ToolkitMarketShare Startup Guide

Using ToolkitMarketShare

After logging in to ToolkitMarketShare, there are 5 buttons that will allow you to navigate through the software, Market Share Reports, Search/Review Listings, Add Listings, Listing Database/Maintenance, and Preferences. Each one of these buttons will take you to a different screen. Before you can begin creating reports you must first add listings to your database.

Add Listings

The Add Listings screen allows you to download listings from the MLS and enter the data into ToolkitMarketShare. On the Add Listings screen there are 5 steps to get the data from the MLS to ToolkitMarketShare:

Select your MLS interface from the dropdown menu below.
Click the MLS Download Guide link for instructions on how to download your listings from the MLS.
Once your listings file has been saved, click the Browse button to locate the file you saved during the steps provided in the Download Guide.
Click the Upload File button to upload the listings to your ToolkitMarketShare database.
The properties will then be available for your market share reports.

MLS Download Guide

After you select the MLS you want to download from, you should print the MLS Download Guide (Step 2) in order to know exactly how to save the data from the MLS. If the data is not saved from the MLS in the correct format it will not load properly into ToolkitMarketShare.

Browse

After you have saved your data you will need to browse for it and upload it. You must make sure you know where you saved the file from the MLS in order to complete the upload in steps #3 and 4.

Upload File

Once you click Upload the screen will go through a series of steps that may take a few minutes to complete. You will need to wait until the Upload Listings Progress screen shows a Completed message. A message box will appear with the number of listings that were added to your database, the number changed, duplicated and skipped. If a listing that you previously had in your database has changed, such as an active that is now sold, that listing will be categorized as a changed listing. Any exact duplicate listing will be ignored and will be listed as duplicate. Any listing not recognized by ToolkitMarketShare will be skipped and will not be in your database. You will then click OK to return to the home page.

Any listings downloaded into your ToolkitMarketShare database will stay in the database unless deleted by the user on the Database Maintenance screen.

Search/Review Listings

Search Criteria

Once the listings are downloaded into the Market Share database they can be used to run various reports. To get the listings you want to use in your reports you can search the database for specific criteria like data ranges, subdivisions or broker names. Any data field that was downloaded from the MLS is searchable on the ToolkitMarketShare search screen.

Next to each field there is an arrow that when clicked allows you to select the criteria you want for that search field. A number is displayed next to each criteria item. This number represents the number of listings you have in your database with this criteria. Once you have checked the data you want to include you must click the button "Click to Select". This will add the criteria to your search. After your criteria is selected it will update the Records Selected at the top of the screen. This number represents the number of listings found in your search.

Saved Searches

If you frequently have the need to run reports with similar search criteria you can save your search to use again. After you enter your search criteria there is a field in the top section of the screen labeled Search Name:. Enter a name for this search in the box. Once a name has been entered Click Save. The search will now be saved and is accessible by clicking the drop down menu next to Saved Searches:.

Clear Criteria

The button labeled Clear Criteria will reset your search criteria and will leave you with a blank search. This can be used when starting a search over to ensure you have nothing selected.

Update Count

When entering in search criteria the Update Count button will update the number displayed for records selected. This number gives you an exact count of the records (listings) in your search that will be displayed on your reports.

Search Results

The button labeled Search Results will take you to the reports screen and will automatically run the Search Results report. The Search Results shows each record and the details about it.

Reports

After you have completed your search you will most likely want to run a variety of reports. The Reports button takes you to the Reports screen where you can select various reports to save as a PDF, print or graph.

Market Share Reports

Once you have downloaded data from the MLS and you have chosen search criteria of the data you want to use in your reports, the Market Share Reports screen will allow you to run various reports.

Choose a Report

You must choose a report that you want to run. There are a variety of reports that will display various information depending on your company's needs. You can see a complete list of reports with more details in our help section. Click here.

Run Report By

You can choose to run the report by different criteria. The run by will allow you to choose how you want to view the totals on the report.

