Author: Mark H.

New Paperless Process for IDX Approvals

What is Changing?

RealTracs is finalizing the process of moving all IDX licenses, distribution, and compliance to MLS Grid’s national platform ( Beginning June 1, all IDX data access will be facilitated through a Web API from the MLS Grid.  IDX & website vendors have been receiving multiple notifications since January of the upcoming change to ensure they have ample time to update their processes.  The approval of IDX requests for agent and brokerage websites is now paperless and 100% online.

What is MLS Grid?

MLS Grid was founded in 2016 as a cooperative venture between eight MLS organizations. This network has grown to include ten large MLSs providing service to more than 240,000 real estate practitioners throughout the country.  These MLSs include RealTracs, Carolina MLS in Charlotte, MARIS in St. Louis, NorthStar MLS in Minneapolis, Heartland MLS in Kansas City, MIBOR in Indianapolis, Austin Board of REALTORS, Northwest MLS in Seattle, and My Florida Regional MLS in Orlando.

The MLSs above are all joint owners of MLS Grid.  MLS Grid compiles data directly from these MLSs to create a single data feed, unifying compliance, display, and usage standards to ease the distribution process for all involved. Based on the latest RESO Standards, the MLS Grid not only modernizes the way technologists access MLS data, but the single license agreement appropriately governs the use of brokers’ data.

How Does the New Process Work?

IDX approvals are initiated by the agent with their preferred vendor and will also require approval by his/her principal broker.  Historically, these came in pdf form via email and were sent to RealTracs; however, as data acquisition has been improved and streamlined for vendors, so has the approval process for agents and brokers.  It’s important to note that there is no action required for agents or brokers who have an existing website or IDX approval.

The new IDX approval process is 100% online.

  1. When an agent signs up for service with their preferred IDX vendor, an email containing a link to the data license generates from and is sent to both the requesting agent and the principal broker (we highly recommend you whitelist this email address or add it to your address book).
    An example of the email sent to both the agent and broker are below.
  2. The agent and broker will each sign the license online, which triggers it to be emailed to the MLS for approval.
  3. After MLS approval, the license has been signed by all parties, and the IDX approval process is complete.

Sample Email to Broker

Sample Email to Agent

Please note: The old IDX approval forms (pictured below) used previously by vendors will no longer be valid after June 1. 

If you have questions about the new process, please don’t hesitate to contact RealTracs support via online chat, email (, or by phone (615-385-0777).

RealTracs Mobile Enhancements

The kids have practice.
What’s for dinner?
Help with homework.
Remember to call clients.

Does this schedule look familiar? With today’s hot market and your personal schedule busier than ever, who has time to sit down at the computer? You’re on the go and need information on the go, too.

We get it. That’s why RealTracs mobile provides you with MLS in the palm of your hand. And it’s continuously getting better with more features added regularly.

Need to call another agent about a property you are viewing? Just click on their contact information in the full report. Want to share a property CMA with your client? Do it from RealTracs mobile quickly. What’s for sale in the area? A “Near Me” search will tell you.

Recent Updates

There’s more! Now you can view and manage your listings:

  • Easily view all of your listings from your phone – even the ones you co-list.
  • Manage your listings with mobile-friendly features. As add/edit is being redesigned more tools will be added!
  • Make listing status updates with the new Change Status.
  • Coming Soon: Make quick edits to price, expiration date, public remarks, and private remarks.

You can also find quick links to CRS Tax and the RealTracs support site!

Check it Out!

If you haven’t visited the RealTracs mobile site recently, give it a test drive today by logging into from your favorite mobile device.

Let us know what you think at!

Online Support and Ticketing Moving to FreshDesk

Finding Online Help

The online support system is moving to an upgraded platform – FreshDesk.  Here you will find the same helpful support walkthroughs and videos you have come to expect with an even more user-friendly format.  The new support site is found at

Looking for assistance with something specific?  Start typing what you are looking for in the search box and related support articles will populate as you type. When you see what you are looking for, simply click the article to be directed to that page.

There you will find a summary of the feature, a quick help guide to assist you, and a video tutorial, if available.


Support Tickets

Still stuck or can’t find what you are looking for in the help pages? No problem!  The new support site includes a new interactive support ticketing system.  Follow the steps below to start a support ticket :


  1. Click New support ticket from the homepage.
  2. Login to RealTracs if prompted.
  3. Enter your email in the Requester field.
  4. Add a brief subject related to the problem you are experiencing.
  5. Enter the type of support ticket.  You may choose between the following options: Question, Incident, Problem, Feature Request, Refund, Payment
  6. Enter a description of the problem you are experiencing.
    If you have a screenshot or other file that might be helpful to a support technician, it can be attached to the ticket.
  7. Click submit.

After a ticket has been submitted you can check on the current status by clicking Check ticket status.  To view the details of your ticket, click the support subject/ticket number.  The details page contains all messaging between you and your assigned support technician and other information regarding your support request.

You can view not only open or pending support tickets but also a history of your resolved and closed tickets as well!


Please note:

  • You will receive an email from support confirming receipt of the ticket as well as a link to view the status of the ticket.
  • A support technician will review your ticket and if there is a related support article a link will be emailed to you.

Other Assistance and Information

There is much more than just help pages on RealTracs support.  On the support home page you will find links to recent articles that have been published, RealTracs rules and rule changes, a staff directory, and the latest RealTracs news!

Coming Soon: Updated Contacts and Auto Notify

We wanted to let you know about some improvements you’ll be seeing to your Auto Notify page, as we continue working toward a new Client Portal that will provide real-time feedback and tools for engaging with your clients and the listings you share with them. One of the first steps in this journey is updating Auto Notify to fully-integrate with your Contacts. Check out some updates coming soon to Contacts and Auto Notify:



    • Contacts Page: All contacts created with Auto Notify have been added to an updated, mobile-friendly Contacts page (My Page > Contacts).
    • Contact Management: Contacts can be Merged, Duplicated or Deleted.

COMING LATER THIS YEAR: See how many Auto Notify campaigns each of your contacts is receiving, as well as their engagement with each of those campaigns.


    • Auto Notify Contacts: Create or edit an Auto Notify by picking someone from your Contact list, or add them as a new Contact. These Contacts will be shown separately for each Auto Notify, and link to additional contact information. 
    • Contacts Not Required: Create an Auto Notify search and view the results without being required to send it to a contact (like a Hot Sheet).
    • Auto Notify Frequency: View the Frequency of your Auto Notify as well as the date that the latest results were found from the Auto Notify Management page.

COMING LATER THIS YEAR: See a breakdown of how your contacts respond to individual listings: Likes, Dislikes, and even which ones they want to see in person.


CRS Tax Data: Product Deep Dive

Today’s Feature Deep-Dive:

Creating Saved Criteria in Custom Comparables

Today, we’re exploring ways to save time when comparing property types and pulling comparables. If you have criteria that you regularly use to compare property types, these steps will provide efficiencies by allowing you to save that criteria and access it for future comparables.

Step 1:
Select desired criteria in “Custom Comparables” section.

Step 2:
Instead of clicking on the “Submit” button, scroll to the bottom of the page and click the “Save Criteria” button.



Step 3:
You will then be prompted to name your commonly used criteria. After naming your search criteria within the box, click “Submit”.


This new criteria is now saved and easily accessible in the “Saved Criteria” drop-down box at the top of the “Custom Comparables” page.



Renaming & Deleting Saved Criteria

To rename or delete the saved criteria, go to “Profiles and Settings” section and select “Saved Comparables Criteria”. From here, you may either click the “edit” icon or the “delete” icon.