system information

Closing in on Client Portal

This summer has been a busy season behind the scenes for the RealTracs development team as they continue our work on a RealTracs Client Portal. Over the next few weeks, you will begin to see some significant updates coming to Auto Notify. Below is a sneak peek of what’s coming up!

Full Result Set Available for Auto Notify Contacts

If a contact is receiving automatic notifications for new listings, (s)he will now have the ability to view other results that were previously sent. After clicking through the email links, the contact will have the ability to ‘View All Results,’ and see all Auto Notify results that were previously shared. NOTE: This feature will not be immediately available for listings that are Manually Shared from Auto Notify.

View an Activity Feed for Each Result

Each Auto Notify Result will have an Activity Feed, showing the history of that listing in your Auto Notify. The Activity Feed will include the following information for each listing:

    • When the listing was first added to this Auto Notify
    • When it was automatically emailed
    • When it was Saved (starred)
    • When it was manually emailed
    • When and why it was updated (Price, Status, Listing Update, etc.)

Activity History

Highlight New Listings

Each time a listing is added or updated in you Auto Notify Results, it will appear highlighted, similar to an email inbox. You will have the option to mark items as Seen or keep them highlighted (Unseen) to review later. Viewing the listing report will automatically mark it as Seen.

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An Easier Way to Schedule an Open House

The Open House Manager is getting a makeover, and we think you are going to love the new setup.  A cleaner and easier-to-use interface is just part of the improvements.

  • Choose between Public and Realtor Open House types
  • Set if you would like the open house to be a weekly recurring event
  • Select your start and end time with easy-to-use dropdown

And, best of all – YOU CAN SETUP OPEN HOUSES FROM ANY DEVICE!

Here’s how:

  1. Select Open House from the available options for the listing you wish to set up.OH-create
  2. Choose your open house type (Public or Realtor), the time it will be held, and add any comments.  If the open house is a recurring event, e.g. a model home, check Recurs Weekly. Click Save to schedule your Open House.
  3. Scheduled Open Houses will appear in the Open Houses section of Manage Listings.  Select More Options () to either edit the details of your Open House or cancel it altogether.OH-manage

Users can search for upcoming open houses as well as viewing details in the top section of the full report.2019-07-15_16-06-01

Clicking More Info displays the information below:
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Questions about the new mobile-friendly Open House Manager?  Be sure to contact our Support staff via an online chat, email, or by phone.

Residential and Condo Property Classes are Moving in Together

WHAT’S CHANGING?

On January 8th, 2019, the standalone condominium property class is being removed, and condos are joining single-family homes to form a single Residential property class that includes the following property subtypes:

SINGLE FAMILY

  • Site Built
  • Zero Lot Line
  • Modular
  • Manufactured-Foundation
  • Manufactured-Mobile
  • Horizontal Property Regime (HPR) – Attached
  • Horizontal Property Regime (HPR) – Detached

CONDOMINIUM

  • Cottage/Garden Condo
  • Flat Condo
  • Highrise Condo
  • Loft Condo
  • Other Condo
  • Townhouse Condo

WHAT’S DIFFERENT?

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  • This update will allow users to search for ALL single family and condo listings in a particular area regardless of how they are listed, resulting in a much more thorough and robust set of search results.
  • When searching for residential listings, you will see the new Type field under Common Criteria that allows the selection of any combination of single family or condo listing types.
  • All of the selections will be checked and searched for by default; however, you can easily select only the options you want and search in any combination of residential and condo – all without the need of a cross-class search!
  • You can save your favorite listing Type combination as your default search.  Instructions on how to create and save a new default search can be viewed at help.realtracs.net.
  • Add/Edit is updating too; Residential will be the choice for both single-family homes and condos.  The specific sub-type will be chosen when inputting the details of the listing.

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ANYTHING ELSE?

There are a few important notes to pass along:

  • Existing condo listings (with current MLS numbers) will convert to Residential automatically
  • Condo saved searches and auto-notify searches will be converted automatically
  • Definitions of the various property subtypes can be found at help.realtracs.net
  • The existing Exterior Alterations and Other Restrictions fields in Condo will not be moving to Residential

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The knowledgeable RealTracs support team is available six days a week to assist with any questions you might have regarding this upcoming change.

You can chat, click, or call a representative from 8:00 a.m. until 5:00 p.m. Monday-Friday, and Saturday from 10:00 a.m. until 4:00 p.m.

Going Once, Going Twice – The Auction Property Class is Going Away Soon!

Don’t worry.  The ability to list auctions in RealTracs is not going away.  However, how and where you list an auction in the MLS is changing to better match RESO’s data dictionary standards.

How is Auction Changing?
Previously all auctions were listed in their own property class regardless of what type of property was being auctioned.  The auction property class was a mixed bag of residential, land, commercial, and other type listings.  Now, when listing an auction, it will be added to the appropriate property class – residential, condominium, land/lot/farm, commercial, or multi-family.

