Matrix - Multiple Listings System
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How to access Matrix
To access Matrix you must go through the OREB Dashboard which is bookmarked as “SafeAccess Login.” A login will be provided to you or you can use Nick’s login and password.
A brief description of the tabs most used:
Market Watch
This is where you would find lists of the most recent new listing, sold listings etc. A good way to keep an eye on what’s currently happening in the market
Fast Find
A quick way to search a specific property by address or MLS number (this can also be done by typing into the search bar, whichever you prefer)
My Listings
Where all of Nick’s listings live. This is also where you would access the Hit Counter stats for the weekly market updates.
Recent Portal Visitors
Where we can see who is actively using their portals, when they mark properties as favourites or possibilities and when they leave notes for Nick to read.
How to set up an Auto Email Search
Hover over the “Search” tab at the top right of the page for drop down options. Hover over “Residential” and then click “Residential Quick.” This will bring you to the criteria page.
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The Criteria Page: This is where you will add at the criteria provided to us by the buyer. How many bedrooms, bathroom, price range etc. This is also where you will grid the buyer’s desired neighbourhoods by clicking on “Map Search” at the top of the Criteria Page. This will take you to a map of the city. By using the “Draw Polygon” tool (see black arrow in picture below), you can draw around the perimeter of the desired neighbourhoods. Once you’ve finished with the map, click the “Criteria” tab to go back.
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Once all the criteria is imputed, you’re ready to start saving. At the bottom left side of the screen there is a “Results” tab. This will take you to the list of active listings that fit the criteria of the buyer’s search. From here you click on the “Save Tab” and then the “New Auto Email” tab (see arrows below).
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This will take you to the “Save Auto-Email” page where you can assign the search to a specific client. The client may already be in the system, you can check by clicking the drop down button. If they aren’t in there you can create a new client directly from this page. Add an email subject “Client Name Portal Search.” The first message is pre-written but changes can be made to it if need be. When you’re done, scroll to the bottom of the page and click “Send”
To make adjustments to Auto Email Searches
On the Matrix homepage (image 1), hover over the “My Matrix” tab and click on “Auto Emails”
Select the search you would like to adjust and click on the “Results” tab. From the results page, click on the “Criteria” and it will take you back to the Criteria page and from there you follow the same instructions as above from step 2 onwards.
How to set up a Regular Saved Search (not being sent to a client, for personal use)
Follow steps 1-2 under “How to create an Auto Email” above
See step 3 from above and image 4. Instead of clicking “New Auto Email” you will click “New Saved Search”
This will take you to the “Save” page. Here you can name your search. You can also connect it to a client name if you want to, but it isn’t necessary.
To make adjustments to Saved Searches
On the Matrix homepage (image 1), hover over the “My Matrix” tab and click on “Saved Searches”
Select the search you would like to adjust and click on the “Results” tab. From the results page, click on the “Criteria” and it will take you back to the Criteria page and from there you follow the same instructions as above from step 2 onwards.
How to enter a new listing onto Matrix
Matrix home page (image 1) click on the “Input” tab at the top of the page.
Click “Add New”
Select what time of form you would like to use based on the property type (residential, rental and condominium are the 3 most common)
Click on “start with a blank listing”
The other option is “copy from existing listing” this is useful if the property you are listing is one that was listed by Nick in the past. Find the old MLS number, enter it and it will copy the old listing. This saves you from having to enter everything again. Be sure to look through the old data and make changes if needed.
This is where you enter all the data needed on the MLS page. All yellow boxes are required information that must be filled out or else the listing will not submit on launch day.
Once all the information is entered go to the bottom of the page and click on “Save as Incomplete.” This will save all the data you’ve entered but will not submit the listing to go live on MLS. (see Image 5)
VERY IMPORTANT not to click on “Submit Listing” while you’re only prepping the MLS page. You must only submit once the listing is ready to be launched (on the listing start date). Once “Submit Listing” is clicked there is no going back
*NOTE: the listing will not launch unless all the yellow boxes are filled out.
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Once all data is entered, have Nick look over all the data and have him make any changes needed. Wait for his approval before launching on the listing start date
*NOTE: on listing launch day, the MLS page should be launched first thing in the morning (9:00am) unless otherwise indicated.
Photos: To add photos to the listing, go back to the input page (see step 1). Select the listing you want to add photos to using the “select listing” dropbox. Click on “Manage Photos” and upload from your computer.
*NOTE: when you need to edit the listing follow the step 8 instructions and click on the “RES-condo/residential/rental form” (whichever one you selected in the beginning).
How to update an active listing on MLS
Matrix home page (image 1) click on the “Input” tab at the top of the page.
Select the listing you want to edit using the “select listing” dropbox. It will then bring you to the screen shown below (image 6). From here you can select what kind oc change you’d like to make. This is where you would make the following changes/updates
RES-____ Input Form - to make any changes to the listing page information
Price Change: if you have to make a change to the listing price
Open House: when there is an open house on the listing, enter the date and time here so that it shows on the MLS
Change to Conditionally Sold
Change to Sold
Edits to photos
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How to cancel and suspend a listing on MLS
Write up a Cancellation or Suspension to Listing Agreement form through WebForms. Once approved by Nick, send to sellers and manager (Russ or Kerri) for e-signature.
Once the document it signed, email it to Brokerage (Amanda Scott) with the MLS number, property address and Nick’s name in the subject line and they will mark it as cancelled/suspended on MLS for you.