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!
RAHB Matrix has been launched with the most current product version – Matrix 7.0! CoreLogic has added several new and exciting features to this MLS® system such as…
Updated Client Portal
Your clients will find the new Matrix 7.0 portal to be easier to navigate with an improved look and feel. The redesigned portal displays well on various mobile devices, giving your clients the freedom to access the site on a computer, tablet or smart phone.
The Client Portal provides you with private websites that let you personally brand the information delivered to each individual client. The portal serves as a powerful communication tool by allowing clients to categorize listings according to their level of interest, as well as logging conversation notes between you and your clients. Your clients can further customize their portal experience by creating and saving searches of their own.
New REALTOR® Headers and Footers
A new library of professionally designed header graphics is now available in RAHB Matrix 7.0! Go to the My Matrix tab then select the Settings drop-down option. Under My Information, select Header & Footer. Here you can view the new headers and footers and choose the one that best suits your brand and personality. You can also upload your own.
Notifications of Portal Activity
You can now be notified via email when a contact is active on their portal! Whether it be adding listing notes, or saving favourites, you can stay up-to-date on your client activity.
Updated REALTOR® Web Pages
The RAHB Matrix 7.0 REALTOR® Web Pages also have been updated to match the new client portal design.
The RAHB Matrix 7.0 now has up-to-date street maps and aerial views with the Google Maps mapping service.
Watch your inbox for more updates as we countdown to the RAHB Matrix 7.0 cutover! For an archive of past resources, visit rahb.ca/matrix.
Have you checked out RAHB’s new Matrix 7.0 MLS® System yet?
Logging in to Matrix
Login to RAHB’s Matrix system through http://my.rahb.ca – your new single sign on (SSO) dashboard with links to RAHB’s Matrix, the regional Matrix system, Fusion (for now), RAHB’s membership resources and REALTOR® tools. Login as you normally would for your current SSO or Fusion, then use the RAHB Matrix button to go to Matrix – no further login is required.
First things first
The first thing to notice about the new RAHB Matrix 7.0 is that the home page is quite different from the home page in Fusion, and even a little different from your home page in the regional Matrix system. RAHB beta testers gave us valuable input about how best to organize the home page for RAHB users.
The best way to become familiar with your RAHB Matrix home page is to thoroughly explore all of the main menu tabs and widgets.
Here’s a short list of where to find the things you might use most:
Links to RAHB Education/Account Services, GeoWarehouse, WEBForms®, CONNECT, REALTOR Link® and the CREA DDF dashboard are found under the drop-down menu in the Tools tab.
Links to OREA Standard Forms and Clauses and Education, ca, OREA, REALTOR.ca, and RECO are found under the Linkstab as well as the External Linkshomepagewidget.
Also in the Links tab/External Linkswidget are links to Tax and Zoning Information, CREA sites, OREA sites, RAHB’s public website, blog and MLS® Rules and Regulations and more – be sure to check them out.
Enjoy your journey through your new Matrix home page!
Contacts and saved searches
One of the first things you will want to do after you’ve become at least a little familiar with your Matrix 7.0 homepage, is check your contacts and saved searches. These have been moved from Fusion and the regional Matrix system to the RAHB Matrix system.
If you have been using only Fusion for your searches and maintaining your contact list, it is especially important that you make sure all the information in your saved searches and contacts is correct because some of the fields in Fusion do not line up with fields in Matrix. If information is missing or incorrect, you will want to edit the information and save it. It is important that you turn ON your saved searches in Matrix and turn OFF your saved searches in Fusion. (When RAHB members first accessed the regional system, all saved searches were moved over to the regional system. If you haven’t turned on those searches and have continued to use your Fusion saved searches, then those searches in the regional system will still be there, and will be moved over.)
Find out more about how to find and update your contacts and saved searches in this How-To Guide.
Want to know more about Matrix?
When you are in Matrix, click on the Help tab near the top right-hand corner, then click on Matrix Training Guides, and Matrix 7.0 Quick Start Guide.
We will continue to add to and update the content available to you on the Helptab.
For a complete playlist of RAHB recorded webinars and tutorials on different aspects of working in Matrix, go to http://bit.ly/RAHBtutorials . (Some of the videos are shown as Matrix 6.5, but will still be helpful.)
Need more help?
As always, our MLS® staff are here to help you navigate your way through RAHB’s MLS® system – just call 905.667.4650 or email email@example.com.
If you spot an error on a listing or you think a member’s listing violates a RAHB rule or MLS® policy, there is an easy way to report these issues.
In both Fusion and Matrix, clicking on the icon in the listing details opens an email window for reporting an error. The MLS® listing number and address are automatically recorded in the email, so you need only to explain the issue or infraction and click send. These emails are received, reviewed and followed up by our MLS® staff.
