MLS Entry + Taking Listings Live

MLS listings are super important, and it's critical to have the correct information on our MLS listings.

There are two ways to create a new MLS listing:

1. filling from a previous listing (ideal)
2. filling from tax records

Note: There are two views on MLS. The process below uses the "New" view. To switch to this view, use the toggle in the top right of MLS.

Follow the processes below.

Option A: Filling From a Previous Listing

First, we always want to check if there's a previous listing we can fill from. This will minimize our workload, as the listing details will be mostly accurate and we can just copy them from the last listing.

If you need to find a previous listing, just copy & paste the property address into the search bar. You may need to delete the street designation such as “way, road, ave”, etc. The search bar is a little picky, so you might have to try some variations of the property address. 

Once you’ve pulled up the properties, look for the most recent listing. Search for whichever listing has the most recent ‘Close Date’ as shown below. 

Then, click the “Listing ID” on the left to pull up the full listing. 

Here, you can see the full listing. Just review it to make sure it’s all good information, and that the listing has photos. 

Scroll down and check the Listing Agent section. If it's someone at our office, then you can be confident the information is good (but you DO still need to check the listing details to ensure they match the 'Listing Info' section below).

Please note that if it is NOT someone at our office, you CAN still fill from this listing, but you will need to be aware of a couple of things:

1. The listing details may not be correct and you must scrutinize the information more closely
2. We likely don't have permission to use their photos. In this case, we need to use our own photos. You can find these in Appfolio. If they are not in Appfolio, contact the PM.

Once you’ve determined this listing is good, then copy the ‘Listing ID’ (in the example above, this is 366733), then proceed to the next step of adding a new listing from a previous listing.

To add a new listing from a previous listing:

First, hit ‘Add/Edit’ and select ‘Listing Manager’.

Then, hit ‘Add’ and select ‘Residential Lease Input Form’ from the Dropdown. 

Search the property address. Then click ‘Fill from Existing Listing’, and select the one that matches the Listing ID you grabbed earlier. Then click ‘Continue’ 

You may then proceed with completing the listing.

Option B: Filling from tax records:

If there is not a previous listing we can fill from, then you need to fill from tax records.

Click ‘Add/Edit' then 'Listing Manager' from the dropdown.

Click 'Add' on the right, then select‘ Residential Lease Input’ form

Search the property address, then select 'Fill From Tax', and then 'Continue'

This will make a basic listing. Then, you'll need to collect the property information from various sources

• Look at the property photos
• Check PMA for info on appliances included
• Reference 'Listing Info' below for other general info.

Listing Info

• List Agreement Type: Exclusive Agency
• List Agreement Document: TAR
• List Price: Leave this blank for now. You need to wait for final price confirmation from the PM. Typically, you won't receive the final price confirmation until the day before the listing, or until on the day we are listing. It is impossible to take listings live without a list price, so leaving this field blank also ensures we do not accidentally take the listing live.
• IMPORTANT: If you
• 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.
• Housing Vouchers: No

• Property Sub Type: Select the type of 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 Maps
• 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

Check the marketing description

• Appliances: Check the marketing description & kitchen photos for appliances
• Exterior Features: Select yard or else none
• Parking Features: Check photos

• 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

• Application Fee: $75
• Per Person: Yes
• App Fee Payable To: See Remarks, Online
• Available Date:
  • 1. If this is a vacant property, set the 'Available Date' to the same day you list. E.g. if you're listing it on 7/17, then available date should be 7/17. 95% of the time, properties are vacant.
  • 2. If this is an occupied property, you'll need to ask the PM to provide this information. Occupied properties are rare.
• Application Required: Check 'See Attached' & 'See Online App'
• Application Policy: Best Qualified Application
• Security Deposit: Leave this blank for now. You will enter this on the day we list, based on the PM's final price confirmation.
• Sec Deposit Payable To: See Remarks
• 1st Month Rent Payable To: See Remarks
• Certified Funds: Yes
• Managed By: Property Manager
• Renter's Insurance Required: Yes
• Lease Guarantor?: Yes
• Minimum Lease Months: 12
• Maximum Lease Months: 12
• One Time Expenses: 'Application Fee'
• 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
• On-Site Compliance: No
• Intermediary: No

• 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.

Important: ShowingTime is ONLY used for occupied properties. 95% of the time, properties are vacant, so 95% of the time we will not need to configure ShowingTime 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

• 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, & syndication 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 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.

Add application criteria doc to the MLS docs

On the MLS page, select the 'Documents' tab.

