Surveys in Circles
Complete Guide to Setting Up Surveys in the Advanced Circles MLS Panel
Surveys in the advanced Circles MLS panel offer a centralized solution that allows for a uniform configuration across all agencies within a circle. This ensures consistency in questions, languages, and automations, preventing each agency from having to create and manage its own version independently.
This functionality is based on the same scheme used for client-directed surveys: the main question is defined, the appropriate timing for its application is selected, and the sending and notification options are configured. The fundamental difference lies in its scope, as it is managed as a shared template at the circle level, thus facilitating standardization and coherence among all participating agencies.
Definition and Advantages of Circles MLS Surveys
A Circles MLS survey is a centralized template designed for uniform use among all agencies that are part of the circle. This tool is especially valuable for implementing common criteria in information collection during shared processes, ensuring that all agents work under the same parameters.
The main purpose is not to restrict the daily operations of agencies but to provide a common foundation that facilitates the standardization of resources, as is the case with email and document templates. This way, management is optimized and the quality of the information collected throughout the MLS environment is improved.
Access and Navigation in the Survey Tool
Survey configuration is integrated within the Circles tool. To access the corresponding module, follow these detailed steps:
• Open Circles from the left sidebar of the panel.
• Enter the advanced panel to access extended functionalities.
• Locate the Circles MLS Templates section.
• Select the Surveys option to manage templates.
• Access the configuration screen where you can create or modify surveys.
From this interface, a comprehensive form is displayed that allows defining the content, activation rules, available languages, and sending options for each survey.
This form centralizes the configuration of the survey text, activation type, available languages, and sending and notification options.
Essential Components When Creating a Survey
To ensure the effectiveness and clarity of a survey before making it available to the circle's agencies, it is essential to correctly configure its main elements, which are described below.
Main Question and Introductory Text
The form allows incorporating both the key question of the survey and a header text that contextualizes the questionnaire. The header should provide a brief and clear explanation of the form's purpose, while the question should be precisely formulated to capture the desired information.
It is recommended that both texts be direct, specific, and aligned with the process to which they apply, avoiding ambiguities or mixed topics.
• Use a header that clearly identifies the context and purpose of the survey.
• Write concrete, clear, and easy-to-understand questions.
• Avoid including multiple topics in the same question to prevent confusion.
• Maintain a uniform tone and terminology for all agencies in the circle, ensuring coherence.
Survey Type or Activation Event
The survey type determines the specific moment or process with which the survey will be linked within the real estate workflow. In the Circles MLS panel, the options are designed to align with specific real estate management actions.
Available options include:
• Property visits.
• Global survey.
• Contact registration.
• Purchase demand registration.
• Rental demand registration.
• Property registration.
Correctly selecting this field is crucial to ensure that the survey is activated in the appropriate context. For example, a survey designed to evaluate visits should be associated with the property visit type, while a more general survey should be configured as a global survey. Assigning an incorrect event can cause the questionnaire to be applied inappropriately.
Language Configuration
It is possible to define the languages in which the survey will be available, an essential feature when the circle includes agencies, clients, or processes that require multilingual communications.
Before enabling multiple languages, it is essential to review that both the header text and the questions are correctly translated and adapted for each version. Maintaining linguistic consistency facilitates the homogeneous interpretation of all received responses.
Advanced Operation and Notification Options
In addition to the basic content, the tool offers control options that regulate the survey's availability and the management of received responses.
Temporary Deactivation Without Deletion
The deactivate survey function allows temporarily suspending its use without the need to delete it permanently. This option is especially useful when it is necessary to review or update the question, when internal processes change, or when replacing a previous configuration.
Deactivating the survey before modifying it prevents accidental use of outdated versions, ensuring that the circle's current criteria always remain in effect.
Notifications for Received Responses
The configuration includes the possibility to send email notifications each time a user completes a survey. This function ensures that the responsible person can receive immediate alerts and carry out timely follow-up of the responses.
Before activating this option, it is advisable to clearly define who will be responsible for managing these responses to maximise the efficiency of the process and avoid accumulation of information without action.
Integration with Automatic Sendings
The survey can be enabled for use in automatic sendings, linking it to the automations available for the selected process. This allows incorporating it within more structured and consistent operational flows.
It is essential to activate this option only when the survey is fully completed and validated, as any error in the text, type, or language will be automatically replicated, amplifying its impact.
Recommendations for Creating and Managing Shared Surveys
To optimise the configuration of surveys in Circles MLS and minimise subsequent adjustments, the following structured process is suggested:
• Clearly define the objective. Identify what information is needed and in which process it will be used.
• Select the appropriate survey type. Relate it to visits, contact registrations, demands, properties, or a global survey as applicable.
• Precisely draft the header and question. Prioritise brief, specific, and easy-to-understand texts.
• Configure the necessary languages. Ensure each version maintains the same meaning and coherence.
• Decide if notifications are required. Activate this option only if there is a defined person responsible for managing responses.
• Evaluate inclusion in automatic sendings. Use it only when the survey is part of a stable and reviewed flow.
• Review the survey status. Ensure it is active only when its application is necessary.
Common Errors in Configuring Surveys in Circles MLS
Although the tool is intuitive, certain common errors can compromise data quality or generate inconsistencies among agencies:
Confusion About the Template Scope
Surveys created in this section are intended to be a shared resource for all agencies in the circle. They should not be used as isolated configurations for individual agencies when the goal is to maintain a common standard.
Incorrect Assignment of the Activation Event
The survey type defines the application context. Associating a visit survey with a property registration, for example, hinders its logical integration within the workflow and can cause confusion.
Premature Activation of Automations
Enabling automatic sendings before fully validating the header, question, languages, and survey type can cause forms with errors to be automatically used, negatively affecting the experience and data quality.
Receiving Notifications Without a Defined Procedure
Email alerts are useful to avoid losing responses but must be linked to a clear follow-up process. Otherwise, notifications may accumulate without the collected information being utilised.
Not Deactivating Obsolete Surveys
When a survey is no longer valid, deactivating it prevents accidental use while an updated version is prepared. This practice is especially important in shared templates, where a change can affect multiple agencies.
Conclusion
The survey tool in the advanced Circles MLS panel is a strategic solution to standardise information collection among the agencies that make up a circle. Effective configuration combines a clear and well-written question, appropriate selection of the activation type, precise definition of languages, and strict control over notifications and automations.
Centralising these templates not only makes it easier for all agencies to work with uniform criteria but also ensures the correct integration of surveys into key management processes for contacts, demands, properties, and visits, thus optimising the quality and usefulness of the information collected.
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