Removing or Cancelling a Showing in ShowingTime

Are your buyers unable to make it to a scheduled showing? Or your sellers unable to show their home when a showing has been booked? Did you cancel the showing? Not only is it courteous to cancel a showing request if the appointment cannot be honoured, it’s also required according to RAHB’s Rules & Regulations:

Section 8 – Selling Procedures

8.04 If a Member is unable to keep an appointment, the Member shall:

(i) where the appointment was made directly with the Listing Brokerage, advise the Listing Brokerage, or if direct contact with the Listing Brokerage is not possible, advise the Seller directly; or

(ii) where the appointment was made directly with Seller as permitted under these Rules, advise the Seller directly.”

 

If you’ve booked your showing request in ShowingTime, you can also cancel it in ShowingTime. Here’s how:

1. Log in to ShowingTime from the Tools menu in Matrix. As ShowingTime is an SSO (Single Sign-On) link, no additional login information will be required.

2. In ShowingTime, Click on the Showings button, located on the left-hand side of your screen.

3. a) To cancel a showing that you have requested on another member’s listing, click I Have Requested.

b) Alternately, to cancel a showing request on one of your listings, select On My Listings.

4. On the right-hand side of your screen, you will see a list of showings that have been requested. Click on View/Modify for the listing in question.

5. Click on Cancel Appt.

6. This will bring up a dialogue box in which you can provide a reason for cancelling, and any additional comments. This information will automatically be sent out to the listing salesperson via their preferred method of correspondence (SMS, email, phone).

The listing salesperson will receive the following message:

Please feel free to contact the RAHB MLS® Department if you have any questions – 905.667.4650 or support@rahb.ca.

 

 

Matrix tip: Searching for Main Floor Bedrooms and Bathrooms

Many home buyers are looking for homes that have bedrooms and bathrooms on the main level, and Matrix makes it possible to search for those properties! You need only to make a simple addition to your search criteria.

Here is what you need to do….

1.  In your residential search criteria (go to Search > Residential), scroll down to the bottom of your screen. Click Add (beside Additional Fields).

If you have already added fields to your search criteria, this will look slightly different.

2.  Add Rooms Search to the available criteria. Highlight this field in the Available Fields box, and then click Add.  Rooms Search will now appear in the selected fields list.  Click Back to return to the search.

3. Scroll down to the bottom of the screen, and you will see the Rooms Search field (below the Additional Fields bar). Set Type to either Bedroom or Bathroom (depending on what you are searching for), and level to M (main floor).

This will search the rooms list for any room where the Type is Bedroom or Bathroom, and the level is M – main floor bedrooms and bathrooms!

If you have any further questions, please do not hesitate to contact the MLS® Department at 905.667.4650 or support@rahb.ca.

 

New Picks for Split Levels!

The following new picks have been added to the Style field to make it easier to search for these properties:

  • 3 Level Sidesplit
  • 4 Level Sidesplit
  • 5 Level Sidesplit
  • 3 Level Backsplit
  • 4 Level Backsplit
  • 5 Level Backsplit

These picks are available only for RAHB listings, so when you use any of them for a search, we recommend that you also choose either Sidesplit or Backsplit (according to what you are searching for) to return all listings in the category.

The new picks are now available in Matrix for broker loading and searching, and will be added to RAHB’s Property Information Forms at the next reprint.

Please note that the old picks of Backsplit and Sidesplit have been removed from listing input, so be sure that whoever enters your listing knows which of the new picks should be used.

If you have any questions, please contact the MLS® Department at 905.667.4650 (Monday to Friday, 8:30 a.m. – 4:30 p.m.) or support@rahb.ca.

 

Assessment Field – Property Information Form

Q: What value do I put in the Assessment field of the Residential Property Information Form?

A: When you enter information in the Assessment section of the Residential Property Information Form, please ensure you use the Assessed Value appearing on the GeoWarehouse Overview – NOT the amount on the Property Inquiry report from the City of Hamilton, or any phased-in value.

Assessed value is determined every four years, and the increase is phased in over the following four-year period. Assessed value is what the City determines the property to actually be worth (usually less than what it sells for), while the phased-in value is what is used to determine property taxes for that year. It is done this way so that homeowners don’t get a big spike in property tax every four years.

 

Where Do You Find Zoning Information?

