Sept 2009

I purchased Mark-it Advantage Xi through www.garydavidhall.com close to a year ago and continue to be amazed by the program every day. It has been very stable and glitch-free and when a minor glitch does appear, they fix it very quickly. The program is so amazingly powerful and productive, I can't begin to tell you about all it does, just trust that it will make most of your other software obsolete. For such a powerful program, it is amazingly user-friendly with a quick learning curve; the easy to follow tutorial videos really speed learning. Also, the program is extensively and easily customizable by the user. The customer service provided by AdvantageXi and by Gary David Hall has been superb; not only are they receptive, eager, and responsive, but Gary employs his real estate experience to add personal insights into using the program. I have never been so thoroughly satisfied with software in my life. Don't think about it, just buy it.

Gerald Tostowaryk

Sept 2009 & July 2008 - both the same person

This first one is actually a post on a Blog called Active Rain. Judi is a very active agent who purchased AdvantageXi from me back in July of '08, and if anything she has gotten more vocally supportive since she wrote this. - Gary

I've been an agent since 1982 and have worked with quite an array of contact managers...starting back in the DOS days.  I've tried Howard & Friends, PREP (Pat Zaby's old program), Top Producer (several different versions), Online Agent (the precursor to Agent Office), ACT, Goldmine, and some others I don't even recall.  I landed on Goldmine about 10 years ago, and for the most part, that's what I've been using.  Over that time period, I've been seduced a few times into giving real estate specific software another chance...even fell for Top Producer's insistence on how web-friendly the software was (this was about 5-6 years ago...not relative to the "current" version).  I've demoed several programs that I never purchased as well.  My point at saying all this is to simply emphasize that I've gained at least some understanding of various programs and how adaptable and flexible they are for this business.

As I said, I've been using Goldmine for the most part...but the manufacturer made the decision a bit over a year ago that they were eliminating the "small user" version of their software, and targeting their R&D and support efforts on the corporate client.  As of now, they no longer support my version.  Though it's been working fine, I can certainly foresee the time when it won't be, and I can't afford to be locked out of support....nor do I want to be restricted as to what other software I can use (my version is not compatible with anything newer than Office 2003).  That being the case, I've been keeping my eyes peeled for a suitable, and POWERFUL, replacement. 

Personally, since I am a single user and my software is on my notebook, which is nearly always with me, I wanted a program that is on my hard drive....a WEB BASED SYSTEM is of no interest to me at all.  I've never much cared for Top Producer (it is a very proprietary program with very little customizability), so that's not a contender to me.   I did look at RealeSeller and Zaby's newer Outlook based system.  The Zaby program repeatedly froze my computer and it was a nightmare to install (I'd heard similar complaints from 4 of my friends who'd installed, tried to use, and subsequently deleted the program from their systems....no need to hit me over the head with a brick!  I gave up on that right away).

My most recent demo was of Advantage XI (Mark-It Systems).  I ran the demo for about a week (the demo can run free for 30 days...it didn't take me that long to decide to buy!) and I must say I was duly impressed.

Here are my thoughts on this software (good and bad).  Bear in mind I just installed the software about 3 days ago....so I'm still in the learning stage!!!!

1.  Importing records from another source is very uncomplicated...XI provides the user with numerous options, most of which include a very simple interface for mapping out the fields so when the content is imported, the right content is placed in the right fields

2.  The wide array of content you can add is outstanding...good for both agents and lenders.  Even the agent version comes with some rather extensive loan & qualifying fields for the contacts.

3.  A very simple to set up web-import interface.  This is AMAZING.  I have several sites that are lead generaters and setting up "rules" for incoming email that takes the content from those lead notification emails and automatically creates a new contact record in the database and can even auto send a "thank you" or "welcome" email to that contact as soon as the record is created.  It took me less than 10 minutes to create the rule that accomplishes that task...and I tested it....VOILA!!! 

4.  It's always been critical to me that all incoming and outgoing emails be attached to a contact's record....one of the reasons I loved Goldmine.  Advantage XI does that, too.  And what is attached IS THE EMAIL....not just the "subject" and the fact THAT an email was sent.  I like looking at the specific email in the contact's history to see what I said to them, what they said to me.  It's important history.

