The Prop T/X Dashboard includes essential tools like Matrix, REALM, WEBforms, and Skyslope Forms. You can access the Members Only Dashboard [here](insert link).
Accessing REALM
Login: Access REALM via the Members Only Dashboard.
User ID: Check your email from OREB Communications for your User ID.
Setting Up Your Account:
If you haven't logged in yet, select "New Pin Setup" and enter your 7-digit ID from the email.
You will receive an email to create a 4-digit PIN.
Follow the email instructions to log in.
Note: Keep your User ID and PIN secure; they are required for every login.
Tip: Download the REALM App for added convenience. It syncs with the Dashboard, so actions taken on one will reflect on the other.
Overview of Key Tabs within REALM
Main Dashboard: Displays your activity history.
My Market Areas: Customize to show recent activity (new listings, price changes, etc.). Set this up under your Profile.
Your Profile: Access by clicking your photo/initials in the top right.
Profile Settings: Ensure your information (office address, birthday, phone number, company name) is accurate. Add websites and social media links to share with clients.
Personalization: Edit client messages, auto-emails, and your signature.
Market Areas: Customize which market areas appear on your Dashboard.
Notifications: Manage how you receive alerts for client actions in REALM (via app or email).
Land Registry: View purchased Geowarehouse reports here.
Stratus Tabs:
Stratus List and Stratus Searches: Not applicable for Ottawa Board; ignore these.
Branded Public Portal: Coming soon!
Help & Support: Access support through the “?” tab, which includes an AI chatbot to help guide you throughout the platform.
Rubrix Cube: Access all apps within REALM, including:
Listing Inventory: View your inventory and that of your office/brokerage.
Solid Statistics: Analyze listing data.
Listing Add/Edit: Manage your inventory (same as the OREB Dashboard widget).
Skyslope Forms and Webforms.
Training Videos.
Notifications Bell: View notifications within the platform, including any messages you may have from other members, clients, or your Team.
Chat Platform: Chat with members, clients, and your team (all parties must use and be registered on REALM).
Documents: Upload and share documents within REALM.
To upload, click "NEW."
Organize documents into folders.
Share documents by selecting them and choosing the recipient.
Contacts
Active Clients: View clients you've recently interacted with; you can 'star' them for easier access.
Import/Export Clients: Use the blue arrow at the top right to manage contacts.
Merging Contacts: For married clients, add them as separate contacts and merge during auto email searches.
Notes: Only visible to you. Great space to put key items you want to remember about a client.
Color Coding: Organize clients visually.
Teams
Create a team by clicking the "+" icon.
Add members (must be registered with REALM) via the three-dot menu.
Share clients, documents, chats, and more within the team.
Search Tips
Search Bar: Look up listings, land registry info, or search by photos and filters.
Clear to Default: Remember to reset to default every time you make a new search.
Filters: Customize what you want to see in your search.
Saving Searches: Use the dropdown on the right to save your search preferences.
Tip: For active property searches, use the ‘list price’ range; for sold listings, use the ‘price’ range.
Setting Up Auto Email Searches
Add Client
Manually: Under the contacts section. Fill in all appropriate fields. Remember, if you are working with a couple, add them as separate clients.
Import Client Contacts from Matrix:
Export contacts as a CSV file.
Log into REALM and drag the CSV into the upload box.
Note: By November 18, Matrix editing will be restricted; you’ll only have read access. Ensure to download your contact CSV file prior to then!
Inviting Clients:
Click "SAVE AND INVITE" for full access.
Click "SAVE" for auto-search notifications only.
Create a Search:
Go to SEARCH and enter your criteria.
Save the search under the client tab, allowing you to add multiple email addresses and set up the settings for the search.
If your client has more than one existing search, click “default search” for their main one.
Setting Up Regular Saved Searches
Create a Search: Enter your criteria in SEARCH.
Save the Search: Use the dropdown on the right to save it for personal use or for a team.