Do you know where you can find zoning information for all municipalities within the RAHB market area as well as for the surrounding areas covered by the regional group?

The answer:  in Matrix!

Just click on the Links tab, and when you see the list of System Links, scroll down to Zoning. It’s that simple! Click on a link and you will go straight to the zoning information or, in the case of Burlington, Hamilton, Oakville and Niagara Falls, you can choose to use the interactive zoning maps or read the zoning bylaw.

While you are scrolling down the list of links, why not check out what other information you can link to in Matrix: RAHB sites, tax information for various municipalities, CREA sites, OREA sites and other resources.

Check out what you can find under the Links tab today!

P.S. You will also find links to the Hamilton and Burlington interactive zoning maps through buttons on your dashboard at my.rahb.ca!

Changes to RAHB Photographer Billings and Services

As of May 1, 2018, RAHB’s photographer, REAL Services, is changing its delivery platform. This will result in the following changes for members requesting photos through Matrix:

  • As of May 1, 2018, members will no longer be billed through their RAHB account for photos and virtual tours produced by REAL Services. Invoices will be issued by REAL Services directly to members.
  • Between May 1 and May 31, REAL Services will continue to take front and back photos requested through Matrix. REAL Services will send invoices directly to members during this time.
  • After May 31, the option to request photographs through Matrix will be discontinued – the Photographer’s Instructions field will no longer be available.
  • After May 31, all photography and virtual tours will need to be arranged with and paid for by members directly with service providers.

Please note that REAL Services will still be available as a photography/virtual tour service – please contact them at 905.319.9399 or via e-mail at photos@realservices.ca. Other real estate photo and virtual tour services are available in our area; a Google search for “real estate photo services (city/town) Ontario” yields a sizable number of service providers.

If you have any questions about this change in photography service, please contact our MLS® Department at 905.667.4650 or support@rahb.ca.

Changes to MLS® Policies

The Board of Directors recently approved changes to various sections of the MLS® Policies, as noted below.

The second column notes changes made. Sections in bold indicate amended or added wording; sections struck through with a line (e.g. struck through) indicate the section was deleted.

The full, updated set of MLS® Policies can be found under External Links in Matrix and on REALTOR Link®, under the MLS® tab.

