How to Prepare Listings without a Property Information Form

Did you know that if you have broker loading permissions in RAHB Matrix, you can use the “REALTOR® Full with Signature” feature instead of a Property Information Form?

RAHB Matrix has a listing report called the “REALTOR® Full with Signature”. This is a REALTOR® Full report with signature fields, which can be signed by your client, and used in lieu of a Property Information Form. All other forms that comprise the listing (i.e. Listing Agreement, etc.) are still required when using this feature. Using the “REALTOR® Full with Signature” feature can save you from having to do some double data entry.

To use the REALTOR® Full with Signature, follow the steps below:

1. Enter your listing information as you normally would in RAHB Matrix by using the “Input” tab. For information on how to enter listing data, watch this video tutorial outlining how to broker load listings in RAHB Matrix.

2. Once all listing information has been entered, save the listing as “Incomplete” by clicking on the button located at the bottom of the screen.

Save as Incomplete

3. Click on the MLS® number from the “Input Succeeded” screen.

Input Succeeded

4. From the “Display” menu, choose “REALTOR® Full with Signature”.REALTOR Full with Signature5. Click Print!

As always, please contact the RAHB MLS® Department with any further questions. They can be reached on weekdays between 8:30 and 4:30 at (905) 667-4650.

Amended Open House Policies

The RAHB Board of Directors has approved amendments to the current open house policies. These amendments are now in effect. The most significant changes are:

Open houses may now be cancelled up to 9:00 a.m. the day of the open house. (Previously, it had to be cancelled by Noon the day before).

Although RAHB has an open house date and time schedule for both Hamilton and Burlington areas to ensure consistency, members may now schedule an open house any day, Monday through Thursday, regardless of where the property is located.

RAHB MLS® staff are no longer required to check the open house list, as there may be properties scheduled outside of the traditional dates and times. Members are also required to verify open house dates and time for properties located outside of RAHB’s jurisdictional area.

Previous Open House Policy

New Open House Policy Changes

1. Only MLS® Listings shall be permitted to have an open house and only after such Listing has been received and processed by the Association. Remains the same.
2. As of January 1, 2010 all offices with Broker Load privileges are required to Broker Load and/or cancel their own open houses through the Association’s MLS®System. This section has been deleted.
3. For Members having their open house Board Loaded, the request to have or cancel an open house must be completed and submitted to the Association no later than noon, one (1) business day prior to the open house. This section has been amended:

3. Members who need to cancel their open house, must cancel in the MLS® system no later than 9:00 a.m. the day of the open house.

4. For open houses cancelled after noon one business day prior to the open house, the Member must either be present at the property during the open house time to inform Members of the cancellation, or visibly post a sold sign or a notice informing the Members of the cancellation  This section has been amended:

4. For open houses cancelled after noon 9:00 a.m. the day the open house is scheduled one business day prior to the open house, the Member must either be present at the property during the open house time to inform Members of the cancellation, or visibly post a sold sign or a notice informing the Members of the cancellation

5. When any Member misses their open house, a letter from the Association will be sent to the Broker of Record and the Member shall be fined.  This section has been amended:

5. When a scheduled open house is missed any Member misses their open house, a letter from the Association will be sent to the Broker of Record and the Member shall be fined.

6. Member offices which are located outside of the Association’s jurisdiction shall only be permitted one open house within the Association’s jurisdiction per office per day.  This section has been deleted.
 8. Only one (1) open house is permitted within any thirty (30) day period unless the Seller lists with another office. If a REALTOR® disregards this rule, there will be a letter from the Association sent to the Broker of Record and the Listing Brokerage shall be fined.  This section has been deleted.
9. If bad weather is incurred, roads under construction, or unusual circumstances, individuals must state in writing within seven (7) days of their own open house that they require a new date or forfeit the opportunity to do another open house for sixty (60) days.  This section has been deleted.

Hamilton Open House Schedule:

Day Time District & Sub-areas

Tuesday 10 a.m. – 12 Noon 10-18

Wednesday 10 a.m. – 12 Noon 40-46, 50-53, 56, 60-65

70-74, 80, 84, 85, 87, 88,

662-664, 765-772, 873-879, 980, 981, 1101, 1102, 1103

2000, 2010, 2018, 2028, 2040, 2049, 2059, 2067, 2084,

2100, 2105, 2110, 2115

Thursday 10 a.m. – 12 Noon 20-29, 54, 55, 57

101-104, 436-455, 556-561

——————————-

Burlington Open House Schedule:

Day Time District & Sub-areas

Tuesday 10 a.m. – 12 Noon 34, 35

Tuesday 11 a.m. – 1:00 p.m. 36, 38, 40, 43, 44, 45, 46

Thursday 10 a.m. – 12 Noon 31, 32, 33

Thursday 11 a.m. – 1 p.m. 30

43, 44, 45, and 46 have the option of being placed on the Hamilton open house program

This section has been amended.