How Will I List an Auction?
Auction is now a Special Listing Condition.  Recent changes were made in Add/Edit that require listing agents to select a special listing condition to describe the type of listing being entered.  Absolute Auction and Reserve Auction are being added as two of those options for offices who are approved to list Auctions.

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Are the Auction Types Changing?
No.  Listing agents approved to list auctions will still have the option to add a Reserve or Absolute auction to the MLS system.  As a reminder:

  • Reserve Auction:  An auction where the property for sale may not be sold if the final bid is not high enough to satisfy the seller – that is, the seller reserves the right to accept or reject the highest bid.
  • Absolute Auction: An auction in which the property for sale will be sold regardless of price

Please note: Reserve or Absolute Auction can be used in combination with one other Special Listing Condition, including foreclosure.  Reserve and Absolute Auction cannot be selected together.

How Will I Search for Auctions?
Auctions will be easy to search for, identify, or exclude, depending upon your needs.  First, auctions will now be included in the search results (except rental) and will be distinguishable by the presence of a gavel icon in the list views and agent/buyer reports.

2018-10-25_14-23-58     2018-10-25_14-46-06

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Want to search only for auctions?  You can do so by adding Special Listing Conditions to Additional Criteria and selecting Absolute Auction and/or Reserve Auction.

You can exclude auctions from your search in a similar way by selecting Standard (or any other) Special Listing Conditions and excluding the Auction selections.

Perhaps you want to save a search that looks for just Auctions?  You can select one or both Auction selections from Special Listing Conditions, choose your search criteria, and click Save.  Give your search a name, and it’s available any time you need it from your list of saved searches.

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Some Additional Notes

Information specific to the auction such as minimum bid, auction date & time, terms and buyer’s premium should be included in the Public Remarks field.

The existing and historical auction listing information will not be converted to an existing property class or special listing condition and will be found by using the auction search.

Existing auction listings will be accessible for a short period of time to ensure that you have time to close them all out.

If You Have Questions or Need Help

This is a significant change, and the RealTracs Support team is here to help you with any questions or concerns.  Support technicians are available via online chat, email or phone Monday – Friday from 8:00 a.m. until 5 p.m. and on Saturday from 10:00 a.m. until 4:00 p.m.

Notice Re: RealTracs Network Outage

To Our Valued Users:

Earlier today, the RealTracs MLS system experienced a network failure related to a piece of hardware and its configuration.  During that time, our engineering team worked continuously along with multiple senior engineers from Cisco to rectify the problem.

The core issue was a network connectivity failure related to a piece of hardware and was not associated with the MLS system itself or the database.  Please know, your data was always safe and secure.

All RealTracs systems, including our Internet service providers, have redundancies, or backup systems, in place to ensure MLS uptime.  Today’s outage was caused when a redundant piece of network hardware took over a process from a failed system as it is designed to do, and the failed system continued to run, causing the interruption.  As soon as our engineers identified the source of the failure, it was removed, and system access was restored.

RealTracs will continue the ongoing implementation of cloud-based systems and other technologies to help ensure such a failure in the future is mitigated.  We take the uptime and reliability of the MLS system very seriously, and sincerely apologize for this unacceptable inconvenience.

New MLS Features Added Today

What’s New?

  • The Shared Agent reports now include clickable Tax ID links
    • When the tax link is clicked from a desktop, and you are logged into realtracs.net, the full CRS tax report will open
    • If you are not logged in, an overlay with the most popular fields will open
    • When you click the link from your mobile device,mobile-friendly overlay with the most popular tax fields is openedimage2018-1-11_10-39-52.png
  • The stats results tab now contains a Year Built column for minimum, average, median and maximum values
  • You no longer have to select listings to Print from the Stats tab
    • image2018-1-11_10-43-34.png

If you get stuck or have questions…

The RealTracs technical support staff is available Monday – Friday from 8:00 a.m. until 5:00 p.m. The quickest way to reach a technician is via an Online Chat.  To start a chat, click the button at the top of RealTracs.net.

Add Listings in MLS Up to 30 Days in Advance

Whether you want to call it coming soon, pre-marketing, taking a pause, or Aunt Sally and Uncle Rupert coming over for Thanksgiving, you can do just that with your property in the MLS with the Active – Not Showing status.

The great thing about Active – Not Showing is that you can now list your property in MLS and set the date it goes Active – Showing for up to 30 days out instead of the previous 15!  If you need to paint, make repairs, or get the visiting relatives out of the house, just set the status to Active – Not Showing and do what you need to do.  Days on Market WILL NOT accumulate during the time your listing is initially set to Active – Not Showing.

Need to take a break after the listing has gone to Active – Showing?  You can change the status from Active – Showing to Active – Not Showing until your sellers are ready.  You no longer need to withdraw the listing to take a pause!


