Frequently Asked Questions
Where and how can Search Alerts be created?
There are four ways a Search Alert can be created:
Manually by the agent in the 'Alerts' section of a contact record. Learn more here.
Manually by the contact on the agent's website. Learn more here.
Automatically by kvCORE after 24-48 hours of a lead registering with property data if no alerts have been set by the agent or lead already. Learn more here.
Search alerts can be preset by the agent in the Search Alerts section of the Marketing Autopilot tab to automatically apply to leads with a specific hashtag. Learn more here.
Can my contact create or modify their own alerts?
Yes! Everyone in your Smart CRM has an account on your website they are able to log into. The 'Login' link is on the top right of your website.
Once they're logged in on your website, the login link will be replaced by their name which they can click on to access their saved searches.
Should every contact have a Search Alert?
It depends on the contact. Generally speaking, every Prospect, New Lead, and Active Lead should have search alerts enabled to keep them coming back to your website and to keep yourself in front of them as much as possible.
However, different contacts have different needs:
A Seller Client may benefit from search alerts if they are looking to buy as well, but a
Buyer who enters the Client stage may already know which properties they are interested in and may not want to continue with the alerts.
Your family member who is in your Sphere may like receiving search alerts for new listings in their neighborhood while a New Seller Lead doesn't.
We do recommend either manually set alerts or allow kvCORE to do it automatically within 24-48 hours for New Leads and update or disable them as needed after speaking with the lead.
How many search alerts can one contact have?
Within the 'Alerts' section of a contact record, you have the ability to create two separate search alerts.
What is the difference 'Save and Send' versus 'Set Alert'?
When you choose to "Save and Send" a search alert, an email with a list of matching properties will immediately be sent to that contact, unless there are no matching properties.
If you choose to "Set Alert", kvCORE will look at the frequency you chose when setting up the alert to determine when the email should be sent:
Twice a month
If you choose 'Never' and then click 'Set Alert' an email will never automatically be sent; you will have to send the list of matching properties manually.
If you choose 'ASAP', the email will be sent immediately after you click 'Set Alert'.
If you choose one of the other frequencies, the email will be sent within the next 7 days and that will determine the frequency's date. For example, if you set an alert with the frequency of 'Once Weekly' and kvCORE sends the email two days later on a Thursday, that contact will receive an email every Thursday as long as there are new or updated listings to send.
Why didn't anything happen when I clicked on 'Save & Send'?
This is most likely due to no matching listings in the selected area. If you see that there are matching listings displayed under the Results section, you may need to refresh the page to see the sent email in the contact's Timeline.
If the email still has not been received by the contact after a few hours, please contact our Support team via the blue chat bubble on the bottom right of your Dashboard.
What is the difference between the Sqft and Acres sections?
Sqft: Square footage of the home
Acres: Lot size
If the property size is not a full acre you do have the option to use .1, .2, etc. Or you can leave the 'Acres' section blank!
What is the difference between the Summary section and the Results section?
The Summary for a specific contact is aggregated based on their activity and may not always match the search alert criteria. This occurs when a contact goes to your website and clicks on or favorites listings outside of the criteria which might indicate a need to update their criteria, especially if it's a brand-new lead.
The Results simply show a preview of listings matching that contact's Active search alert and will always match the search alert criteria. It only displays up to 6 matching listings with a link to see the full list on your website.
What does "Send Recent Results" do?
In short, it only sends the most recent results of the search alert, but it can do much more. The "Send Recent Results" tab is within the Alert Settings and you can click on it to view a dropdown and this will allow you to send the results to the leads as it includes the options "Email Recent Results", "Text Recent Results", and also has the option to "Copy Link" directly.
Note: If you select the option to "Copy Link" and send those results via the link that is now copied you will only be sending the 6 most recent listings that fit the Search Alert criteria and not the entire list of available listings.
Why do I see more or less matching listings when searching my MLS versus the amount of matching listings kvCORE shows?
There are two main reasons for any discrepancy between kvCORE's list of matching listings and the list in your MLS:
The search criteria entered into your MLS is different from the criteria entered into kvCORE. As simple as it may sound, this is responsible for 95% of search results not matching in two different systems especially because the search options your MLS offers may not match exactly what kvCORE has available.
Your MLS is showing listings under statuses that kvCORE is not including. For instance, most MLS boards tend to include Pending, Coming Soon, and Contingent status whereas kvCORE usually defaults to not including those types of listing statuses.
If you confirm that neither of these scenarios applies to your specific list of properties then please reach out to our Support Team via the blue chat bubble on the bottom right of your Dashboard.
Why does the search alert email only display 5 listings when there are more?
Search Alert emails and texts limit the results to 5 to prevent overwhelming the lead with a long list of properties and also to drive them back to your kvCORE website. Doing this allows the system to track their activity and behavior, and provides you with more opportunities to engage with them.
The email contains a link at the top and bottom of the properties listed so contacts can easily navigate to the full list.
What do Search Alert emails to my contacts look like? Can I get an example?
Absolutely! Please see below for a Search Alert email example.
Why did a Search Alert not get sent to a contact even though it is set up to send alerts daily?
Search alerts will only be sent to contacts if there are New or Updated listings within the past 14 days. This avoids repeatedly sending the same list of properties to your contacts and possibly risking them unsubscribing.
Why did my Mass Search Alert not apply to a contact with the related Hashtag?
There are three reasons why an alert triggered by a hashtag would not be automatically set up for a contact with that hashtag:
The contact is unsubscribed from emails. (i.e. they were imported as unsubscribed)
The contact already has a search alert setup. (i.e. they were imported with specific search alert criteria)
The contact was in your Smart CRM prior to the creation of a search alert triggered by a hashtag. Mass search alerts do not retroactively set up the alert criteria for contacts with that hashtag that already exists in your Smart CRM. The alerts will only be set up for new contacts with that hashtag moving forward.
How do I set up a Search Alert to only send listings over or under a certain amount?
This is very dependent on your MLS and the format of the information they pass to us to display on your kvCORE website, including property feature fields and the variations of that feature available.
For instance, searching with HOA considerations as a feature is very popular, however, most HOA data only comes with specific amounts, like "HOA=$20", "HOA=$50", "HOA=$100", etc...
In this scenario, setting up a Search Alert with one of the above HOA amounts would mean the system looks for listings with that specific amount to the exclusion of all else. There is no way to set the alert to look for listings with HOAs up to a specific dollar amount or under.
However, a handful of MLS boards provide HOA data in ranges and a rare few provide the option to choose "HOA=under[dollar]". If you see this option in your Keywords drop-down you will be able to set up an alert using this option.
Have more questions? Please reach out to Customer Support via the blue chat bubble to the right or by emailing firstname.lastname@example.org!