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Using the Template Manager

Miranda
  • Updated

3 min read | This article is for *Administrators*

Getting There:

  • Admin tab → Template Manager
  • Profile dropdown → Template Manager

OVERVIEW

Administrators can use the Template Manager to create and manage brokerage-wide templates, accessible to all agents. This eliminates the need for individual agents to create templates for each listing.

Global Administrators can edit templates for the whole brokerage, while Branch and Team Administrators can edit only for their respective branches and teams.

IN THIS ARTICLE

  1. Feedback Requests vs. Feedback Surveys
  2. Feedback Request templates
  3. Feedback Survey templates
  4. Message Showing Agents templates
  5. Offer Registration templates
  6. Template Manager list hierarchy
  7. Troubleshooting & FAQs

Feedback Requests vs. Feedback Surveys

Feedback requests include a message asking the Showing Agent for feedback, along with a link to the survey.

Feedback Surveys include questions for Showing Agents to provide their feedback on a property.

In order to enable Feedback Requests and Surveys, you must enable the Collecting Feedback toggle in the listing's Feedback Settings.

Feedback Request templates

To create a Feedback Request template:

  1. Navigate to the Template Manager:
    1. By selecting your profile dropdown > Template Manager, or
    2. By selecting the Admin tab > Template Manager.
  2. Select the Create Template dropdown > Feedback Request.
  3. In the Template Name field, give the template a unique name. Please note that you cannot edit the Subject field.
  4. From the Apply to dropdown, select who can use the template:
    1. Global: Usable by everybody in the brokerage, but only editable by brokerage Administrators.
    2. Branch: Usable by everybody within a specific branch. Branch Administrators can only create and edit their own branch's templates.
    3. Team: Usable by everybody within a specific team. Team Administrators can only create and edit heir own team's templates.
  5. Customize the email body by dragging one or more tags into the text. 
    1. Tags are dynamic and will pull in the relevant data for each appointment and Showing Agent.
    2. Ensure the Feedback Button Link is included for Agents to access your feedback survey.
  6. Select Save. 

To apply a Feedback Request template to a listing:

  1. Navigate to the listing you wish to apply the template to. For Branch and Team Administrators, ensure the listing you select is one you have managing permissions for.
  2. Select Feedback.
  3. Select the Feedback Settings tab.
  4. Under Use Template, select the template you wish to use.
  5. After verifying the template, select Save. 

Feedback Survey templates

To create a Feedback Survey template:

  1. Navigate to the Template Manager:
    1. By selecting your profile dropdown > Template Manager, or
    2. By selecting the Admin tab > Template Manager.
  2. Select the Create Template dropdown > Feedback Survey.
  3. In the Template Name field, give the template a unique name.
  4. From the Apply to dropdown, select who can use the template:
    1. Global: Usable by everybody in the brokerage, but only editable by brokerage Administrators.
    2. Branch: Usable by everybody within a specific branch. Branch Administrators can only create and edit their own branch's templates.
    3. Team: Usable by everybody within a specific team. Team Administrators can only create and edit heir own team's templates.
  5. Default questions will populate the survey. You can edit these by selecting the edit button, or delete them by selecting the red delete button.
  6. Add custom questions under Create your own custom feedback questions. Select the question type and fill out the remaining fields as appropriate.
    1. Type Area: Showing Agents will be able to type their answer to the given question.
    2. Checkbox: Showing Agents will be able to select their answer(s) to the given question from a list.
    3. Radio: Showing Agents will be able to select their answer to the given question from a list. Only one selection is allowed.
    4. Dropdown: Showing Agents will be able to select their answer to the given question from a dropdown list. 
    5. To add more options, select Add beside the last option.
  7. After writing your question, select Add question to add it to the template.
  8. If desired, click and drag the questions to rearrange them.
  9. Once you have added all your questions, select Save.

To apply a Feedback Survey template to a listing:

  1. Navigate to the listing you wish to apply the template to. For Branch and Team Administrators, ensure the listing you select is one you have managing permissions for.
  2. Select Feedback.
  3. Select the Feedback Settings tab.
  4. Select the Feedback Survey tab.
  5. Under Use Template, select the template you wish to use.
  6. After verifying the template, select Save.

