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.

 
 
 
 
 
 
 
 

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.

Use the Matrix Wildcard * to help you search

When you search in the RAHB Matrix Free Form Boxes, you can expand your search by using the Wildcard * (shift + 8). You can use the RAHB Matrix Wildcard to search in the following ways:

  • *king: this will find items that end with “king” (ex. Mackenzie King, Viking)
  • king*: this will find items that start with “king” (ex. King William, Kingsway)
  • *king*: this will find any items that contain the word “king” (ex. Rockingham)

A phrase can also be surrounded by a Wildcard. For example, *backyard pond* would find any items that contained the words “backyard pond” together.

When searching streets it is a good idea to add a Wildcard to the end of the street name. For example, Lakeshore* would find “Lakeshore”, “Lakeshore Ave.”, “Lakeshore West”, etc.

You don’t have to the use Wildcard Search if you don’t want to, but using it allows you to be as specific or broad in your search as you want.

Listing displays in Matrix

In Fusion, you have been used to looking at listing details on “Reports”. In Matrix, they are referred to as “Displays”.  There are nine displays available to you in Matrix – here’s what each one provides.

 

1. REALTOR® Single Line – print MLS® number, status, property type, address, municipality, neighbourhood, city, sq.ft., beds, baths, DOM and list date

2. REALTOR® Thumbnail – print MLS® number, address, city, property type, age, DOM, sq.ft., price, beds, baths, lot size, taxes, municipality, neighbourhood, heat, water, sellers, listing salesperson, listing brokerage, REALTOR® remarks

3. REALTOR® Full – print with or without header and footer, as well as listing information, rooms, open house dates, listing history and photos

4. REALTOR® Full with Signature – enter a listing directly into Matrix and print off report to have the Sellers sign. Using this option means you can avoid double entry of manually filling in the listing form AND inputting the listing into Matrix (This feature is available only after we cut over to Matrix)

5. REALTOR® Single Line Sold – displays sale information such as sale price, SP/LP ratio, selling date, and DOM, along with property information such as MLS® number, address, municipality, type/sub-type, style, beds, baths, square footage, and price

6.  Client Single Line – display and print client-friendly information such as last change type, MLS® number, status, address, property type and subtype, price, municipality, beds, baths, square footage.

7. Client Thumbnail – print address, city, MLS® number, property style/type, heat, water, beds, baths, garage, sq.ft., age, pool, neighbourhood, listing brokerage, status

8. Client Full – print listing details not in conflict with privacy laws

9. Hotsheet – print change date, changed info, MLS® number, address, price, city, property sub type, style, beds, baths, sq.ft., DOM, listing brokerage

 

Please note: personal reports you have created in Fusion will not be transferred to Matrix.

Matrix Listing Input: Practice and Prepare Before Cutover

How to Practice Broker Loading in Matrix 7.0

Once we make the final cutover from Fusion to RAHB Matrix in the fall, the Fusion MLS® system will be permanently retired. At that point, you will be doing everything, including listing input, in Matrix. But this doesn’t mean that you need to wait until cutover to learn how to enter listings in Matrix! You can practice broker loading or just preview the listings input module in Matrix.

To access the test site:

1. Sign in to RAHB Matrix via the my.rahb.ca single sign-on dashboard.

2. Click on the Input(Test) tab located at the top of your screen in Matrix.

Matrix Input 1

3. This will take you to the RAHB Matrix test environment. Click on the Input tab to to use the listings input function.

4. Once you are in the input area, you will have a choice: Add new or Edit existing Listings. Click on Add new.

Matrix Input 2

Once you’ve chosen Add new, you will see:

Matrix Input 3

5. Click on the type of listing you will entering. For this sample, we are choosing Residential Edit, so click on it.

6. From the next screen, click on Start with a blank listing:

Matrix Input 4

Even though this seems to refer to a cross property listing, when you click on Start with a blank Listing, you will still be seeing the input screen for residential listings.

7. From that point on, you will see the input screen that will work with the new Residential Data Input form.

Please note that any data that you enter in staging will be test only.  Working in the test environment will not produce an active listing!

8. Once you are finished in staging, click on Back to Production to go back to the live RAHB Matrix site.

Matrix Input 5

Want more help?

