Admin Session: ClientBAY Dashboard Operations and CRM Overview

Admin Session: ClientBAY Dashboard Operations and CRM Overview


Congratulations on completing your First Manager Training.
Here is the checklist that we suggest you should complete before we move on to the next session. As always, let us know if you have any questions!
  1. In Your User Management Tab
    1. Upload Agent Headshot
    2. Enter in any needed Profile Text
    3. Create and Utilize Agent Tags
  2. Manage Your Office
    1. Upload Office(s) Photo
    2. Assign Office Managers
    3. Enter in any Office Profile Text
    4. Add Office Hours
    5. Set Map Location
  3. CRM
    1. Upload Your Contacts to your (and your agents) CRM
    2. Create any Company Custom Fields
  4. Other
    1. Add Company Quick Links
    2. Upload Company Documents to File Storage
    3. Scope Down Your Access Groups
    4. Create any Needed Company Calendars


 Company Home Dashboard

When you log into ClientBAY, your individual Home Dashboard will appear. To view the Company Home Dashboard, select the Company tab at the top of the screen. You can easily toggle between these two Home Dashboards. This is a great dashboard to utilize to get an overview of what is happening at the Company level. 


Unassociated Listings

This is the first area that you want to check if you have an agent who is not seeing their listings populate into ClientBAY from the MLS. This can be found on your Company Dashboard. Typically, we see that happen when an agent has a different name in the MLS than what they are using in the ClientBAY system and this area will alert you to that. You can easily have the system recognize the different two names and associate them here.


To learn more about Unassociated Listings click here.


Quick Links

Quick Links are a great tool to utilize to really make ClientBAY a one-stop shop for your agents. You can easily add any outside links into this drop down menu, eliminating the need for your agent to look elsewhere to find these highly visited websites. These can be links to your MLS, Title Companies, New Home Builder Links, etc. You are able to put as many Quick Links in as you want as well as designate them by office if needed.


To learn how to utilize the Quick Links function click here

Act As Feature

As Admin, you are able to Act As your agents to see what they are seeing in their individual ClientBAY accounts. This is a great tool for Admin to utilize so when they are talking to an agent, they can Act As that agent and see exactly what that Agent is seeing within ClientBAY, eliminating the need to actually login with the Agent's username and password.


To learn more about the Act As Feature click here.

Managing Your ClientBAY Users

As Admin, you have the ability to add, edit and maintain  the agents and users within the ClientBAY system. This is done through the User Management Tab on your left hand side menu. Here, you can edit an Agent's Profile as well as their Preferences. You will also have the ability to add an Agent's Headshot here, update the Agent contact information, add any Agent Action Plans and Agent Tags as well as halt the Agent's leads if needed.


For more information on Roster Maintenance click here.

Halt Leads Button

You have the ability to halt an agent from getting leads. Halting an Agent's leads will take them out of the lead cycle that you have set up in ClientBAY. An agent's leads can be halted if they have overdue to-do items or if you want to manually halt them due to contract negotiations. This button will allow you to halt those agent's leads as well as unhalt them.


To read more on how to halt leads, click here


Agent Tags

Agents Tags are a way for you to categorize your agents into groups.  This is a tool that can come in handy if you are needing to sort your agents by things like Luxury Agents, New Home Specialists, etc. You can easily attach multiple tags to an agent and remove tags as needed as well as color code the Agent Tags so they are easy to identify.


For more on Agent Tags, click here.

Managing Office(s) Information

When it comes to Managing Your Office Information, you have the ability to add any Office Photos that you want to appear on the brokerage website, designate Office Managers and Office Hours, as well as maintain that Office's location and contact information.


To learn more about managing your office(s) information click here

Files

You have the ability to utilize online File Storage and Sharing within the ClientBAY platform. This is an amazing tool to utilize not only for yourself as Admin, but also for your agents really eliminating the need for utilizing any outside File Storage systems that you are using. You can upload MLS forms, training videos and much more to the File Storage area truly making ClientBAY a great resource for your agents.


For more information on this click here

Access Groups

As Admin, you have the ability to add and edit Access Groups. Access Groups are a way for you to determine what a User or Admin has the ability to do within ClientBAY in detail. They are a great way to scope down the Access Level even further if desired. We have some preset Access Groups set up for you already in the system, but you are also able to add your own as well as edit the abilities of the ones we have preset for you.


To learn more about Access Groups and how to set them up, click here

ClientBAY CRM

To access your CRM, select the Contacts tab on your left hand side navigation menu. This will open up your main Contact and Leads dashboard where you can view all of your contacts and leads. 

The difference between and contact and lead is that a contact is someone that you or your agent inputs into their CRM and a Lead automatically comes into the CRM from a lead source.


For more information on your and your Agent’s CRM Click Here.

For more information about inputting a contact individually or a bulk upload of contacts Click Here.

Info
Remember, if you are bulk uploading Contacts for an agent, utilize the Public ID and the Owner Public ID fields when you are in the Import Contact Wizard to ensure that the Contacts go into that agent’s CRM.

Company Custom Fields

As Admin, you have the ability to create custom fields that you want to appear within the CRM system. These fields will appear under the Contact Details section of a contacts CRM entry.  Company Custom Fields are very beneficial and easy to use if there is additional information about a lead or contact that you want the Agent to input into their CRM that is not there already.


To learn how to create Company Custom Fields, click here. 

Lead Management

To access your LEad Management Dashboard, select the Lead Management tab on your left hand side navigation menu. This dashboard will show you an overview of all the leads that are coming into the system as well as who is responding to those leads. This is also where you can manually add leads like a Walk In Lead or a Phone Call lead and assign those leads out to Agents.


To learn more about your Lead Management click here
To learn more about how your Agents can manage their leads, click here

Lead Status Codes

Lead Status codes are preset by the Admin. Lead Status codes are important to create and set up because they allow you to track what stage a lead that has come into the system is at, as well as have Action Plans attached to those leads to make sure your agents are following a path when it comes to turning this lead into a buyer or seller. They help keep you and your Agents organized when it comes to managing your leads.


To learn more about creating and how to maintain your Lead Status Codes, click here


Creating Company Calendars

As Admin, you are able to create Company Calendars for you, other Admin, and your Agents to utilize

There are two types of calendars that you can create:

  1. Event Calendar - will alert your agents of events happening within your company

  2. Sign Up Calendar - will let staff and agents RSVP to those events that are happening.


To learn how to create, maintain and utilize these Company Calendars, click here





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