Former Policy Wording Amended/Deleted Policy
Sales
1. When broker loading any sales where the selling salesperson is a non-board broker, members will be required under Selling Salesperson field to enter “NONMEM” on on the comment line (“SOLD BY NAME OF SELLING SALESPERSON) – (NAME OF SELLING BROKERAGE)”.
 AMENDED
Sales
1. When broker loading any sales where the selling salesperson is a non‐board broker, members will be required under Coop Representative 1 MLS® ID field to enter “NONMEM” and under the NONMEM Info tab enter the name of the Coop Representative and Brokerage name in the spaces provided.
MLS® MARKETING OPTIONS
2. The Listing Salesperson will be required to determine which property type is to be considered the “primary” type. The primary listing will be the property type calculated in the Listing & Sales stats program.
DELETED
2. The Listing Salesperson will be required to determine which property type is to be considered the “primary” type. The primary listing will be the property type calculated in the Listing & Sales stats program.
3. If the listing salesperson presently has a listing on the system: it is their PRIMARY
LISTING and any additional property types can be added as SECONDARY LISTINGS by submitting the Property Information Forms only for those listings affected.
AMENDED
3. If the listing salesperson presently has a listing on the system, : it is their PRIMARY LISTING and any additional property types can be added as SECONDARY LISTINGS by submitting the Property Information Forms only for those listings affected.the original
listing MLS® number and the MLS® numbers of any additional listings must be entered in the “AlternateMLSNumber” field of each listing.
4. If the listing salesperson is processing a new listing on the system: he/she simply decides at the time of signing, which property type their wish to be your PRIMARY LISTING by completing the Property Information Form for that property type along with an Agreement Form. At the same time, up to 3 other property types can be submitted as SECONDARY LISTINGS by completing ONLY the Property Information Form for the property types they feel appropriate to market the property. DELETED
4. If the listing salesperson is processing a new listing on the system: he/she simply decides at the time of signing, which property type their wish to be your PRIMARY LISTING by completing the Property Information Form for that property type along with an Agreement Form. At the same time, up to 3 other property types can be submitted as SECONDARY LISTINGS by completing ONLY the Property Information Form for the property types they feel appropriate to market the property.
5. The Listing Salesperson will also complete the Property Information Form for each of the additional property types they would like to have appear on the system, which will be the secondary listings. It is imperative that the relevant information be identical; for example, listing date, list price, address, lot size, legal description, city/town, Seller name(s), expiry date, Listing Brokerage(s), Listing salesperson(s), selling commission and Agreement Change. AMENDED
5. The Listing Salesperson will also complete the Property Information Form for each of the additional property types they would like to have appear on the system, which will be the secondary listings. It is imperative that the relevant information be identical; for example, listing date, list price, address, lot size, legal description, city/town, Seller name(s), expiry date, Listing Brokerage(s), Listing salesperson(s), selling commission and Agreement Change.
6. If the relevant information is not identical, the primary listing will be processed and the secondary listings that are not identical will be returned unprocessed. If there are discrepancies in any other fields (not mentioned in #5 above), they will be input as received. DELETED
6. If the relevant information is not identical, the primary listing will be processed and the secondary listings that are not identical will be returned unprocessed. If there are discrepancies in any other fields (not mentioned in #5 above), they will be input as received.
12. When you send the group of listings to be processed, you will already have determined which will be primary and which will be secondary by the forms you use. These primary and secondary designations may not be changed, either with Amendment to Listing Agreement or at time of reporting the sale. DELETED
12. When you send the group of listings to be processed, you will already have determined which will be primary and which will be secondary by the forms you use. These primary and secondary designations may not be changed, either with Amendment to Listing Agreement or at time of reporting the sale.
13. When the property sells, the sale will be reported to the Association, using the “primary” listing MLS® number and that property type will be the listing used for the statistics. Each of the other MLS® numbers will appear in the sold database under their specific property type, but will not be recorded in the statistics. AMENDED
13. When the property sells, only one of the listings shall be reported Sold and all additionally marketed listings shall be reported Cancelled. the sale will be reported to the Association, using the “primary” listing MLS® number and that property type will be the listing used for the statistics. Each of the other MLS® numbers will appear in the sold database under their specific property type, but will not be recorded in the statistics.
Miscellaneous #22
This policy was originally created by the Joint MLS® Committee. The committee was formed to deal with issues that may arise within the shared MLS® system between RAHB, the Niagara Association of REALTORS®, the Brantford Regional Real Estate Association and the Simcoe Real Estate Board or more commonly known as “STARRS” for (Shared Technology and Regional REALTOR® Services). The Fusion MLS® system has now been retired and the STARRS group disbanded nearly two years ago when the other associations cut over to the Regional Matrix system making it unnecessary for this committee or rule to exist.
DELETED
Miscellaneous #22
This policy was originally created by the Joint MLS® Committee. The committee was formed to deal with issues that may arise within the shared MLS® system between RAHB, the Niagara Association of REALTORS®, the Brantford Regional Real Estate Association and the Simcoe Real Estate Board or more commonly known as “STARRS” for (Shared Technology and Regional REALTOR® Services). The Fusion MLS® system has now been retired and the STARRS group disbanded nearly two years ago when the other associations cut over to the Regional Matrix system making it unnecessary for this committee or rule to exist.


 


Naming Listing Supplements

Listing Supplements in MatrixWhen you create your listing supplements, you should avoid using special characters – that is, anything other than numbers and letters – in the file name.

Many characters have special meanings to browsers and operating systems, so if you include them in a file name, a web browser may attempt to perform that function instead of opening the file.

So play it safe and avoid using these special characters:

  • #  (pound/hashtag/number sign)
  • %  (per cent)
  • &  (ampersand)
  • {  (left curly bracket)
  • }  (right curly bracket)
  • :  (colon)
  • \  (back slash)
  • @ (at sign)
  • <  (left angle bracket)
  • >  (right angle bracket)
  • “  (double quotes)
  • *  (asterisk)
  • ?  (question mark)
  • /  (forward slash)
  •     (blank spaces)
  • $  (dollar sign)
  • !  (exclamation point)
  • ‘  (single quote/apostrophe)

Some additional considerations:

  • Don’t start or end your file name with a space, period, hyphen or underline
  • Keep your file names to a reasonable length
  • Avoid using spaces; use a hyphen instead

If you have any questions, please don’t hesitate to contact our MLS® Help Desk at (905).667.4650 or support@rahb.ca.