5.  Setting up follow up plans and triggers is pretty simple.  You can even control under what conditions a plan might be abandoned (for example, you schedule a plan to send out a series of postcards to a FSBO, and during the process the FSBO sells....entering the 'trigger' on their contact record will cause the postcard plan to STOP!)

6.  Very simple to add documents (pretty much any format) to a contact record.  For example, I keep copies is appropriate folders for tax records, MLS sheets, my Feature Showcase brochures, etc.  I can link all those documents to the contact's record so they are readily accessible from that record.

7.  Simple to attach multiple properties to a contact...and those properties have extensive details you can include....including multiple photos, auto-mapping from either Google or yahoo, directions from your office to the property via the automapping service you choose.

8.  Very extensive people-connections...this applies to referrals as well as simple connections between contacts...such as Jim Smith is a contact and was referred to me by John Jones.  That's a referral connection stored in a referral tab on both records.  Then Jim Smith's dad Sam Smith wants to buy as well.  Jim and Sam are "connected" and appear in one another's connections tab.  I find having records of those connections very helpful.

9.  Many, many fields have lookup lists to help speed up your auto-fill process.  Most of those lists are "empty" when you get the software.  As soon as you fill in a field...it becomes the first entry in the auto-fill field.  In other words, the lookup lists are UNIQUE TO YOU...to the way you work and organize information.

10.  Each contact can have pretty much unlimited "classifications".  This, too, is wholly under your control.  Whatever you feel is valuable can become a classification.

11.  You have the ability to create custom screens to organize content the way you'd like (I've not really tried that yet....I do know it's possible, however)

12.  You can also create custom reports....that's a huge benefit.  Other CRM software have built in reporting capabilities, but they often do not give you the specific information you need.  By creating your own reports (either by using one of their forms as a template that you change for your needs, or by creating a form from scratch) you can get much more meaningful content.

As I said, I've only been using the software for less than 2 weeks at this point....but that's some of what I've liked about it so far.

The negative????  Well, I think the interface is pretty primitive appearing (though there are some things that can be "customized" to make it more appealing)...but that's purely subjective.  And after having experimented with considerable features of the system, I can unequivocally confirm the very robust power and flexibilty of the software more than amply compensates for the minor cosmetics.

This is a follow-up review of AdvantageXi by Judy - October 2009:

It's easy to write a positive review of a product when you first get it...it's new, it's exciting, the "bloom is still on the rose" so to speak.  But the real test of customer satisfaction is "what do you have to say about the product" long after that excitement and bloom have long worn off?

It's now been well over a year since I made the switch to Advantage XI.  After consistently using contact managers and CRM products since the DOS days, including the more well known CRM's for the Real Estate industry, none have ever come close to XI in the way of overall features, reliability, flexibility, customizability (is that even word????), support, etc. (NOTE:  I am a "single agent" user....so my experience is limited to my own particular needs.)  So here are my thoughts on those various categories:

Features:

Here are some of my favorites:

