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A listing alert is an automatic email notifying a contact of new listings or price changes for properties that match their search criteria. They include links to full property information on your website in order to keep your contacts coming back to your website.

Depending on the frequency, these emails are sent as soon as available, daily, twice per week, weekly, twice a month, or monthly. This gives you the ability to tell which of your contacts are hot and motivated so you can reach out to them and remain top of mind. Listing alerts are the BEST engagement tool in your system and it’s a best practice to set up as many of your contacts on them as possible.

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Create a Listing Alert
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Create a Listing Alert

There are two main ways to create a Listing Alert for a contact:

  • From the Contact Summary page
  • From the Search All Listings section

Create an alert from the Contact Summary page:

Select Add New Listing Alert from the More Actions menu. A popup screen will allow you to select the criteria for this alert.


Enter an Alert Name and select an Alert Frequency (the alert name won't appear anywhere, it's just for your reference).

Image AddedRemember when selecting the "As soon as available" frequency that your contacts will receive a Listing Alert email as soon as we receive the listing from your MLS. For most MLS', this would happen up to 15 minutes after the listing is added to the MLS, although some MLS' can take a few hours. As well, since the listings have just been added to the MLS, the images may not appear when the listing alert is first sent to the contact.

When entering the Area(s), a drop-down menu will appear beneath your text as you type. Click on the correct area in the drop-down menu suggestions to add the area to the alert.

Alternatively, you can click on the blue Add more areas link to make your selections from all of the possible areas.

Finish entering your desired criteria for this alert. When using the check boxes under Features, remember that these will show only properties that match the options you check. The fewer boxes checked, the more listings the contact will get. The Remarks Keyword field will pull listings based off of exact matches in the Remarks field from your MLS. You could use this field for terms like 'Boat Launch', 'Workshop', or 'Studio'.
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Click the Add Alert button when you are finished making your criteria selections.

Image RemovedRemember when selecting the "As soon as available" frequency that your contacts will receive a Listing Alert email as soon as we receive the listing from your MLS. For most MLS', this would happen up to 15 minutes after the listing is added to the MLS, although some MLS' can take a few hours. As well, since the listings have just been added to the MLS, the images may not appear when the listing alert is first sent to the contact(lightbulb) You can select a specific listing status for your alerts too. For example, if you want to engage seller leads and give them an idea of the activity in their market, you can select Pending & Under Contract from the Status menu. This will send listings that have gone under contract or into the pending status.

Create an alert from the Search MLS map:

This method allows you to see how many listings are available with the parameters you’ve chosen before you setup an alert. Since the goal is to make sure your contacts get regular listings that may interest them, this helps you avoid creating a listing alert that is too narrow.

Start on the contact’s Summary page. Click on the Send Listings link.


You'll be redirected to the Search MLS section. When sending listings from the contact record, the listings are automatically filtered based upon your contact’s original search criteria. Click the Filters button to narrow down the listing results to better fit the needs of your contact.

The map will refresh and only display properties from your MLS that currently match your search criteria. To save this search as an alert for your contact, click Save Search.

Next, select the Save for Contact option. Then add the contact, name the search, and choose the frequency for the listing alert emails. Then click Save.


How a Contact Creates a Listing Alert
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How a Contact Creates a Listing Alert

When a contact visits your website, they have the option to setup their own listing alert. They’ll just click the Save Search button after they search for listings. When they click the save button, they'll be asked to register or sign-in (if they're not signed in already).

When a contact creates their own Listing Alert, the default frequency will be Daily. They will not have the option to select the "As soon as available" email frequency. This frequency option is a powerful tool that you should monitor closely if you decide to set your client's Listing Alerts up this way.

Your contacts can edit the criteria or frequency for their listing alerts. While logged into your website, they can access their profile info by clicking their name in the top right, and select Saved Searches. Here they can edit or delete their alerts, or run a listing search based off the alert criteria.

If a consumer registers on your website and becomes a contact in your system, if they never setup their own listing alert, one will be automatically created for them after 24 hours, using the search criteria based on the properties they viewed on your site.

Review a Contact’s Listing History
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Review a Contacts Listing History

When a contact sets up their own alert, it’s possible that they didn’t fill out their search parameters entirely (such as forgetting to enter a maximum price), so you should always review alerts that your contacts have set up and help them edit the listing alert if necessary.

Start by reviewing your contact’s current listing alerts and history. On the contact’s Summary page, click on the Listings tab.

On the Listings page, you will see the following information:

  • Current Listing Alerts: A glance at any listing alert’s a contact already has setup. Use the Edit icon () from the Actions column to view more details or make changes to an existing listing alert. Click the Run link to run a property search based on the alert criteria.
  • Emailed Listing Alerts: This shows a list of each listing that has been sent to your contact. Click on the listing ID number to see more information about a property.
  • Saved Listings: Let’s you view the listings that your contact chose to save while they were on your website. Click the Envelope icon () from the Actions column to compose an email to the contact regarding a saved listing.
  • Viewed Listings: This section displays all of the listings that your contact has viewed on your website. Click the Envelope icon () from the Actions column to compose an email to the contact regarding a viewed listing.

Find Contacts Without a Listing Alert
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Find Contacts Without a Listing Alert

As a best practice, we recommend reviewing your contacts on a regular basis and looking for those that haven’t set up a listing alert yet so you can set one up for them.

To find contacts that don’t have a listing alert, hover over the Contacts tab and select All Contacts from the drop-down menu.

At the bottom of the search options section, click More Search Options.

Find the Listing Alert drop-down and select No. Then, click Search.

Additional Resources:

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Learn how to create automated listing alerts to engage your contacts and drive them back to your website.

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