 

Hamilton Open House Schedule:

Day Time District & Sub-areas

Tuesday 10 a.m. – 12 Noon 10-18

Wednesday 10 a.m. – 12 Noon 40-46, 50-53, 56, 60-65

70-74, 80, 84, 85, 87, 88,

662-664, 765-772, 873-879, 980, 981, 1101, 1102, 1103

2000, 2010, 2018, 2028, 2040, 2049, 2059, 2067, 2084,

2100, 2105, 2110, 2115

Thursday 10 a.m. – 12 Noon 20-29, 54, 55, 57

101-104, 436-455, 556-561

——————————-

Burlington Open House Schedule:

Day Time District & Sub-areas

Tuesday 10 a.m. – 12 Noon 34, 35

Tuesday 11 a.m. – 1:00 p.m. 36, 38, 40, 43, 44, 45, 46

Thursday 10 a.m. – 12 Noon 31, 32, 33

Thursday 11 a.m. – 1 p.m. 30

43, 44, 45, and 46 have the option of being placed on the Hamilton open house program

While these are traditional boundaries, you are free to hold your open house on any day from Monday through Thursday regardless of where the property is located. Members are required to verify open house dates and time for properties located outside of RAHB’s jurisdictional area.

 
 
 
 
 
 
 
 

Bathrooms are rooms, not room features

When you enter a listing, be sure to list bathrooms separately, using the bathroom code, instead of including them as room features, such as a master en suite.

Why?

Bathrooms must be listed separately as rooms so Matrix can find the bathroom code to use in its automatic calculation of number of baths.

This is important because when others are searching for listings and include number of baths in their search criteria, your listing may be missed because Matrix couldn’t find all the bathrooms you included in your description. Your listing with three full baths and a half-bath may appear to have only two baths and a half-bath if you included one of the baths in a room description.

If you have called a room a bathroom but do not indicate the number of pieces, that bathroom will also be excluded from the total count. Listings with a total such as Bathrooms 1 (0 + 1) could in reality have three full baths and one half bath and again would not be included in search results looking for three or more bathrooms.

If you have any active listings where the bathrooms do not display properly, we suggest you edit the listings as soon as possible. View the video below to learn how.

Flagging Multi-Marketed Listings: What You Need to Know

When you market your listed property two different ways – for example, as a residential property AND a farm – you must complete the appropriate listing form(s) and enter the listings separately to obtain two separate MLS® numbers.

In addition, you must flag both listings with the other listing’s MLS® number, as shown below in Input:

Multi Market Listings

Previously, in Fusion, you also flagged your multi marketed listings with a “Primary” or “Secondary” flag. These flags ensured that when the status of your listings changed, only one of those listings was recorded in RAHB statistics. However, these fields are not available in Matrix.

Therefore, when you report any of your multi marketed listings Sold Firm, you must CANCEL the remaining active listing. 

Should you have any questions concerning multi marketed listings, please call the MLS® Support Desk at 905-667-4650 (8:30 a.m. – 4:30 p.m. weekdays).

How to Create a New RAHB Matrix Shortcut

1. Right click on your desktop.

2. A small window will open.

3. Hover your mouse over “New” in the small window.

4. Another small window will open.

5. Click “Shortcut”.

6. A pop-up window will open (see photo example below).

7. Under “Type the location of the item:” enter http://my.rahb.ca

8. Click “Next”.

9. Type in a name for the shortcut.

10. Click “Finish”.

Shortcut Pop Up Window

 

 

 

 

 

 

 

 

 

How to Upload Photos and Input Virtual Tours in RAHB Matrix

How to Upload Photos in Matrix

1.Click the “Input” tab.

Input Tab Example

 

 

 

 

2. Under “Quick Modify” select the listing from the drop down menu.

3. Click “Manage Photos”.

4. Click the “Browse” button and then go to the file your photos are saved in.

5. Click the first photo and then hold down your shift key, and then click the last photo in your file.

6. This will highlight the first, last and all photos in between you wish to upload. (Maximum is 50 photos.)

7. Click “Open”.

8. Your photos will automatically upload.

9. Should you require to change the order, drag and drop your photo in the new order. TIP: If you are using Google Chrome as your browser, zoom out (CTRL -) before dragging your photos.