You will find a RAHB tutorial on broker loading in Matrix in our video library at http://rahb.ca/matrix – just scroll down to How to Broker Load in Matrix. The video is a little over 40 minutes and has great information and tips for using all the features in Matrix broker load.

We hope that you will use this opportunity to learn and understand RAHB Matrix listing input so you can be ready to broker load your listings in Matrix as soon as we cut over in the fall.

As always, please feel free to contact our MLS® Department with any questions. We are available Monday to Friday between 8:30 a.m. and 4:30 p.m.

Joint Data Share Announcement From RAHB and ORTIS

The email was sent to all members on Friday, August 4, 2017

ORTIS and RAHB are pleased to announce that we have reached an agreement regarding data sharing. The data share that you all enjoy now, as either users of ORTIS or members of RAHB, will continue, uninterrupted when RAHB moves from its current Fusion platform to Matrix. We’ll be in touch with further details in the near future. If you have any questions in the meantime, please contact RAHB’s MLS® department at 905.667-4650 or mls@rahb.ca.

To allow time for CoreLogic to put in place the data share program, RAHB will extend the cut over date to its new Matrix system from August 15th to the beginning of October. Until then RAHB and ORTIS users will experience no change in the existing data share and data access.

We wish you and your family all the best for the long weekend.  Thank you for being a RAHB member.

Sincerely,

George O’Neill
RAHB CEO

Lou Piriano
RAHB President

Update on data Sharing contract with ORTIS

The following letter was sent to all members of July 19, 2017.

Dear Member:

 

Yesterday [July 18, 2017] afternoon, RAHB’s Board of Directors met to review in detail the latest draft of the data share contract provided by ORTIS.

 

Although there are ten areas we still have concerns with, in the spirit of cooperation to get the contract in place, we are ready to accept eight as-is, leaving only two outstanding items we cannot accept. These last two items were already previously agreed to by both RAHB and ORTIS but were deleted by ORTIS in their latest draft.

 

The two items deal with control of the distribution of data and reciprocity of data access. Data is a critical asset for brokerages and members, and proper distribution and control are vital to ensuring the continued success of our REALTORS®. It is unfortunate these last two items were removed, as RAHB was prepared to sign the contract yesterday.

 

Therefore, this week RAHB’s lawyer will write the two deleted items back into the contract, and will seek agreement from ORTIS, which would result in a signed contract. RAHB will also ask ORTIS to not shut off the current data feed, as we understand they plan to do on August 15, 2017, so that CoreLogic would have the 6-8 weeks they need to complete the new data transfer program between RAHB’s Matrix system and the regional system. In this event, RAHB will re-schedule our Matrix go-live date so you will continue to have uninterrupted access to all RAHB and regional listings.

 

Should ORTIS not agree to reinstate the two outstanding items, and in order to provide you as much notice as possible, RAHB will schedule a Members Meeting to be held in August. At that time you can address any questions directly to us and to your Board of Directors since we fully appreciate there has been much uncertainty about the data share. However, until the completion of negotiations, or preferably until the contract is signed, your Board of Directors is not in a position to speak in as much detail as you perhaps would prefer.  We do not think it is appropriate to negotiate business contracts in public or to share drafts on social media sites.

 

An update will be provided again next week as to the status of the data share contract at that time.

 

Thank you for your patience as we work through the final details; and thank you for being a RAHB member.

 

George O’Neill, CEO and Lou Piriano, 2017 President

Keep up to date with Matrix!

Have you been keeping up on the Matrix updates sent to you? Would you like to see some tutorials about RAHB’s new Matrix MLS® System, and some how-to videos?

It’s easy to keep up on how to prepare for and use RAHB’s new Matrix 7.0 MLS® System! Just go to rahb.ca/matrix– you will go to our page where you will find the information you need.

Be sure to watch your email inbox for weekly updates and information about using Matrix. If you have any questions, please contact our MLS® Help Desk at 905.667.4650 or mls@rahb.ca – our staff are available Monday to Friday, 8:30 a.m. to 4:30 p.m.