• Incoming and outgoing emails are attached to the respective contact records (fabulous "paper trail")!
• Also can attach emails to ADDITIONAL contacts AND to PROPERTY records as well!  This is AWESOME!
• Ability to create custom reports.  I've always felt this was important because I've never had a CRM that consistently gave me the information I wanted in the way I wanted, thereby making it as succinct and functional for me.  XI gives me that capability
• Ability to easily create "connections" between contacts.  Have a client who's a tax accountant?  Have another who needs tax help?  Connect them, identifying the connection.  Now, when you look at each record you can see the connection you've made and have good, MEANINGFUL things to talk with your clients about.
• Connecting "parties to the transaction" is a breeze....and when you do it, you can readily look at each of their contact records to see ALL of the transactions they've been party to!  Do this with all your lenders, attorneys, home inspectors, homeowner associations, home warranty companies, etc.  Another great reason to contact past clients.
• Monitor "lifetime value" of your clients (and the people they refer to you!!!).  This is fabulous.  Ever have a contact with whom you've never done business, BUT they've referred other people to you?  XI has an easy to use way to track the who, when, and how much of those accumulated referrals!
• Allows for primary and secondary contacts with multiple phone numbers and emails and the ability to label whose they are
• Ability to store multiple properties for each contact is a great way to track residence and investment properties
• Love the ability to include html content on contact records (web views, abundant links and images, whatever)
• Property and people photos on the contact records and property records!
• Automatically create a contact from an email (such as from a response form on my websites), and when XI creates the contact, to also automatically begin a "task series" (or plan, or whatever you want to call it).
• Set up multiple email or word processor templates, signatures, etc.
• Has its own sticky notes (like post-its) built in....great for reminders!!!!
• Extensive use of "classifications" for your contact records....
• Extensive "filtering" capability
• Ability to "control" which users have access to which information
• Extensive "showings" monitoring, etc., for your buyers as well as for your listings!  And the ability to mass update all agents who've shown your listing of price reductions, back on market status, etc.
• Easy to set up great Feedback request documents for your listings...complete with photos, links to virtual tours, etc., and quickly send them out when someone shows your listing.
• Easily track referrals...incoming and outgoing!
• Easily search all emails for specific text
• Easily search for contacts based on a wide range of criteria (phone number, email address, street name, children's name, preferred contact method, classification, etc.
• Simple way to connect all documents and photos for a contact or property to the record of that contact and/or property
• Fabulous "slider menu" for the program to which you can add groups for adding content (I use this EXTENSIVELY) so I can have a quick connect to important buyer documents, FSBO content, seller forms, "tech ideas", etc.  To the appropriate group, you can add web-links, shortcuts to files, shortcuts to programs, etc.

Customizability:

Even the most robust program (which this is) needs some flexibility.  While as agents or lenders we have a lot of similar needs from a good CRM, each of us may have "unique" circumstances or needs that we want to be able to address.  For example, I belong to an organization where I need to monitor membership and some specific information about each member.  I was able (in one afternoon) to create a "custom tab" specifically for that organization when I could enter 20 or so different pieces of information about each member (using my own "user defined fields".  Then I was able to create a few custom reports where I could then have easy to use printouts of the specific information I was accumulating.  All the tools necessary to do such customization are built right into XI!

Even the overall "look" of XI is somewhat customizable.  One of the first things I did when I got the program was to reduce the size of some of the icons and give the program and "neutral" solid color background. 

Reliability:

This has proven to be a very "stable" and reliable product.  I keep XI running on my notebook all the time, and use it every single day.  I've noticed that on the very RARE occasion of any sort of freeze (where the program stops responding), exiting the program and reopening it generally is the "fix".  Important to note that the vast majority of the time when that does happen, whatever I was working on seems to be intact, right up to the point of the freeze.

Responsiveness:

Ever own a product and while using it you thought "gee, this is great....if only it also (fill in the blank)".  I've found the developer of XI ACTUALLY LISTENS to the users!  There have been times I've sent him emails with "ideas" for the product, or I've participated on the user group where someone else has come up with various suggestions, and some time later I discover that those ideas and suggestions have been integrated into the program through one of the "updates" we download to the software.  To me, this is HUGE!  I believed it to be a great product "out of the box" (and still do!), but it seems it's constantly getting even better!  I'm not used to software developers who are so proactive in implementing the good ideas of their users....which in fact benefits EVERYONE!

Support:

There are various levels of support, depending on your need.  I categorize them into two primary groups:  User support and Techical support.  XI offers several vehicles for user support:  Knowledge base system, Click Training (over 100 mini-videos that focus on various "how-to's"...most of these are under 5 minutes and are VERY helpful), an assortment of training documents, and an interactive user group on Yahoo.  I'd estimate that about 95% of the questions or needs a user would have with XI can be resolved with these existing resources.

With regard to technical support, I've found that "critical" issues (when you submit a support ticket, you "rate" the level of support you need for your issue) are responded to very quickly, and most are resolved same day if the ticket is submitted early in the day.  Non-critical items (for example, where something is "working" in the system, but appears not to be working properly) do seem to experience delays. 

Something I've found pretty extraordinary, however, is the frequency with which the product is "updated".  Some of the updates are very minor (for example, improvements in or fixes for a particular feature), while others are quite extensive.  During the 14 or 15 months I've used XI, we've had dozens of "updates".  Having been a long time user of similar products, I'm used to a couple of updates a year, so this was quite a nice surprise.