Message Showing Agents templates

Message Showing Agents templates can be used for messages sent to all Showing Agents who have shown a property. 

To create a Message Showing Agents template:

  1. Navigate to the Template Manager:
    1. By selecting your profile dropdown > Template Manager, or
    2. By selecting the Admin tab > Template Manager.
  2. Select the Create Template dropdown > Message Showing Agents.
  3. In the Template Name field, give the template a unique name.
  4. From the Apply to dropdown, select who can use the template:
    1. Global: Usable by everybody in the brokerage, but only editable by brokerage Administrators.
    2. Branch: Usable by everybody within a specific branch. Branch Administrators can only create and edit their own branch's templates.
    3. Team: Usable by everybody within a specific team. Team Administrators can only create and edit heir own team's templates.
  5. As the types of messages sent to Showing Agents vary, edit the Subject field accordingly.
  6. Customize the email body by dragging one or more tags into the text. Tags are dynamic and will pull in the relevant data for each appointment and Showing Agent.
  7. Select Save.

To apply a Message Showing Agents template to a message:

  1. Navigate to the listing you wish to apply the template to. For Branch and Team Administrators, ensure the listing you select is one you have managing permissions for.
  2. Select Message Agents.
  3. Under Use Template, select the template you wish to use.
  4. After verifying the template, select Save.

Offer Registration templates

Offer Registration templates are delivered to Showing Agents when an offer is registered on one of your brokerage's listings. It is not a template for when you register an offer on another Agent's listing.

To create an Offer Registration template:

  1. Navigate to the Template Manager:
    1. By selecting your profile dropdown > Template Manager, or
    2. By selecting the Admin tab > Template Manager.
  2. Select the Create Template dropdown > Offer Registration.
  3. In the Template Name field, give the template a unique name. Please note that you cannot edit the Subject field.
  4. From the Apply to dropdown, select who can use the template:
    1. Global: Usable by everybody in the brokerage, but only editable by brokerage Administrators.
    2. Branch: Usable by everybody within a specific branch. Branch Administrators can only create and edit their own branch's templates.
    3. Team: Usable by everybody within a specific team. Team Administrators can only create and edit heir own team's templates.
  5. Customize the email body by dragging one or more tags into the text. Tags are dynamic and will pull in the relevant data for each listing.
  6. Select Save.

To apply an Offer Registration template to a listing:

  1. Navigate to the listing you wish to apply the template to.
  2. Select Offers > Offer Settings.
  3. Under Offer Registration Notification, select the template you wish to use.
  4. Select Save.

Making a template the default setting

When using the Template Manager, you can turn any template into your default template by turning on the Make default template toggle.

When making a template the default, you must also select which group to apply it to: Global, Branch, or Team.

Template Manager list hierarchy

Templates appear in the Template Manager in the following order, by most recently edited: 

    1. Personal templates
    2. My Team templates
    3. Branch templates
    4. Global templates
    5. All other templates

Use the search bar to quickly search for and edit existing templates by their Template Name. 

TROUBLESHOOTING & FAQs

Is there any way to delete a global default template?

Yes, but there must be at least one global default template available. If there is no other template available to set as the new default, you will not be able to delete the template.

To delete a global default template, you must create a new template and set it as the default. After this, you can edit and delete the previously non-deletable template.

Can the smart tags be used in the subject lines?

The smart tags for auto-populating listing and Agent information will not function in the header.

For example, if you input ListingName in the header, it will display as exactly ListingName, not the property's address.

Can an Administrator create a template for an individual Agent?

All users have access to and can manage their own Template Manager. Administrators cannot create templates for specific individuals. If an Administrator wants a specific template for a specific Agent, the Agent must create it in their own Template Manager.

Within the Template Manager, there are only four options available. Can I create other templates?

Currently, our platform supports four global templates and one Agent-only template:

  • Feedback Requests
  • Feedback Surveys
  • Message Showing Agents
  • Offer Registration
  • [Agent-only] Email signature

Who can edit a Global Default Template?

Only Global Administrators, brokerage managers, and brokerage owners can edit a Global Default Template.

Can I attach documents to the Templates?

Yes. When editing your template, select Upload File within the email body.

After the file has finished uploading, a link to your attached document will appear within the email body.

 

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