Creating Exclusive and Coming Soon listings

🇨🇦 This article applies to the Canadian market only!

5 min read | This article is for *Agents* 

Getting There: 

• Dashboard → Create Listing

OVERVIEW

Exclusive listings allow for properties to be marketed selectively before broader exposure on MLS. Coming Soon listings represent a specialized category of Exclusive listings within BrokerBay.

These listings enable real estate professionals to present forthcoming MLS properties to their brokerage colleagues in advance of the official broker-loading process on the board.

Both Agents and Administrators have the ability to create Exclusive and Coming Soon listings.

IN THIS ARTICLE

• Creating an Exclusive or Coming Soon listing
• Coming Soon listings
• After submitting a listing
• Listing visibility and drafts

Creating an Exclusive or Coming Soon listing

1. From the left sidebar, select Dashboard.
2. Select Create Listing.
3. Add any paperwork and select the relevant category for each file from the dropdown menu.
   1. Agents must provide at least one Listing Paperwork document in order to proceed with the creation process.
4. Enter all required listing details marked with an asterisk (*). You can also attach photos and add additional property information at this stage if desired.
   1. If creating a Coming Soon listing: under Status, select Coming Soon and determine a Coming Soon Date.
   2. If you are not ready to complete the listing, select Save Draft. You can find the draft listing later by searching the address in your brokerage.
   3. Once you have filled out the listing's information, select Next.
5. In the Confirm Submission Details section, select My Brokerage under Where should this listing be shared?.
6. Select Submit For Review. A brokerage Administrator will review your paperwork and either accept or reject the listing.

Coming soon listings

Coming Soon listings will slightly differ from regular Exclusive listings in that they have a Coming Soon Date.

Upon reaching the Coming Soon date, the Coming Soon listing will transition to an inactive state and will no longer be visible in your brokerage view. At this point, editing capabilities and appointment bookings will be disabled for the Coming Soon listing.

Therefore, to ensure a seamless transition, please align the Coming Soon date with the scheduled MLS listing availability date.

After the MLS listing is integrated into BrokerBay, the Coming Soon listing will be automatically moved to the Duplicates tab within your brokerage's Admin Queue. From here, it is recommended for your brokerage's Administrator to merge or combine the listing if appropriate. This facilitates the transfer of showing instructions, appointments, feedback, and offers. For comprehensive information on this functionality, please see Merging and combining listings.

After submitting a listing

After submitting a listing for review, an Administrator will need to approve your listing and paperwork for publication.

In the meantime, you can edit the listing details and configure its showing instructions through your Dashboard, where the unapproved listing will be visible as a draft.

Once your listing is approved, it will be visible to members of your brokerage within the Brokerage tab.

If a listing submission is rejected

An Administrator may reject your listing if the paperwork is not correct. If this happens, you will be notified of the rejection and the reason so you can correct any errors or omissions in the submitted documents.

To fix your documents:

1. From the left sidebar, select Dashboard.
   
2. Locate the rejected listing under Tasks. Select Manage Documents.
   
3. Upload the corrected documents.
4. Select Replace if prompted to replace the old documents.

The Documents tab on the listing's page will house all listing documents. Please note that listing documents can only be viewed by Administrators and the listing's Agent. 

Listing visibility and drafts

Draft

Before a listing is approved and published by an Administrator, your listing will remain as a draft. Draft listings are only viewable by Administrators and the listing's Agent.

Brokerage tab

The Brokerage tab displays all listings published to your brokerage. This tab is visible to all fellow Administrators and Agents within the same brokerage office. Draft listings are not included in this tab.