 

Matrix Shorthand Symbols, Speed Bar & How to Fill Your Cart

Matrix Shorthand Symbols

How’s your shorthand? Here are some shorthand symbols to use in Matrix:

The plus symbol + or minus symbol will indicate “greater than” or “less than” values.
Example:10+ for more than 10 and 10- for less than 10. (Enter 10 for exactly 10.)
If you are looking for a range, enter it as 10-50 (as an example)
The asterisk * is a wildcard.
Example: enter p* in the Street Name search field to get all the streets beginning with the letter P that meet all the criteria you have entered (region, city, etc)
The question mark ? can be used with a letter or number as a length delimiter.
Exampe: p?? will return pow, pwr, pan, pic, pro, pub.
The exclamation mark ! means “not”.
Example: !3 in a field will give you all responses except those that equal 3.
To select more than one item, hold down the CTRL key on the keyboard while clicking on the desired items with your mouse.
To remove a selected item, hold down the CTRL key on the keyboard while clicking with your mouse and the item will deselect.

 

What’s the Speed Bar for?

The Speed Bar is a multi-purpose searching tool will allow you to run a search from any screen. To learn more about this very handy function, go to Help in RAHB Matrix, and click on Speed Bar.

Speed Bar

 

Fill Your Cart!

Matrix allows you to put aside listings for review at a later time. When you see a listing you would like to review later for a client, or put aside for use as a comparable, click on Carts from the Actions menu located at the bottom of your screen. You will then be given a list of carts you can add the listing to. You have one cart for each property type, and one for each client.

Fill Your Cart

For the client carts, you can put aside listings that you feel your client may be interested in, but may fall outside of their search criteria. At any time, you can open the client’s cart from your home page (or from the contacts list), and email some (or all) of the listings in the cart. The system will automatically keep track of when you emailed the listing to your client, and will display the date the listing was emailed beside the listing, or it will read Never if the listing has never been emailed.

For more information about using your Cart, go to Help in RAHB Matrix, click on Matrix Video Tutorials and choose Carts Video Tutorials.

Meet your new MLS® listing data input forms!

With a change to a new MLS® System comes new Data Input forms for your listings. What’s new about the forms? Plenty! Check out the information below, and then follow the links to the new forms and their explanatory notes.

What you need to know about the new forms

  1. There will be just two Data Input forms instead of five:
  • RESIDENTIAL – to be used for residential (freehold/condominium), multi-residential, farm and vacant land (lots)
  • COMMERCIAL – to be used for commercial retail property, industrial, investment, office, sale of business, store with apartment/office and vacant land (commercial)
  1. You will be required to use these forms for listings you will be entering into RAHB’s Matrix MLS® System starting on the cutover date. Because many fields will have changed from the old forms, you would be unable to properly complete the new fields in Broker Load in Matrix if you use the old forms. For the same reason, you can’t use the new forms for listings you are entering into Fusion before the cutover to Matrix.
  1. The new forms will soon be available for sale in the Realty Shoppe – watch for a notice with the date.  They will also be available in WEBForms® on cutover day.

 

What’s most notable about the new Data Input forms?

Something you will notice immediately is that the fields are organized under common areas:

Residential Form
Data Common to All Property Types
  • LOCATION
  • AMOUNT/ DATES
  • LEASE/ RENTAL information (if applicable)
  • EXTERIOR
  • INTERIOR
  • ROOMS/ (and their) DETAILS
  • COMMENTS
  • OTHER – Listing Brokerage information, etc.
Data Relevant to Specific Property Types
  • CONDOMINIUM
  • FARM
  • MULTI-RESIDENTIAL
  • VACANT LAND (LOTS)
Reference Sheet Features and codes; reference table, multi-story illustrations; definitions

 

Commercial Form
Data Common to All Property Types
  • PROPERTY INFORMATION
  • AMOUNT/ DATES (including LEASE/ RENTAL information if applicable)
  • COMMENTS
  • FINANCIAL INFORMATION
  • BROKERAGE INFORMATION
Data and Details
  • Relevant to Commercial Property Types:
  • COMMERCIAL RETAIL PROPERTY
  • INDUSTRIAL
  • INVESTMENT
  • OFFICE
  • SALE OF BUSINESS
  • STORE WITH APARTMENT/ OFFICE
  • VACANT LAND (COMMERCIAL)
Reference Sheet Reference codes explained

 

Want to see an Example?