10. Click the blue “Save” button.

 

How to Input Virtual Tours in Matrix

1. Click the “Input” tab.

2. Under “Quick Modify” select the listing from the drop down menu.

3. Click “Quick Edit Items – URLs, Map Pin, Remarks” link.

4. Scroll down to the “Additional Links” area.

5. Enter or paste in the URL for your virtual tour in the “unbranded” section.

6. Click the blue “Submit” button.

When it comes to legal documents, consistency is key

Question: I just saw a listing where the Co-operating Brokerage commission has a condition reducing the commission paid if a buyer is shown the listing by the listing salesperson, but an offer is brought by another REALTOR®. Is this ok?

Answer:  Yes, this is perfectly acceptable, provided the condition in the Remarks section of the listing is the same as the commission on the Listing Agreement, which are both signed by the Seller.

Conditions to the Co-operating Brokerage commission can’t be added to the Remarks section of the Property Information Form, or to an additional Schedule, if they are different than what is on the Listing Agreement. By ensuring that the commission to the Co-Operating Brokerage is the same on the Listing Agreement, Property Information Form, any Schedule to the Listing Agreement and in the Remarks section, you will be complying with Sections 38 and 39 of the RECO Code of Ethics.

RAHB Matrix Total Rooms

Ever wondered how RAHB Matrix determines which rooms are principal rooms and how they are counted in the Room Totals? Below is the formula explained:

The following Rooms that are above grade are counted, excluding NON-principal rooms (see below). This will determine the Total Rooms value.

  • LLP (portion above/below grade)
  • M (main)
  • 2 (second floor)
  • 3 (third floor), etc.

The following Rooms on the lower level will not be added to the Total count. They do not require size, regardless of room code.

  • B (basement)
  • LL (second basement/lower level)

The following Non-principal Rooms will not be added to the Total count. They do not require size, regardless level.

  • Attic
  • Bathroom
  • Coldroom
  • Ensuite
  • Foyer
  • Laundry room
  • Loft
  • Mud room
  • Pantry
  • Sauna
  • Storage room
  • Sunroom
  • Utility room
  • Wine cellar
  • Workshop
  • Other

Do you need help with RAHB Matrix?

Do you find yourself with questions about Matrix, and you want to find the answer yourself?

Here are two ways you can find information:

1.Use the video tutorials, read the Q&As and .pdf tutorials and all RAHB Matrix updates at www.rahb.ca/matrix.

2. Use the Help tab at the top of your Matrix home page. When you click on Help, you will see links to Matrix training guides and tutorials, and to helps on specific topics such as using the Speed Bar, emailing, etc.:

Help Index

 Where did they go?

Have you been searching within Matrix for the link to GeoWarehouse or Financial Calculators? Hover on the Tools tab at the top of your Matrix home page to find links to these sites:

  • Member Account/Education Services
  • CONNECT
  • RAHB Neighbourhood Map
  • CREA Dashboard
  • Financial Calculators
  • GeoWarehouse
  • REALTOR Link®
  • WEBForms®

How to add additional Adjustments Fields to your CMA

Here’s how to add additional adjustments fields to your CMA:

1.Go to the Subject header in your CMA.

2  Scroll down to the bottom of the page to Custom Fields.

3. Click one of the upward arrows and a window called Edit Custom Fields will open.

4. Select Link to a Matrix Field, then use the search box or scroll bar to find the additional adjustment field you wish to add.

5. Select the field so it is highlighted in blue and click Ok.

Now when you go to your Adjustments tab the Additional Adjustments Field will be added. You may have to use the scroll area to view it and add the adjustment amount.

Broker Load – Salesperson Limited Input

RAHB recently upgraded the Input function in Matrix to allow members without Broker Load privileges the ability to modify their listings in the following ways:

  • Upload photos
  • Upload attachments
  • Enter Open Houses
  • Upload virtual tour URLs (NEW!)
  • Map Pin (Manually map your listing) (NEW!)
  • Amend Public and REALTOR® remarks (NEW!)

Broker Load_Salesperson Limited Input

Virtual Tours

We understand many members are provided URLs from third-party companies and should have the ability to load their own virtual tours. Just remember that when you add your virtual tours, it is important to input the http:// or the https:// in front of your URL so that it is clickable.

Map Pin

In RAHB Matrix, whoever loads the listing MUST manually pin the location on the map. Many Brokerages only allow administrative staff to input listings, and may not pin the listing in the exact proper location. This gives the listing salesperson the ability to correctly map it, if it is mapped incorrectly for any reason.

Amend Remarks

RAHB also felt it was important to allow members the ability to amend their Remarks at any time; specifically if RAHB or your Brokerage was closed and you needed comments in your Remarks amended. For example: if your Sellers originally agreed to hold off on offers until a specific date and then changed their minds, you are required as per RAHB’s Rules Section 2 – 2.15 (a), (b), to immediately make the changes to the Remarks field.