View Existing Searches: Click the dropdown search arrow and select “View All.”
How to Enter a New Listing on REALM
Add/Edit Feature Available as of November 1, 2024
Tips:
The Add/Edit feature serves both REALM and Matrix.
A training mode is available until November 1, 2024, for practice.
Steps to Add a New Listing:
Access Add/Edit:
Navigate to Add/Edit via the OREB Dashboard or directly from REALM.
Location:
Input the listing address (you can also search by PIN or Roll Number).
Select your brokerage name and listing agent’s name.
Verify that all auto-populated fields are correct.
Enter lot size measurements: code, depth, and frontage, along with the direction the home is facing.
Specify the lot size source.
Indicate if the property is waterfront (Y/N).
Enter the direction and main cross streets.
Financial Information:
Enter the asking price (no decimals).
Confirm that HST is included for residential properties.
Input the tax amount and year.
Enter the contract commencement date and listing date.
Specify the expiry date of the contract (this will be visible to the public).
Provide possession date or remarks, whichever is appropriate.
Enter holdover days (this will also be visible to the public).
Include seller name(s).
Property Exterior:
Select property type and style.
Enter details about the exterior, roof, foundation, garage type, parking, total parking, and drive parking spaces.
Indicate if there is a pool and provide details about sewers and water supply.
Enter approximate square footage (must be pulled from MPAC).
If the listing is waterfront, complete the corresponding section; if not, skip it.
Property Interior:
Count all above-grade rooms (e.g., for open-concept spaces, count each zone as a separate room).
Enter the number of below-grade rooms.
Input the number of bedrooms, kitchens, bathrooms, etc.
Indicate if there is a functioning fireplace/stove; if not, include details in the remarks.
Room Details:
List your rooms and their sizes (in meters; later converted to feet, e.g., 4.5 meters).
Remarks and Extras:
Remarks for Clients: Now mandatory, up to 2000 characters.
Extras Field: Include unique features (e.g., "All appliances are brand new 2024, beautiful blue jays in the summer"). Note that this does not show up on Realtor.ca.
Include any inclusions, exclusions, and rental items.
Brokerage Remarks:
Up to 1000 characters for internal notes.
Include first refusal details and co-brokering information if applicable.
Other Options:
Add other team members.
Input commission percentage (no zeros).
Distribute to the internet (listing can be posted online, but not by third parties).
Enable DDF/IDX for third-party promotion.
Display address on the internet.
Grant permission for other agents to contact your brokerage for advertising purposes.
Specify showing requirements (using Showing Time).
Contact after expired: No.
Add virtual tour links, additional pictures, map location URLs, etc.
Upload photos (up to 40).
Attach any necessary files (e.g., legal descriptions), which will be visible to the public.
Preview and Finalize:
Click on “Preview Listing” to generate a Listing Data Information Form.
Ensure your client signs this form to approve the listing information.
Any changes to the listing require a new signed Listing Data Information Form.
How to Update an Active Listing
Access Update:
Go to Add/Edit via the OREB Dashboard or REALM.
Select "Edit Listing."
Make Changes:
Input necessary changes.
Ensure the client signs a new Listing Data Information Form for any changes made.
To Add a Public Open House
Access Open House:
Go to Add/Edit via the OREB Dashboard or REALM.
Select Active Listings.
Click on the three vertical dots and select "Open House."
How to Update the Status of a Listing
Access Status Update:
Go to Add/Edit via the OREB Dashboard or REALM.
Select Active Listings.
Click on the three vertical dots and update the status.
How to cancel or suspend a listing on MLS
Write Cancellation or Suspension Paperwork WebForms or Skyslope. Once approved by Nick, send to sellers and office manager (Russ or Kerri) for e-signature.
Once the document it signed, email it to Brokerage (Amanda Scott) with the MLS number, property address and Nick’s name in the subject line and they will mark it as cancelled/suspended on MLS for you.