Registering and managing offers

4 min read | This article is for *Administrators*

Getting there: 

• To register offers: Any BrokerBay listing → Register Offer
• To manager offers: Admin Queue → Registered Offers

OVERVIEW

BrokerBay allows Agents to independently submit offers. The system automatically forwards offer documents to the Listing Agent for review and records the offer in the Admin Queue. Administrators can then manage submitted offers through two channels: the Admin Queue or the listing's Offers page.

Additionally, when an Agent contacts you to register an offer on your brokerage's listing, you can complete this process on their behalf.

When an offer is registered, the Listing Agent will always receive a notification regardless of whether you choose to notify Showing Agents. 

IN THIS ARTICLE

• Registering an offer
• Managing offers
  • Deleting and restoring offers
• Troubleshooting & FAQs

Registering an offer

1. Navigate to the listing where you want to register an offer.
2. Select Register Offer.
3. Enter the Agent's information:
   • Search for the Agent's name and select their profile, or
   • Select the Manual tab to enter agent details manually.
4. Set the irrevocability date and time.
5. Select Register.
6. Choose which Agents to notify:
   • Notify Listing Agents only.
   • Notify all Showing  and Listing Agents.
   • Save the offer without sending notifications. If you choose to register an offer without notifying any Agents, you have the option to notify them later.

Uploading offer documents during registration is not mandatory. This responsibility can be delegated to the Listing Agent. Upon verification of the offer documents, the button in your queue will turn green, indicating that you may proceed with sending offer notifications.

Managing offers

Admin Queue

The Admin Queue features a Registered Offers tab, which displays all registered offers that require action. The available actions are:

• Verify Offer Doc: These offers have been registered online by a Showing Agent and await confirmation of the form's validity. Upon verification, you can choose whom to notify about the offer.
• Manage Notifications: These offers have been validated but not yet sent to Showing Agents due to the listing’s notification settings.

The Offers page

Selecting a listing's Offers tab takes you to the Offers page, where you can view all registered offers for that specific listing.

A listing's Offers page contains two tabs:

• The Registered Offers tab displays active offers.
• The Inactive Offers tab shows offers that have been deleted or have passed their irrevocability date and time.

Deleting and restoring offers

Deleting registered offers

Deleting an offer does not permanently remove it from the platform. Instead, it archives the offer, allowing you to find it in the Inactive Offers tab. There, you can still make changes to the offer if needed.

1. Navigate to the listing’s Offers tab and select Registered Offers
2. Locate the offer you wish to delete and select Manage.
3. Select Delete.

Restoring inactive offers

1. Navigate to the listing’s Offers tab and select Inactive Offers.
2. Locate the offer you wish to restore and select Manage.
3. Change the Irrevocability date and time to a future point.
4. Select Update.

TROUBLESHOOTING & FAQs

An offer has gone missing!

Offers may appear to be missing due to the system's automatic management process. At 11:59 p.m. daily, the BrokerBay system updates all offers logs. Consequently, offers with an irrevocability date set for the current day transition to inactive status at midnight and are relocated to the Inactive Offers tab within the listing.

To reinstate these offers to the active Offers tab, please follow the Restoring inactive offers procedure outlined above.

Can I print an offer?

While a dedicated report generation feature is not currently available, you can use your browser's print functionality to create a comprehensive list of offers.

1. Navigate to the Offers page in the web version of BrokerBay.
2. Right-click anywhere on the screen.
3. Select Print from the context menu.

How do I send out an offer notification?

You have two options for notifying Agents about offers: immediately upon registration or at a later time through the Registered Offers tab in your queue.

Does the Listing Agent get notified?

Yes. The Listing Agent receives an automated notification whenever an offer is registered, regardless of whether you notify Showing Agents. There is no need to send a separate notification.

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

Navigate to the listing's Offers tab to access a comprehensive list of all offers.

An Agent is claiming they didn't receive an offer notification.

You can verify this by checking the email delivery log in the offers section of the listing's Eyeball tool. This log includes all offer notifications and tracks agents who have unsubscribed.

I dismissed the offer by accident instead of notifying Agents.

You can utilize the Message Agents tool to send a manual notification. See Messaging all Agents who have shown a property 🎥 for more information on this feature.

How do I delete an offer?

1. Navigate to the Offers tab within the Eyeball tool.
2. Select Manage next to the specific offer you want to remove.
3. Select Delete.

Where can I find an offer's history? 

1. Navigate to the Offers tab.
2. Select Manage next to the desired offer.
3. Select History.

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

1. Navigate to the Offers tab.
2. Select the Eyeball tool adjacent to the offer in question.
3. Select the Email Delivery Log tab.