We need to make sure the most recent copy of "Treaty Oak Application and Approval Criteria.pdf" document is uploaded. If it is not, click the + sign and upload a copy of the most recent version of this document.

Taking TOP Listings Live

Once the listing make-ready has been completed, property has been cleaned, and the PM has confirmed final price, we need to take the MLS listing active, then update several supporting systems.

• Confirm all of the info on the listing is accurate.
• Enter List Price: We'll want to always wait for a final confirmation on the price from the PM. Usually, we won't get that final price confirmation until the day of the listing; agents/PMs very frequently wait until the very last minute to make a final pricing decision. This helps ensure they get the most accurate pricing decision based on the most recent comparable properties. If you have not yet received the final price confirmation, or you are unclear what the price should be, then just email the PM. They will appreciate you being thorough!
• Enter security deposit amount: This is almost always equal to the list price.
  • E.g. if list price is $1500, security deposit is $1500.
• Especially check to confirm the security deposit matches the final list price, 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'.
• Once you're 100% sure all the details are correct, click 'Publish Listing'

• Then, go to the listing page and confirm the listing status is ‘A’/’Active’.

Grab a 'Live Listing' link

Next, we need to grab a shareable link so we can send this listing to the PM for review.

At the bottom of the listing, click the 'Share' button, and copy this link.

Send the below email to the property manager

Post to internet and website

Log in to Appfolio and locate the property. If this is a multi-unit property, be sure to select the right unit.

On the right-hand panel, click 'Post to Website' and 'Post to Internet'.

Then, wait a minute or two, and click this link. https://www.treatyoakproperties.com/available-properties

Search for the property to confirm it's appearing on the Available Properties page. If it is, then you're done with this step.

Set up Supra

Supra is a system for managing the lockboxes we place at properties. It allows us to track when agents enter the property. We need to assign the MLS listing number to the lockbox, so that we can gather feedback from agents.

For this, first you'll need to find the number for the Supra lockbox associated with this property.

Pull up the Vacancy Spreadsheet, find the property, and the Supra box number is found here:

If the supra lockbox information is NOT present on this sheet, then log in to SignOtter, locate the property, and you should find the Supra # there.

Then, log in to Supra using Adrienne's credentials (found on the TOPM Important Info Sheet)

Once logged in, click 'Listings', then click 'Assign Listing'

Search for the lockbox # from the dropdown menu and click it.

Copy and paste the MLS number here, then click 'Assign'. Then you're done!

Update Vacancy Spreadsheet

Lastly, pull up the Vacancy Spreadsheet, and change the listing status to 'ACTIVE'.

(Later, once the property is leased and the tenant has moved in, the Maintenance Coordinator will remove it from the spreadsheet.)

ShowingTime (Only for Occupied Properties)

Note: 95% of the time, our properties are vacant, so 95% of the time we will not use ShowingTime.

If the property IS occupied, please ping Alex for support on configuring ShowingTime.

Correcting Errors on the List Price

Sometimes, we make a mistake and enter the wrong listing price. It happens!

The important thing is that we 1. fix it immediately and 2. we don't repeat the mistake.

If you entered the wrong amount in the 'List Price' section, we need to contact ABoR to fix it. Do NOT update the price on the MLS listing via the editor.

The reason we contact ABoR to fix it (rather than just editing the price in MLS) is that when we change the list price on a live listing, the MLS system records it. So, it looks like we raised or lowered the price after listing. This can mean

1. agents who look at the listing think we reduced price due to a lack of interest (meaning they will try to negotiate it even lower)

or

2. they think we raised price for some other reason, and then they bug us with silly questions.

So, we must contact ABoR by email to have them update it on their end. When ABoR updates it, there will be no record of a price change at all.

Simply send the following email template to support@abor.com, and CC the PM (or whoever the listing agent is).

Subject Line: 710 Arrow Point Dr #16, Cedar Park, Texas 78613 - Price Error

Hello!

I am reaching out on behalf of {{PM OR LISTING AGENT FULL NAME}} (CC'ed here), listing agent for {{PROPERTY ADDRESS INCLUDING CITY, ZIP}}.

{{LISTING AGENT NAME}}'s agent ID is {{LISTING AGENT ID}} and the MLS ID is {{ENTER MLS ID FOR THIS PROPERTY}}.

We made an error and listed this property incorrectly at the price of ${{INCORRECT PRICE}}. Could you please update the price to ${{CORRECT PRICE}} at your earliest convenience?

Thank you so much in advance!

For reference, you may find the listing agent's ID as shown below: