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).