MLS Entry - TOP Lease Listings

Entering Lease Listings

• Search for the property on MLS and locate the most recent listing. If there is a listing from the previous ~5 years, then copy the MLS number.
• Go to ‘Add/Edit and click ‘Add New’ in the Listings tab. Then click ‘Residential Lease Input Form’.
• Click ‘Fill from Existing Listing’ and enter the previous listing MLS number. Then click ‘Fill From’ and the system will create a new listing from the info in the previous one. Once this is complete, continue to the ‘Listing Info’ section of this wiki and check over & update the info on the listing.

• Click ‘Add/Edit
• Under Listings select ‘Add new’
• Select the ‘ Residential Lease Input’ form
• For county, select ‘Travis’ & ‘Williamson’, then enter the street number & name
• This should bring up the property.
• Click ‘Fill’

Page 1:

• List Agreement Type: Exclusive Agency
• List Agreement Document: TAR
• List Price: Add the list price provided by Stephanie in marketing email
• Expiration date: Set for 1 year out from projected list date. **Important** Make sure the date is set for about a year out. The month/day does not need to be exact, but we do need to make sure the year is correct so that the listing doesn’t expire.
• School District/Schools:
• If copied from the previous listing, leave school info as-is.
• If filled from tax records: Open a separate window for Matrix and search for a previous listing of the property, or the most recent listing of a property on the same street, and copy the School District & school names.
• Latitude/Longitude: Click ‘Get Lat/Long from address.

Page 2:

• Property Sub Type: Select the type of the property
• Bed/Bath: Add main level & other bedrooms. Add full & half bath
• Garage/Parking spaces: It can be checked from the photos.
• Year Built: This should automatically populate from tax records, but if it does not, enter 'Resale'.
• Living area: Auto-populate
• Living source: Auto-populate
• Directions: Check the property facing through google map
• Property level: Auto-populate
• Living/Dining: Auto-populate from the previous listing or confirm with Stephanie. Check photos
• Smoking Inside?: No
• Refrigerator?: Yes
• Appliances Maintained: None
• Horse Amenities: None
• Flooring: Check the marketing description
• Appliances: Check the marketing description & kitchen photos for appliances
• Exterior Features: Select yard or else none
• Parking Features: Check photos

Page 3:

• Fencing: Check the exterior photos
• Interior Features: Check the interior photos and also the marketing description
• Patio and Porch Features: Check the marketing description or select none
• Window Features: None
• Laundry Location: Check the photos for W/D availability & location.
• Accessibility Features: None
• Private Pool Features (On Property): None. (low probability)
• Security Features: None/check the marketing description
• # Fireplaces/Location: Check the interior photos
• Community Features: Check the marketing description else none
• All other options check none

Documents, Utility, and EES Information

• Disclosures: None
• Owner Pays: None
• Tenant Pays: All utilities
• Documents Available: None
• Meter Description: Select electric, gas & water seperate. Confirm with Stephanie or check the property page for connections
• Heating: Central
• Cooling: Central
• Utilities: Electricity Available, Natural Gas Available
• Sewer: Public
• Water source: Public

Page 4:

• Application Fee: 55
• Per Person: Yes
• App Fee Payable To: See Remarks
• Available Date: Enter the first available move-in date if provided. If you don't have this info, leave it blank.
• Application Required: Check 'See Attached' & 'See Online App'
• Application Policy: Best Qualified Application
• Security Deposit: One month's rent (enter number)
• Sec Deposit Payable To: See Agent
• 1st Month Rent Payable To: See Agent
• Certified Funds: Yes
• Managed By: Property Manager
• Renter's Insurance Required: Yes
• Lease Guarantor?: Yes
• Minimum Lease Months: 12
• Maximum Lease Months: 24
• Lease Length Negotiable?: See Remarks
• One Time Expenses: 'Application Fee' & 'See Remarks'
• Pets Allowed: Cat & Dog
• Number of Pets Allowed: 2
• Weight: Medium <35 lbs
• Check Breed Restrictions
• Pet Deposit: 500
• Per Pet: Yes
• Monthly Pet Fee: 0
• Seller Contribution: Yes
• Rent Spree Online Application: No
• Leave the rest blank

Page 5: 

• Showing Instructions:
• If the property is vacant, check ‘Vacant’. Check ‘See remarks’. Never put 'Go'. We want to force agents to have to read the remarks with all app instructions.
• If the property is occupied, check 'Showing Service' &‘See remarks’. Then check with the property manager on the showing instructions.

• Never put tenant contact info in agent remarks. We want to force the agents to have to use ST to schedule.
• Access Instructions: Key in the lockbox
• Lockbox type: Supra Lockbox
• Lockbox location: Door-front
• Management Company: Treaty Oak Property Management, LLC
• Management Company Phone: (512) 504-7414
• Occupant:
• If vacant, select ‘Vacant’.
• If occupied by the owners, select ‘Owner’. Then enter (555) 555-5555 in the ‘Occupant Phone’ section.
• If occupied by tenants, select ‘Tenant’. Then enter (555) 555-5555 in the ‘Occupant Phone’ section.
• Leave the other fields blank/as-is
• Invoice Submission: See Attachment
• Commission Paid: See Attachment
• Sub Agent: %
• Sub-Agent Amount: 0 **Important: Make sure this field is correct**
• Lease Agent: %
• Lease Agent Amount: 30 **Important: Make sure this field is correct**
• Leave the rest blank

Page 6:

• Directions: Pull up Google Maps & enter the property address. Find the fastest route from the nearest major highway. Copy & paste the text directions that Google Maps provides.

• If there is an old listing, you can also just copy the directions from there. Please be sure to clean it up to look like the following example.
• Example:  I-35 to 3406 exits or East Old Settlers Blvd, right on Champion Dr, right on Collie Path, right on Deerhound Pl.
• For private, public, & syndicatation remarks. Add the marketing description provided by the PM in the marketing email. Do not add any compensation offer in these fields.

• Under Internet Display, check mark the following:

Uploading Photos

• Note: We have a limit of 40 images, so if the pics folder has 40+ shots, run through and remove any duplicate/unnecessary shots. Most of the time, we can remove extra shots of living rooms, kitchens, backyards to meet the maximum. Ask the LC if you’re unsure which to pull.
• To upload photos, go to Add/Edit and find the listing
• On the ‘Modify Listing’ page, select ‘Manage Photos’
• Note: If you have filled from an old listing and we are reusing the old photos, you can click 'Fill from Listing' and MLS will autofill from the old listing.
• Click ‘Browse’, find all of the shots you’re uploading, and upload them to the listing. Once they’re uploaded, if you need to rearrange anything, you can drag images around. Make sure the best exterior image is the first in line, as that will be the main image in MLS & the syndicated listings. Ask the LC if you’re not sure which shot to use.
• When you’re finished, click ‘Save’, then check over the listing to confirm the pictures have uploaded.

Taking TOP Listings Live

• Confirm all of the info on the listing is accurate.
• Especially check the list price, deposit, confirm washer/dryer read 'No', available date, and confirm access/showing info is correct. Make sure pics are uploaded and in order, and that copy is noted on all 3 fields, with the correct showing & application instructions noted on 'Agent Remarks'.
• On-Pageit 1, set the listing status to ‘Active’ and save the change.
• Go to the listing page and confirm the listing status is ‘A’/’Active’.

Send the below email to the property manager