Delegate Rights Allows For:
- Both the agent and the assistant to be logged in at the same time, without sharing passwords.
- Adding or making changes to listings on another agent's behalf.
- Printing MLS information with another agent's
contact information.
- Sending MLS e-mail as if it came from another agent.
- Creating Auto Client Matches, Auto Searches and Saved Searches for another agent.
- Creating CMAs and Flyers with another agent's contact information.
- Requesting appointments and editing showing options on behalf of another agent.
- Creating a Buyer Closing Cost as if it came from another agent.
- Changing Preferences for CMA/Flyer, Contacts, E-mail, Financial Functions, Add/Change Listings, MLS, Report, and Search for the agent.
- Ability to access Exports on My Account
There are restrictions and Delegate Rights cannot be used in the following areas: Info Center & Support Tabs; Site Map or Contact Us forms; Profile, Privileges, Billing, Workshops, Policies on My Account Tab; Public Records.
Until cloning is available, Delegate Rights is the next best thing! It's a feature in TREND that you might not know about, but once you use, can really add efficiency to your work.
What is Delegate Rights?
Delegate Rights is all about acting on behalf of others in the MLS, without sharing passwords. Delegate Rights allow another person to assume all of your access, abilities and your persona, within MLS Blue.
When you set up Delegate Rights:
- THEY can log into the MLS using their own login name and password
- Then they select to ACT AS YOU
- THEY can complete work on your behalf
- YOUR name appears on all the appointment requests, e-mail, and reports.
- No passwords are shared, no rules are violated.
There are several examples of working relationships within an office that Delegate Rights can help facilitate. Here are a few of specific examples of those relationships and how to set up Delegate Rights for each one.
Broker to Assistant
You're a broker who is often out of the office, and/or you have your licensed or unlicensed assistant do most of your MLS work for you:
- Request a showing for a client
- Enter a listing because it needs to be entered within 3 days
- Print flyers with your name and branding, perhaps for an open house this weekend
- Or what if you drove by a house and you know that it would be perfect for a client – your assistant can send them
an e-mail
Follow These Steps to Set Up a Broker-to-Assistant Relationship
Here are the steps to set up Delegate Rights for a scenario where
Bob Broker is the broker and
John Anderson is the assistant:
- Bob Broker (Broker) logs into MLS (The broker or office manager is usually the only one who can set up delegate rights for members in an office.)
- Click on My Account
- Click on Privileges – will land on members page
- Click on View/Edit – for Bob Broker
- Scroll down to Granted Delegate Rights To
- Click Look Up
- Find John Anderson (Assistant) in the Find Box or scroll to it – highlight and click the arrow to move the name to the box on the right.
- Click OK
- Click Save
This sets up a one-way granting. Now when the assistant,
John, wants to work in the MLS as the broker,
Bob, all he needs to do is log in with his own login name and password, and select the broker’s name from the drop-down list at the top of the page. The dropdown can be found by clicking their own name.
Agent-to-Agent Partnership / Team
You’re covering for another agent due to illness or vacation, or you’re a part of a two person team, and you need to be able to access the MLS to do some of the following on their listings or for their clients:
- Edit remarks on listings
- Add features on a listing through Listing Management
- Check on an Auto-Client Match (ACM) that was entered for a client
- Create a Buyer Closing Cost
Follow These Steps to Set Up a Agent-to-Agent Relationship
Here are the steps to set up Delegate Rights for a scenario where
Joseph Realtor and
John Anderson are on a team. The broker or office manager would need to do this for you. They should follow these steps:
- Broker/Office Manager logs into MLS. (The broker is usually the only one who can set up delegate rights for members in an office.)
- Click on My Account
- Click on Privileges – will land on members page
- Click on View/Edit – for Joseph Realtor
- Scroll to Granted Delegate Rights To
- Click Look Up
- Find John Anderson in the Find Box or scroll to it – highlight and click the arrow to move the name to the box
on the right
- Click OK
- Scroll to Granted Delegate Rights From
- Find John Anderson in the Find Box or scroll to it – this is the agent you just granted rights to – highlight and click the arrow to move the name to the delegate box
- Click OK
- Click Save
This sets up a two-way granting. Both agents have delegate rights for each other and both can log in and work in the MLS as the other. All each agent needs to do is login using his own login name and password, and select the other person's name from the drop-down list at the top of the page. The dropdown can be found by clicking his own name.
Team with Multiple Members
You're a part of a multiple member team and you need to be able to access the MLS to do some of the following on your team's listings or for your mutual clients:
- Add/Edit Photos on mutual listings
- Create an Auto-Search for a client
- Create a Buyer Closing Cost
Follow These Steps to Set Up a Team Relationship
Here are the steps to set up Delegate Rights for a scenario where
Joseph Realtor,
John Anderson, and
Jane Smith are all on a team. When there is a more than a one-to-one relationship, you have to grant rights to and from all the team members. The broker or office manager would need to do this for you. They should follow these steps:
- Broker/Office Manager logs into MLS. (The broker or office manager is usually the only one who can set up delegate rights for members in an office.)
- Click on My Account
- Click on Privileges – will land on members page
- Click on View/Edit – for Joseph Realtor
- Scroll to Granted Delegate Rights To
- Click Look Up
- Find John Anderson and Jane Smith in the Find Box or scroll to it – highlight and click the arrow to move their names to the box on the right
- Click OK
- Scroll to Granted Delegate Rights From
- Find John Anderson and Jane Smith in the Find Box or scroll to it – these are the agents you just granted rights to – highlight and click the arrow to move the name to the box on the right
- Click OK
- Click Save
Now the Broker needs to also reciprocate the rights on one of the other agent's privileges:
- Broker/Office Manager logs into MLS
- Click on My Account
- Click on Privileges – will land on members page
- Click on View/Edit – for the name of the John Anderson (one of the other agents on the team)
- Scroll to Granted Delegate Rights To
- Click Look Up
- Find the Joseph Realtor and Jane Smith in the Find Box or scroll to it – highlight and click the arrow to move their names to the delegate box
- Click OK
- Scroll to Granted Delegate Rights From
- Find the Joseph Realtor and Jane Smith in the Find Box or scroll to it &nadsh; these are the agents you just granted rights to – highlight and click the arrow to move the name to the delegate box
- Click OK
- Click Save
This sets up a multiple-way granting. All three of these members have delegate rights for each other and all can log in and work in the MLS as another team member, all each one needs to do is login using their own login name and password, then select a team member's name from the drop-down list at the top of the page. The dropdown can be found by clicking their own name.
Remember – Delegate Rights is a tool that can help you work more efficiently without sharing passwords. We created it with these and other office relationships common in real estate offices in mind. Ask your broker to set up delegate rights for your assistant, other agents, and team members today!
NOTE: Depending on the company, brokers and/or office managers may be the only ones that have permission to grant delegate rights, so you will need to talk to them about what you want to do with Delegate Rights.
Jessie Hartman • Assistant to the President & CEO
Jessie Hartman joined TREND in 2003 as Assistant to the President & CEO and continues in that role today. She uses her expertise to assist many TREND departments, testing enhancements, monitoring site statistics and providing editorial contributions.