How Do I Search for a Wheelchair Accessible Home?

Q: Is there a way that I can search for a wheelchair accessible home in Matrix?

A: Yes! In Matrix, you can add a field called “VisitAble” to your search criteria and then select “yes” to enable it. Here is a description of a VisitAble home:

VisitAble Home Screenshot

If you have any further questions about VisitAble Homes, please contact our MLS® Help Desk at (905).667.4650 or support@rahb.ca.

What To Do If Your Clients Miss Auto E-mails

Are your clients missing auto e-mails? Do you know how to disable and then re-enable auto e-mails? What about sending individual listings from one of your auto-searches? RAHB Instructor Eric Meek covers it all in RAHB’s latest Matrix video tutorial.

If you have any questions, concerns or difficulties with auto-emails, please contact our MLS® Help Desk at 905.667.4650 or support@rahb.ca.

 

ShowingTime is Now LIVE in RAHB Matrix!

ShowingTime Logo

ShowingTime, the showing management system, is now LIVE in RAHB Matrix! Have you read and watched our ShowingTime training resources yet? In addition to the training resource archive, we have also put together some FAQs from our ShowingTime webinars below.

If you have any additional questions not covered in our ShowingTime training materials, please e-mail support@rahb.ca or call 905.529.8101 ext. 241.

ShowingTime Training Webinar Recording

 

ShowingTime Training Webinar Questions

If you enter your Buyer’s name in the ShowingTime “optional field” is it visible to the listing REALTOR® or just for your own records?

A: The buyer’s name in the “optional field” won’t be visible to the listing REALTOR®. This would be for your reference only to track your buyer’s activity (e.g. buyer tours you created, which properties you’ve shown them, etc.).

 

hat happens if you don’t answer the ShowingTime automated call?

f you are unable to answer the ShowingVoice call, the system will leave an automated voicemail message with a call back number so you can confirm or decline the appointment.

 

Can you overlap showing times?

ou can overlap your appointments in ShowingTime using the “Appointment Calendar”. If the time slot you clicked on has another appointment scheduled, clicking on it will open up some options for you to overlap your appointments or cancel your previous appointment.

 

Will we still be able to book a showing by calling brokerages or will we only be able to book through ShowingTime going forward?

 they would like to accept showing requests.

 

Can you sync the ShowingTime calendar to your personal calendar (i.e., Outlook)?

es. In your ShowingTime “Agent Profile” there is a “Calendar Sync” button under your photo that will provide options for you to sync your ShowingTime appointments with your personal calendar.

 

If we are using Matrix for Mobile, are we still able to click multiple listings to add to cart? Will this open our app on our phones, or bring us to ShowingTime in a web browser?

n order to set up ShowingCart tours, you’ll need to be on your desktop for Matrix or the desktop version of the site on your mobile device.

 

hat happens if a listing doesn’t use ShowingTime?

f a listing doesn’t use ShowingTime, you will see a note letting you know the listing is not accepting online appointments. You can still add it to “ShowingCart” to help plan your buyer tour, but you’ll need to view the detail report in Matrix and follow the scheduling instructions entered by the listing REALTOR® there.

 

When using ShowingTime’s “SmartRoute”, how does the system know if we want to start at the office?

hen setting up your buyer tour, whatever you set as the first stop will be your number one stop. So if you want to keep your office as your first stop when using “SmartRoute”, you will just need to set it to your number one stop.

 

What happens when an appointment is declined and you have to reschedule?

he listing REALTOR® has the ability to propose a new time or give you instructions when to request a new appointment. You can then request a new time, or change the time based on the listing REALTOR’s® notes.

 

ow can I change an appointment in ShowingTime?

ou can  go into ShowingTime and click the “I Have Requested” button under the “Showings” tab. From there you can propose new times, or cancel your existing appointments.

 

Q: Is there an option to have office staff book showings during office hours or do appointment requests have to go through REALTORS® only?

ShowingTime is a REALTOR®-to-REALTOR® scheduling tool, but if you have front desk managing appointments for your office’s listings, you can add their email address in the “Office Setup” tab from the side menu (visible to office users such as a broker or record) to be copied on appointment request notifications.