Register and Manage Offers

4 min read | This article is for *Administrators*

Getting There: BrokerBay listing → Register Offer button

OVERVIEW

Agents can register offers themselves through BrokerBay, automatically delivering the Offer Docs to the Listing Agent for review and logging the Offer in your Admin Queue.

If an agent calls in to register an offer on your brokerage listing, as an administrator it's a simple process to complete on their behalf. This article will guide you as an admin in registering and managing offers.

IN THIS ARTICLE

• How to Register an Offer on Behalf of Agents
• Managing Offers
  • How to Delete & Restore Offers
• Troubleshooting & FAQs

How to Register an Offer on Behalf of Agents

1. Search for and access the listing on which you’re registering an offer on
2. Select Register Offer
   
   
3. Search the agent's name and select the corresponding profile. This will auto-populate their details. (If you can’t find the agent - Click the Manual tab to enter details).
4. Set an irrevocability date and time. Please note that uploading an offer doc here is not a mandatory step.
   
   
5. Once you click Register you will be met with the Register Offer - Notification modal letting you know the current offer notification settings. Here you can decide to proceed in notifying showing agents OR choose to only log the offer in the system and notify showing agents later.

• • When Notify Listing Agents ONLY is selected in Offer Registration Notification Settings
    
    
    
  • When Auto-Notify All Showing Agents is selected in Offer Registration Notification Settings
    

Managing Offers

Administrators can manage offers via the Admin Queue or the listing’s Offers page.

Admin Queue

Your Admin Queue hosts a Registered Offers tab where any registered offers with pending actions will populate. 

• Verify Offer Doc: Offers with this button in your queue have been registered online by a showing agent and are waiting for an admin or LA to confirm the form is valid. Upon confirmation, you can select whom you wish to notify about the offer.
• Manage Notifications: Offers with this button in your queue are valid offers that have yet to be paged out to showing agents based on the Notify Listing Agents ONLY setting. Click this button when it is time to trigger a notification to agents and select who you would like to notify.

Listings’ Offers Page

Clicking the listing’s Offers tab will lead you to the Offers page where you’ll see the registered offers specific to that listing.

How to Delete & Restore Offers

Within a listing’s Offers page, there exist two tabs. A Registered Offers tab hosts active offers and the Inactive Offers tab hosts offers that have been deleted or have past their irrevocability date and time.

Deleting Registered Offers

Deleting an offer is never hard-deleting it from your platform. You are instead archiving it, meaning you will still be able to locate deleted offers in the Inactive Offers tab where further changes can be made to them as needed.

1. Click the listing’s Offers tab to access its Offers page
2. From the Registered Offers tab, locate the offer you wish to delete
3. Click Manage
4. Click Delete

Restoring Inactive Offers

1. Click the listing’s Offers tab to access its Offers page
2. Under the Inactive Offers tab, locate the offer you wish to restore
3. Click Manage
4. Update the Irrevocability to a future date & time
5. Click Update

TROUBLESHOOTING & FAQs

I can't find the agent's name.

Click the "Manual" tab to enter details and register the offer if you cannot find the agent.

I don't know their irrevocability date.

This is a required field, an offer cannot be registered without it.

How do I send out an offer notification?

Offers can be notified the minute you register them, or you can notify agents later via the Registered Offers tab in your queue.

Does the listing agent get notified?

Yes, any time an offer is registered regardless of if you notify Showing Agents, your LA will always receive an automated notification. You do not need to send them one yourself.

Where do I see a list of all the offers on the property?

Access the listing’s Offers tab.

An agent is stating they didn't receive an offer notification.

In the offers section within the listing’s Eyeball Tool, you will find an email delivery log of all offer notifications, including agents who have unsubscribed to track who received the offer. 

I dismissed the offer by accident instead of notifying agents.

It happens! Leverage the Message Agents tool to send out a manual message. 

Do I have to verify the offer doc?

No, you can leave this up to the Listing Agent. Once they verify the offer doc(s) the button will change to green in your queue for you to send out offer notifications.

How do I delete an offer?

Find the offer within the Offers tab of the Eyeball Tool --> Manage --> Delete. 

Why was one of the offers deleted? Do offers automatically drop off?

Yes! They will move to the Inactive Offers tab within the listing on their irrevocable date. Every night at 11:59 p.m., our system refreshes the offers logs. This means that if your irrevocability was set for the current day, then your offer will go inactive at midnight and move to the Inactive Offers tab. This functionality is in place to ensure that inactive offers are not counted in the total tally of registered offers visible to showing agents.

Where can I find an offer's history? 

Navigate to the Offers tab → Manage. Offer history can be found at the bottom of the Manage Offer screen.

Where can I find an offer's email delivery logs?

1. Navigate to the Offers tab
2. Click the  button beside the offer
3. Email Delivery Log tab

Can I print a list of all offers on a listing?

There is currently no button to generate a report, but you can right-click → print on the offers screen to print all offers listed.