Your assistance in reporting errors and issues is appreciated, because it helps to keep the MLS® data reliable for you and all other members.
This message from RAHB CEO George O’Neill went to all members on June 26, 2017. We are reprinting it here in case you missed it!
Over the past two weeks, RAHB held three webinars for our members, plus a Broker of Record/Manager meeting. At those meetings, we discussed RAHB’s plans to cut over to our own Matrix MLS® system in August as well as the status of the data sharing discussions with the regional boards/associations via ORTIS. Thank you to each of the 250+ members who attended the meetings either in person or online.
RAHB has heard loud and clear that our members, as well as many other REALTORS® from across the region, strongly desire to have RAHB’s data sharing in place prior to cutover, so we have taken immediate action. Just after the Broker of Record/Manager meeting, I called ORTIS representatives to discuss how we may work together to finalize the contract.
I am pleased they have agreed to work with me and RAHB’s lawyer, as the contract, as is, require refinement to make it fair and equitable for RAHB members and for those of the regional boards/associations.
I will provide a further update next week as to the status of the data sharing contract at that time.
We recently heard from a member whose listing photos and information were used by someone posing as a landlord offering the property for rent.
This person responded to a “Wanted to Rent” ad on Kijiji, and sent listing photos and a lease agreement to the prospective tenant. Luckily, the hopeful tenant drove past the property, saw the “For Sale” sign and contacted the listing salesperson before signing a lease agreement and paying anything to the pretend landlord.
This is not the first time listings have been used by scammers posing as landlords or property owners. Unfortunately, there is nothing a REALTOR® can do to stop this from happening. There are, however, some precautions you can take that may make your listings less attractive to scammers:
Occasionally check your listings’ addresses in a search, or on real estate sites like Kijiji, just to make sure they haven’t been posted for rent – or even for sale – by someone fraudulently claiming to be the owner.
Be cautious about the kinds of information you put in your listing description – notations like “vacant”, “motivated seller” or photos of a vacant property might make it more appealing for someone to use the information for fraudulent or illegal purposes.
We have already witnessed the federal government targeting the real estate industry when it comes to money laundering and Financial Transactions and Reports Analysis Centre of Canada (FINTRAC) compliance.
Large fines have been levied against brokerage firms that have not been in compliance at the time of the audit. Here are some questions to ask to see if you are ready in case the FINTRAC auditors come calling.
1. Does your firm have an up-to-date FINTRAC policy and a FINTRAC compliance officer? Has everyone in your firm taken the required training online?
It is not enough to just have a FINTRAC policy. Every member of the brokerage, including sales reps, brokers and all employees should have read your company FINTRAC policy and taken the five modules on money laundering available through CREA. This should also be documented and records must be kept of this.
2. Does your brokerage provide FINTRAC update education every two years for all members of the firm, to confirm that any new guidelines are understood and followed?
For example, new FINTRAC guidelines for identifying individuals will take place after June 30, 2017. Is your firm aware of the changes? I have been providing FINTRAC update education courses for brokerages and real estate boards for the last several years. I have tried to demonstrate in my seminars that complying with FINTRAC can actually increase business if approached in a positive manner.
3. Does your firm properly identify clients?
This may be the most important information reviewed by FINTRAC auditors. Are you making sure that your clients have a connection to Canada? The more connected they are, the less likely they will be involved in illegal activities. The more you know about a client’s employment and occupation, the easier it is to build a relationship with them. And you are complying with FINTRAC at the same time.
4. What are you doing to monitor clients in a business relationship?
If a client conducts a second transaction with your brokerage within five years, they are said to be in a business relationship with your firm and this may require ongoing monitoring.
Does your firm have a policy in place to identify whether any new client has in fact done a deal with your brokerage in the last five years, and if so, how is this client to be monitored? What additional questions should the client be asked about their new purchase or sale and whether they are in the ordinary course of the client’s business?
5. Every broker of record is required to do a comprehensive risk assessment of their brokerage every two years.
Unfortunately, most just check off some boxes on a form, stating that they have checked their records and their risk has not increased. Unfortunately, in almost all audits that I have seen, this is considered to be a serious concern of the auditors. They expect you to have reviewed a substantial number of random files to confirm that all documents have been properly prepared, signed and filed and that you have also considered other factors, including whether your firm deals with properties that are close to the U.S. border, whether your agents are part-time or full-time and the general crime rate in your own area.
Does your brokerage insist, for example, that no commission will be paid unless and until all documents, including FINTRAC, are properly completed and filed? This should be standard practice.
by Mark Weisleder
This article originally appeared in the February 6, 2017 edition of REMonline. Reprinted with permission.