Take a look at the new Residential Data Input Form and Commercial Data Input Form!

How to Create Stats Charts in Matrix 7.0

When we cut over to the RAHB Matrix system on October 17, 2017, RAHB’s Statistical Information Management (SIM) program will be retired. As such, you will need to generate all of your real estate stats within the RAHB Matrix system.

Getting Started with RAHB Matrix Stats

Do you want to be able to show your clients and customers how the market has looked over the last year? What about the last five years? Or even ten years? RAHB Matrix 7.0 lets you create statistics charts that can be customized according to your client’s individual needs.

Below is an example of a customized chart created in RAHB Matrix 7.0 showing the number of residential sales over the last 10 years, overlaid by the median days on market:

Matrix Stats Chart

The criteria for this chart are shown in the bottom left-hand corner.

How this chart was created

When you click on the Stats tab on the Matrix 7.0 homepage, you’ll arrive on a search screen containing a Presets and Customize menu on the left hand side. Use the search screen to input in your basic criteria – the municipality or neighbourhood you want to focus on, the type of listing, etc. Then go to the menu on the left to choose the information you want chart for listings that match your criteria.

You can choose the information and type of chart you want from one of the system presets under the Presets tab or choose from a wider range of options under the Customize tab. Click on Advanced Options to have even more choice. For this particular chart, the customized criteria (using advanced options) looked like this:

Matrix Stats Chart 2

Once you have put in the type of statistic you want and how you want it to appear, click on Generate to create your stats chart.

The chart shows, graphically, the ups and downs in the sales and median days on market. However, if you are interested in the actual numbers that went into the graph, click on the Data tab for the actual numbers.

Matrix Stats Chart 3

This is only one of many combinations of information and stats graphs you can create using RAHB Matrix 7.0. Be sure to explore all the options!

Want to Know More? Watch the Video Tutorial Below!

Q&A: Common RAHB Matrix 7.0 Questions from Members

We are a week into the preview period for RAHB’s new Matrix MLS® System, and our MLS® department has been busy answering your questions over the phone. Here are the most commonly asked questions and their answers.

Q: How do I login to RAHB Matrix 7.0?

A:  You can access RAHB Matrix 7.0 through http://my.rahb.ca. This is the URL for the new single sign on (SSO) dashboard that contains links to RAHB Matrix 7.0, Fusion, the regional Matrix system (requires a separate login), RAHB’s membership resources and REALTOR® tools. Login to http://my.rahb.ca as you normally would for Fusion, and then use the RAHB Matrix button to access Matrix 7.0 – no further login is required!

 

Q: What information has been transferred to RAHB Matrix 7.0 from Fusion and regional Matrix? Will my CMAs and reports be transferred over?

A: Only your saved searches, contacts and personal head shots have been transferred to RAHB Matrix 7.0 from Fusion and regional Matrix.

Items such as your saved views, shortcuts, headers, footers, personal logos and anything you customized on your email templates will not be moved over. This means you now have the opportunity to use the wider range of marketing material options that Matrix 7.0 offers!

As for your CMAs – if you wish save any of your current CMAs in RAHB Matrix 7.0, download them from Fusion or the regional Matrix system, print them to a .pdf, then re-enter the information into RAHB Matrix 7.0. If you have a lot of CMAs you wish to save, this could take a bit of time, so please ensure that you schedule accordingly to ensure a smooth transition before cutover.

 

Q: How do I display only the listings I have selected?

A: Once you have selected the listings you want to display, click the Refine button at the bottom of the page, then click Narrow. Now only your selected listings will display. To get back to the original results, click the “Original Results” link at the top left corner of the page.

If you are selecting particular searches in a saved search, however, you have to keep in mind that when you select listings and then re-save the search, it actually alters the criteria for the search. You will have to make sure you don’t save the narrowed list as a saved search, or you will have narrowed the criteria for the search for your client to just those listings.

 

Q: Can I disable the “Client Search” functionality within the RAHB Matrix 7.0 client portal?

No, this feature is enabled for all client portals. The advantage for you is that your clients, who may also be looking at other websites to search listings, will see only your contact information displayed where other sites might provide your client with full contact details for every listing salesperson.

Watch your inbox for more Q&As as we countdown to the RAHB Matrix 7.0 cutover!