Report Title

The Report Title is automatically filled in based on the report you choose. The title at the top of each report and is displayed in a larger bold print. You can click in the title box and enter any title that you choose. Sort By You can choose to sort the report by different criteria. The sort by will allow you to choose how you want to rank the data on the report. Typically most reports are sorted by descending order so you can see the largest dollar amounts or units at the top. Sorting by descending order allows you to rank brokers or agents as #1.

Filter By

You can filter your data and only display the items you wish. You can choose to only see brokers that sold over a certain dollar amount or sold units over a certain number. You can filter by units or dollars and in various ways depending on which report you choose. Filters are typically used to shorten the number of pages in the report that are normally insignificant and won't get looked at.

Search Criteria

The Search Criteria button takes you to the Search Criteria screen. To get the listings you want to use in your reports you can search the database for specific criteria like data ranges, subdivisions or broker names. Any data field that was downloaded from the MLS is searchable on the ToolkitMarketShare search screen.

Update Count

When entering in report criteria the Update Count button will update the number displayed for records selected. This number gives you an exact count of the records (listings) in your search that will be displayed on your reports. Run Report The Run Report button is what is used to generate the report. Once your search criteria has been entered you must click Run Report to generate the report. The report will generate as a PDF and will give you the option to print it.

View Chart

The View Chart button will display your report in a chart format. The chart is a colorful bar chart depiction of your report criteria. The report will generate as a PDF and will give you the option to print it.

Listing Database/Maintenance

You can edit listings, delete listings, and delete your entire database on the Listing Database/Maintenance screen.

Delete Selected

If you have already chosen a search, the Delete Selected button will allow you to delete those listings in your search. By clicking Delete Selected only those properties in your search will be deleted. If you wish to delete other properties go back to the Search/Review Listings screen and modify your search criteria.

Delete Database

The Delete Database button will allow you to delete your entire database, all listings. You will want to make sure you are prepared to re-download listings if you delete your entire database. There is no way to undelete, all properties will be gone.

Edit/Delete Links

The Edit link gives you the ability to edit a listing. Click the Edit link next to any listing you wish to modify. Once in edit mode you can change the listing. The edit function is typically used only if you have discovered something was entered into the MLS incorrectly or is missing. The Delete link will allow you to delete a single listing. Should you find you have downloaded a listing that you do not want in your data base you can delete the listing and only that listing by clicking the delete link. You can sort the data on the Listing/Database Maintenance screen by clicking on any of the field names at the top of the grid. Each screen contains up to 50 listings. If your search contains more than 50 listings you will need to use the page numbers at the top or bottom of the grid to navigate to another page.

Preferences

The Preferences screen displays 4 buttons, Broker Groups, Filters, Report Options, and Change Sign In. Each one of these buttons allows you to modify a certain option.

Broker Groups

Broker Groups will Group multiple brokers together in order to display them as a single group on your Market Share reports. You can choose a group of brokers from a list that is populated when you download new listings. The name you decide to give the broker group is how it will be displayed on your report.

Once on the Broker Groups screen, click Add Group to enter a new group. The group will be added and you will need to give it a name. Once you type in a name, click the Update link to save it. To add brokers to this group click the Select link next to the group name. Highlight the broker in the Available Brokers box on the left and click the Add button to move it to the Selected Brokers box on the right. You can use Ctrl+click or Shift+click to select multiple brokers. Once all of your desired brokers have been moved to the Selected Brokers box click the Finish button.

Filters

Filters can be set up to limit the number of records the reports will display. You can modify each report to only show the top selling brokers or agents. Here you can save the filters as a global setting however they can be overwritten when running a report.

Report Options

Report Options allow you to change the way the reports appear when printed. You can choose to hide the search criteria on printed reports by unchecking the box "Show Search Criteria on Reports". You can also hide the search criteria on printed charts by unchecking the box "Show Search Criteria on Charts". If you don't want alternating shading on the report body, you can turn off the shading. Click Save to make your changes or Cancel to abort the change.

Change Sign In

The Change Sign In screen allows you to change the email address and/or password used to sign in to Toolkitmarketshare.com. To change your sign in email address you must enter your NEW email address in the box labeled email address, enter it again in the confirm email box and click Save. To change your sign in password you must enter your NEW password in the box labeled password, enter it again in the confirm password box and click Save.