New FINTRAC requirements that were announced in 2016 are just now coming into effect for REALTORS® on various dates starting June 17, 2017.
These changes will affect you in four ways:
1) The way you identify individuals has been improved to add more flexibility. There are three methods for identification:
Using a single piece of government-issued photo identification
Verifying the client’s name, date of birth and address match information obtained from a Canadian credit bureau that has been in existence for at least three years
Using two original, valid and current documents or information from independent and reliable sources, such as utility bills or bank statements
2) Whenever your brokerage uses a mandatory to identify a client on your behalf, you will now have to keep more detailed records of when you received identification information from the mandatary. You will also need to review the information to make sure nothing is missing.
3) The regulations expand on existing obligations to keep a record when you use reasonable measures to satisfy certain obligations under the law. The reasonable measure record obligations are reflected in:
New sections A.4 and B.1 in the Individual Identification Information Record
New sections A.3 and B.1 in the Corporation/ Entity Identification Information Record
New section E of the Receipt of Funds Record (which has also been reorganized to reflect additional FINTRAC guidance)
New records related to large cash transactions and suspicious transactions
4) Clients who have been identified by your brokerage in the past do not need to be identified again if you or your Broker of Record/ Manager have no doubts about the information you obtained previously.
This is only a very brief summary of the changes taking effect in June, 2017. To read the details and get the information you need about changes to forms and what it all means for you, go to the CREA site on REALTOR Link® and check out the new information in the Compliance Centre. [REALTOR Link > CREA > Resources and Compliance > Compliance Resources > Money Laundering (FINTRAC)].
Once you are on the FINTRAC page, be sure you check out the links to helpful documents near the bottom of the page – all the material has been updated. The FAQ document may be particularly helpful.
All CREA forms have been updated to reflect your new obligations under FINTRAC. Revised forms are now available on WEBForms®.
(Note: you may use your old forms until June 17, 2017. After that time, only the revised forms will satisfy your obligations.)
Q: When you follow Market Watch on your Matrix home page, you may notice that once you log in, the number of new listings, back on market listings, price changes, etc. doesn’t necessarily go up and down through the day. Does that mean there are no changes to the listing inventory?
A: The short answer: No. Changes are occurring all the time as members add listings, cancel listings, sell homes or change a listing’s status in other ways. You can see those changes when you look at the detail in the lists of listing changes. You just won’t see a change in the total showing in the Market Watch widget.
There’s a long explanation of why the Market Watch numbers don’t change, and it has to do with the default 24-hour time period and how the totals on the widget don’t refresh. The more important issue, though, is: are you missing new listings and listing changes because you have been watching the totals on your home page all day?
The best way to make sure you know about all changes to listings is to click on the link to see the hotsheet layout of changes and see what’s new – that way you won’t miss anything.
In this fast-paced market, you need the most up-to-date information available, so be sure to go to the lists of changes to find the most recent changes.
To help clarify the steps you must take if your Sellers change their minds about “no offers until”, the Board of Directors approved several changes to Section 2 of the MLS® Rules and Regulations.
The chart below shows the original wording of Section 2, Subsection 2.15 of the MLS® Rules and Regulations in the left column, and the new wording in the right.
Note the changes to the first parts (2.15 and 2.15 (a)) have been amended by the addition of the words in bold, and section 2.15 (b), shown in all bold text, has been re-worded from the original to provide more clarity.
The complete rewriting of Section 2.15 (b) is based on the Registrar’s Bulletin from February 21, 2017, titled Written direction for multiple offers. The Bulletin provided an excellent overview of how to convey offers to your clients in a preemptive offer situation and stressed the importance of using a fair and transparent process.
These changes are now in effect.
Read the Registrar’s Bulletin (February 21, 2017) titled Written direction for multiple offers. Not only does it talk about how to deal with preemptive offers, but also discusses multiple offer situations generally.
View a video tutorial for OREA’s Seller’s Direction re: Property/Offers Form #244
On Friday, March 3, all members received an update about RAHB’s Matrix MLS® System from RAHB CEO George O’Neill.
In his email, the Association CEO advised that the upgrade from Fusion to Matrix is on schedule, and a contract with ORTIS to share MLS® data should be finalized within the next 30-45 days. Once the contract is in place, 60 days will be required for CoreLogic to program an interface to facilitate data sharing between the regional Matrix system and RAHB’s Matrix system.
Following consultation with the RAHB Board of Directors and Brokers of Record and Managers, it was decided the best course of action was to wait to launch Matrix until a data sharing contract and interface are in place. The advantage to waiting is that members will then have uninterrupted access to both RAHB and regional listings in the RAHB Matrix system.