That’s not all…

  • Type has been added as a Residential option to the List View Results when applying custom column headers
  • Arrows have been added to your List View Results to confirm the sort direction on sorted columns
  • The Office phone is now included on your user profile and RealTracs signature

Some things we fixed under the hood…

  • Add/Edit:  Manual geo-coding issue with pin drop was fixed with  November 2nd release
  • Commercial listing report:  Lease per SqFt is no longer rounding the user entered value
  • CMA Report:  MLS numbers now link back to the full report

Also, don’t forget…

We recently released some additional updates on how your listing date is input in Add/Edit, and user-friendly shareable links, along with other important feature improvements.  Check out the details at here.

If you get stuck or have questions…

The RealTracs technical support staff is available Monday – Friday from 8:00 a.m. until 5:00 p.m. The quickest way to reach a technician is via an Online Chat.  To start a chat, click the button at the top of RealTracs.net.

Additional Features Added to RealTracs 3.0

The latest updates and enhancements to the RealTracs 3.0 MLS System went live Thursday May 25th.

  • Shared Listings:  Upcoming Open House information is now displayed in the emailed listing notification
  • New Report Format:  Land, Lots and Farms and Commercial are now available in the new report format via single shared listings.  The remaining classes and viewing multiple reports is coming very soon!
  • Hot Sheets/Days Back Searches:  List Price and Subdivision have been added as search criteria
  • Mobile.RealTracs.net:  A new button for viewing the Buyer Full report has been added to the online results AND clicking the Agent Full or Buyer Full Report buttons will now open the new version of the listing reports for Residential and Condo.  Once these reports have been opened, they can be Shared via text.

The RealTracs help desk staff is available Monday – Friday from 8:00 am until 5:00 pm to answer any questions you might have about the newly added features or anything else in the new system.  They can be reached at 615-385-0777 or via email at helpdesk@realtracs.com.

Additional Fixes and Features Added to RealTracs 3.0

The latest updates and enhancements to the RealTracs 3.0 MLS System went live Wednesday September 28th.

The RealTracs help desk staff is available Monday – Friday from 8:00 am until 5:00 pm to answer any questions you might have about the newly added features or anything else in the new system.  They can be reached at 615-385-0777 or via email at helpdesk@realtracs.com.

Updates:

  • Search Results:  You can now set your own default results tab by updating your Site Preferences in My Page.
  • Search Results:  When there is only one result, that result is automatically selected for ease of printing and sharing.
  • Hot Sheets:  The max results for List View, Thumb View and Full View has increased to 500 listings. The Map results max remains at 250.
  • Stats Results Tab:  List Price per Square Foot and Sales Price per Square Foot is now displayed.
  • Map Search and Results:  The drawing tools bar has been updated and relocated to a less intrusive location.
  • Hot Sheet List View Results:  Zip code, city, LP/SF and SP/SF have been added to the Add/Remove columns feature.
  • New counties added:  Hopkins County KY (area 111) and Caldwell County KY (area 112)
  • Search Panel for all searches:  The font has been increased for the field names.
  • Auto Notify/Prospector:  Print and More menus have been added to the Results and Saved columns.
  • Search Panel for all searches:  A Contract Date field has been added to the Under Contract Showing status for applicable property classes.
  • Media Manager:  A View Photos button has been added.
  • Help/Support:  Area School Info help has been added.

Fixes:

  • Office Page/Inventory:  The issue where the tax ID field was printing as a full URL is now fixed.
  • Listing Status Change:  The error seen when entering commas in a sales price has been resolved.
  • Archive Search:  Status changes from Under Contract Showing to Active are now tracked and displayed.
  • History Report:  The issue with all status changes displaying as Under Contract Showing has been resolved.

Additional Fixes and Features Added to RealTracs 3.0

The latest updates and enhancements to the RealTracs 3.0 MLS System went live Wednesday August 31st.

The RealTracs help desk staff is available Monday – Friday from 8:00 am until 5:00 pm to answer any questions you might have about the newly added features or anything else in the new system.  They can be reached at 615-385-0777 or via email at helpdesk@realtracs.com.

Updates:

  • Print Reports, Results Views and Print Preview: All now display the contingency when applicable for Under Contract Not Showing Listings
  • Results list below map is now displayed automatically when Search is clicked
  • List View:  Printing is now available for custom layouts
  • List Results Tab & Map List Results:  Status specific color blocks added for easy status identification
  • Phone numbers clickable for dialing on RealTracs.net when accessed via mobile device
  • Log in As:  Depressing the keyboard enter key now logs in the selected user
  • Prospector:  Unsubscribe button relocated to User Preferences
  • New Firm Profile now available via the Office Page for Office Staff, including a new field for Firm License #
  • Firm License # is now displayed on the Firm Roster via Roster Search and clicking the Firm name on all reports once the license number has been added to the Firm Profile under the Office Page by Office Staff
  • New Broker Property Log added to the Office Page menu for Office Staff

Fixes:

  • CMA:  LP/SF, LP/Acre and LP/Unit columns for subject property are now calculating
  • Auto Notify:  Clear Frequency button is now working again