing is pending a contract agreement and backup offers areconsidered.

WithdrawnListing is withdrawn and will cause the listing record in the system toexpire.

Temporarily offmarket Listing has been taken off the market temporarily.

Transaction notclosed Contract has not gone through to More and the listing is available for

editing and marketing purposes.Sold Listing property is sold.

NOTE: Only addthe applicable MLS

where you havealready entered thelisting. It isimportant that thisinformation iscorrect.





The View Listing Information screen will appear and you will

now have access to the additional listing features accessible byclicking on the appropriate tab. The listing features need to becompleted before the listing can be saved. One listing image isrequired to be uploaded to the listing.

Open Houses

This section allows you to display details of an open house for a propertylisting.

1. Click the Open Houses tab on the View Listing Information page.

The Open Houses screen will appear.

2. Click on the calendar icon , and then select a date from the pop-up calendar, which will automatically insert into theShow date field.

3. Click the arrow on each of the Start Time hour and minute drop-down lists, and then select the hour and minutes in which the openhouse will begin. The minute options are in fifteen-minuteintervals.





4. Click the arrow on each of the End Time hour and minute drop-down lists, and then select the hour and minutes in which the openhouse will end. The minute options are in fifteen-minute intervals.

5. Click the Add button to add and save the details you have createdfor your open house.

Make sure that the Open house successfully added messagedisplays at the top of the screen and that the open house displays inthe Current Dates section.

Clicking the remove icon will delete the open house from yourlisting. Make sure theOpen house successfully removed message displays at the top of the screen.

Virtual Tours

This section allows you to add a link to a virtual tour of a property listing.

1. Click the Virtual Tours tab on the View Listing Information page.

The Virtual Tours screen will appear.

NOTE: If you need to editthe date and/or times ofthe open house, you willfirst n eed to remove theopen house, and thenadd a new open housefor the listing with thecorrect information.





2. Enter the URL (address) of the website where your virtual tour islocated in the URL field. Remember to add the desired protocol(for example: http:// or https://) in front of the “www” or the link

will not work.

3. Type a brief description of the virtual tour in the Description field.

4. Click the Add button to add and save the virtual tour you havecreated for your open house. Make sure that the Virtual toursuccessfully added message displays at the top of the screen andthat the open house appears in the Current Tours section.

Clicking the remove icon will delete the open house from yourlisting. Make sure the Virtual tour successfully removed messagedisplays at the top of the screen.

Listing Links This section allows you to add additional links for your property listing.

1. Click the Listing Links tab on the View Listing Information page.

The Listing Links screen will appear.

2. Enter the URL (address) of the website in which you want to add alink from your listing in the URL field. Remember to add thedesired protocol (for example: http:// or https://) in front of the

www or the link will not work.

3. Type a brief description of the link in the Description field.

4. Click the Add button to add and save the listing link you havecreated. Make sure that the Listing link successfully addedmessage displays at the top of the screen and that the open housedisplays in the Current Links section.

NOTE: If you need toedit the URL of thevirtual tour, you willfirst n eed to r emovethe virtual tour, andthen add a newvirtual tour for thelisting.

NOTE: If you need toedit the URL ordescription of thelisting link, you willfirst n eed to r emovethe listing link, andthen add a new linkfor the listing.





Clicking the remove icon will delete the link from your listing.Make sure the Listing link successfully removed messagedisplays at the top of the screen.

Images

This section allows you to add images to the property listing.

1. Click the Images tab on the View Listing Information page.

The Images screen will appear.

2. Locate the image (previously saved on your computer or on a disk),and then click in the checkbox to select the image you want toinclude with your listing.

NOTE: You mustupload at least oneimage to your listin gbefore you are able tosubmit the listing forapproval. It isrecommended that aminimum of six

images are uploadedto the listing.

NOTE: Only theseimage types can beinserted:"*.jpg;*.jpeg;*.jpe;*.gif;

*.png;*.tif;*.tiff;*.psd".The maximum groupsize is 8 MB, so yo umay need to add larger-sized imagesseparately. 20 imagestotal are allowed.





3. Click the Edit description link, type a brief description of theimage in the text box, and then click the OK button.

4. Click Send button (located in the upper right hand of the screen) toadd the image and the image description to your listing.

5. Click the OK button after the upload process completes and theImage Uploader dialog box displays.

Make sure that the Image upload complete message displays atthe top of the screen and that the image appears in the CurrentPhotos section. Repeat steps 2-5 to add more images to your listing.

Clicking one of the sort icons will arrange the order ofimages as they appear in your listing. Make sure theSortingsuccessful message displays at the top of the screen.

Clicking the remove icon will delete the image from yourlisting. Make sure the Image successfully removed messagedisplays at the top of the screen.

NOTE: If you need toedit the image, youwill first need toremove the image,and then add a newimage.





Documents

Coming soon!





Sending Listing for Approval After you have added the listing details and the available listing features, you

will need to send the listing for approval before it will be published on yourKeller Williams Realty agent website.

1. Click the Listing Details tab to go to that section of the ViewListing Information screen.

2. Verify that the listing information is correct, and then click theSend for Approval button, which is located at the bottom righthand of the Listings Detail page.

The listing will be reviewed by the designated approval person inyour office, who will then change the listing status as they deemappropriate. To confirm that your listing is approved, you canalways check the listing status on the dashboard of the Search forListings page.

Tips and Tricks: If you need to edit thelisting detail at any time or before sendingthe listing for approval, simply click the Editbutton on the bottom of the Listings Detailsection to edit any listing information.



Searching for Listings Chapter 2


KELLERW ILLIAMSLISTING SYSTEM

Chapter 2:Searching for Listings

In this chapter …

[1] Search for a listing




TITLE XX04RX – © 2006 KELLERW ILLIAMSREALTYINC . 18

Searching for a Listing This section allows you to search for listings.

1. Click Search for listings on the Listings Menu .

The Search for listings page will appear, which is also the mainlistings page called the dashboard.

2. Complete at least one of the Search for listings fields, and thenclick the Search button. Please see the table below for detailed fielddescriptions.

Listing Search Options

Field Description

MLS Number Enter the MLS number.

Address Enter the physical street address of the property.

Agent Name Select from the two agent name options,

and then enter the appropriate name in thecorresponding field.

Status Select from the five status options.

Your search results will display.

3. Click on the MLS number to display the listing record.




Publish Status

You can view the publish status of the listing by the color of the flag. See thetable below for detailed descriptions for each listing’s publish status.

Publish Status Options

PublishStatus

Description

Initiated Default setting. The record can be saved in the database, but will not beavailable to the outbound feeds (Trulia) or on the Keller Williams Realty

websites. Agent is still working on it. A record cannot return to this state afterit has been “submitted.”

Submitted The record is complete. It will not be available to the outbound feeds or onthe websites. A record can be resubmitted after edits, which could change thestate from Denied back to Submitted.

Approved The record is complete and has been approved by the Market Center. It willbe available to the outbound feeds and included on Keller Williams Realty

websites, when applicable.

Denied The record is complete and has been denied by the Market Center withappropriate reasons explained in the notes section.