Conclusion?  XI is BY FAR the most robust, comprehensive, versatile, intuitive CRM product I've used or demo'd.  If I sound like a "raving fan", my apologies.  I AM!  While everyone has differing needs, for my needs this is a real winner!!!!

Judi Bryan

Sept 2009

I think Xi is a great product and I'm really glad I made the move.
The support has been excellent from Mark. He spent 2 hours yesterday getting my computers networked. It's not working quite right but it's very close. I've spent some time on the videos and they are great.

Tammie Crane

Sept 2009

1) Are you finding it easy to learn? Yes, I am very happy with the ease of use. The instructions and program are in “English” rather than Geek as I found Act! to be.

2) Are you using the video training clips (in the "Market News" section, and are they helpful? I am just now setting up “series” and I am using the videos for that and yes they are very helpful.

3) Is the program stable, or do you have problems with it? The program is stable and I have not had problems.

4) How has tech-support been? I have not had to use support (you answered a question last time we wrote) as the videos have provided me what I need so far.

Gene Amundsen

Hi Gary, I am happy with everything so far with Advantage XI. Tech support helped me install the network portion of the program. I have converted my TP 8i data base over and now I am getting used to the program. The on line click training modules are very good and helpful. Thanks for checking in.

Scott Brown

1) Are you finding it easy to learn? Its easy when one can focus on one module at a time-- there's just so much and I'm so anxious to know this software well that I find myself all over the place! It's easiest to learn when one is attempting to use it for "actual" application which is what I started doing last week. Now its "remembering" it all! Yipes!

2) Are you using the video training clips (in the "Market News" section, and are they helpful? Absolutely! I'm using all 3 sources, the video, the online tutorial (link below the videos) and I've printed out the manual. If I can't find my answer in one, then I can usually find it in another.

3) Is the program stable, or do you have problems with it? I have been getting some errors. Figured that once I have this down better if these errors still occur I will see about addressing them with support.

4) How has tech-support been? Excellent! They have been right on top of all my requests.

5) Anything you would like to add? Nothing other than I love it! and can't wait to know it better!

Nancy Caron

I absolutely love this program! I have used the video clips and continue to do so. I also like being able to just get the document instructions when I have a particular question. I have not had to call technical support yet. My absolutely favorite feature is the ability to process all the letters I have to send out with the click of a button. It is a great feature to be able to attach a document to a particular task within a series and have it all process seamlessly. This is the most user-friendly program I’ve seen, and yet it’s loaded full of features. Can’t recommend it enough.

Michelle Fieldson

1) Are you finding it easy to learn? I have found the system relatively easy to use. I have been frustrated a few times but there is a learning curve.

2) Are you using the video training clips (in the "Market News" section, and are they helpful? I use the video training clips frequently. They are very helpful.

3) Is the program stable, or do you have problems with it? The system is stable. I have seen it bogged down once in awhile and run slow but that is when I had quite a few windows open.

4) How has tech-support been? Mark has been great. I really like the ticket system.

5) Anything you would like to add? I am overall very happy with my purchase of AdvantageXI. Thanks Gary!

CJ Goodyear

Hi Gary,

Sound words of wisdom. I have been working with the trial version for several weeks and did have those frustrations to get a series to be operative. It was a learning curve. But now that is mastered, I have several automated contact solutions in place for different classes of clients. It is working very well. I have also set up a series for the expired listings. I just create the contact, add the series, tweak the dates and it puts the items right in the daily. The mail merges are great, especially the e-mail. After spending several hours a day with it, I made the decision as you know to purchase it. So far I am really thrilled to be working with it.

Alan Harris

Gary, thanks for the heads up. I am extremely happy with the XI program.  Thanks so much for your recommendation. I have seen a tremendous number of changes for the good to the system over the past year. My impression is that Mark has seen nice growth and market penetration this year based on the emails from us newbies.  I could not imagine not looking forward to the regular updates that continue to improve. Mark has implemented several changes at my request that I appreciate. 

Jeff Coros