Flexmls FAQs
The following are frequently asked questions about navigating and using Flexmls.
Q: What is my username and password?
A: To maintain security, only the MLS office can provide your username or reset your password. To recover your username or reset your password, contact your MLS.
Q: How do I change my password?
A: In the menu, navigate to Preferences > My Profile and click Security. In the Security page, click Change Password. Enter your existing password in the Current Password field. In the New Password field, type in your new password. When setting your password, ensure that your password is at least eight characters, contains at least one uppercase letter, and contains at least one special characters (!, $, #). Retype your password in the Confirm New Password field, and click Update Password. If you have forgotten your existing password, contact your MLS to have it reset.
Q: How do I search by listing number?
A: In the menu, navigate to MLS # Search under Search on the menu. Enter the listing number you want to search. You can search for multiple listings by separating the listing numbers with commas, or you can search for a range of listing numbers by separating the numbers with a hyphen (e.g., 18-12345-12350). Click Search to view the listings. You can also start a search by entering an MLS number into the New Search gadget on the dashboard. For more information on searching and the New Search gadget, refer to the following help pages:
Q: How do I search by address?
A: In the menu, click Address Search under Search on the menu. Enter known address information to perform the search. You can enter a range of house numbers or the exact number, if available. If you are unsure of the spelling or the exact street name, you can use an asterisk (*) as a wildcard character. For example, entering North* would return results for north, Northwood, Northstar, etc. To search by a status change date range, enter the dates or use the date picker under the Status Change Date field. You can narrow your search by including only your listings, your office’s listings, or your company’s listings. Once you have finished entering your search criteria, click Search to view the results. For more information on searching by address, refer to the Address Search help page.
Q: How do I view listing history?
A: On a search results page, click the Detail tab. Select a listing and click the History button at the top of the listing details pane. Click on the plus sign to expand the history events for each MLS number displayed. For more information on viewing listing history, refer to the View Listing History help page.
Q: How do I set up a Quick Search Template?
A: To make searching faster, you can design your own search templates from the Quick Search Templates Preferences page. To open this page, navigate to Preferences > My Quick Searches on the menu.
To create a new template, click New. Enter a name for your search template and select the property types to include (hold down the control key to select multiple property types). Next, select the default view to be used when viewing search results from this template. You can create new views using the My View page. For more information, refer to the Create or Edit a View help page.
Note
If you are logged in with an office or MLS-level account, you can make the search template inheritable, which means that it can be used by all members in the office or MLS, depending on your login. You can also select to print detail group names in front of the details. To enable either of these features, click the appropriate radio buttons. Click Next once you are finished making your selections.
After you have created your template, use the Available Fields pane to choose the fields you want include in your template (hold down the control key to select multiple fields). Click Add to add the fields to your template. Added fields will appear in the Template Layout pane. You can reorder the fields in your template by selecting a field and clicking Move Up or Move Down. You can also remove a field by selecting the field and clicking Remove. When you have finished adding fields and customizing the order of the fields, click Save.
You can also modify an existing search template, give an existing search template to another member or office, or remove an existing search template. To modify a template, select the template and click Edit. From there, you can modify the property types, default view, and fields. Click Save to update the template with your changes. To remove a template, select the template and click Remove. To give a template to another member or office, select the template and click Give To Someone. Then, select the office, and click either Give To Selected Office or Give To Someone In The Selected Office. If you select Give To Someone in The Selected Office, you can then select specific members in that office.
For more information on Quick Search Templates, refer to the Quick Search Templates help page.
Q: How do I set up a view?
A: In the menu, navigate to Preferences > My Views. To modify an existing view, select a view from the list and click Edit. To create a new view, click New. In the General tab, enter a name and description for your view. The view description will be displayed in the printer-friendly version of the search results. In the Show Photo field, click Yes to display a thumbnail photo for each of your listing results if available. Depending on your permission level, you can make the view inheritable, which means that all logins below your access level can use it. For example, the office login can set up an inheritable view that all the agents in the office can use. Check the boxes to indicate which listing searches will use the view by default.
Next, click the Fields tab to select information that will be shown in the view. Select the property type in the dropdown menu at the top. Then, use the Available Fields pane to click on the fields you want shown. Selected Fields will be grayed out in the Available Fields pane and will show up under the Selected Fields list. Use the arrows on the left side of the selected fields to drag and drop them into the order that you want. Use the X icon on the right side of the selected fields to remove a field.
The new view will be displayed in the Available Views list. To see the report title and selected columns for the view, select it in the list. When logged in as the office or company, you can click the Give To Someone button to share the view with users in your office or company.
For more information about setting up or modifying a view, refer to the My Views help page.
Q: How do I change the columns displayed in search results?
A: On a search results page, click the List tab and then click the View button. In the Edit View pop-up window, you can add or remove column fields. Click Save when you have finished making your updates. For more information about setting up or modifying a view, refer to the My Views help page.
Q: How do I set aside listings for viewing later?
A: Set aside listings for future viewing by placing them in a listing collection. To create a new collection, first perform a search and view the results. In the List or Detail tab of the search results, click the checkboxes to select the listings you want to place in the collection. Click Save, and choose Save Selected As to display the Save Selected page, where you can enter a name for your listing collection and save it.
For more information on saving a listing collection, refer to the Save a Listing Collection help page.
Q: How do I access listings that I have saved to a collection?
To access your saved listing collections, click Listing Collections under Search on the menu.
Q: How do I save a search?
A: From a search results page, click Save. In the Save Search window that pops up, you can enter a name and description for the search, and you can set up a subscription email event. If you have selected listings and you click Save, in the dropdown you can choose Save Selected As to save your selected listings as a listing collection, or you can choose Save Search to save the search criteria. The same Save Search window will pop up, and you can enter the name and description, as well as set up a subscription.
For more information about saving a search, refer to the Save a Search help page.
Q: How do I enter a listing?
A: If your login has the necessary permissions, you can add a listing by clicking Add Listing under Add/Change on the menu. The Add Listing page is divided into tabs. In the General tab, you first need to select a property type. Then, enter the required information (as denoted by red text and an asterisk). Click on the tabs or use the Next button to navigate through the various tabs. When you have finished entering your listing information, you can click Add Listing to publish the listing. Once your listing has been published, it is assigned an MLS number. If any required information is missing, you will not be able to publish the listing. If you would like to save your listing information and complete or publish it at a later date, you can click Save Incomplete to save the listing information you have entered. You can return to this listing by navigating to My Incomplete under Add/Change on the menu.
For more information about adding a listing, refer to the Add a Listing help page.
Q: How do I add a photo to a listing?
A: Click Change Listing under Add/Change on the menu. In the Change Listing page, select the listing you want. In the Media section, click Photos, and then click Add Photos. Select the photos you want to add, and click Open. After uploading your photos, you can edit the photo name and description, rotate the photo, and reorder the photos.
For more information about adding or changing listing photos, refer to the Add or Change Listing Photos help page.
Q: How do I add a virtual tour to a listing?
A: On the Change Listing page for the listing, click on Virtual Tour. Click Add Virtual Tour and enter a link and description. Be sure to include the entire URL (including the http://) or the virtual tour will not work. For more information, refer to the Add or Change Videos or Virtual Tours help page.
Q: Why isn't my virtual tour working?
A: First, try to open the URL outside of Flexmls to see if the tour loads properly. Next, verify the URL onthe Virtual Tours page for the listing. Make sure that the complete address (including the http://) has been entered. If the tour works outside of Flexmls and the address has been entered properly, check with your virtual tour provider to ensure that the tour can be embedded in a frame. For more information, refer to the Add or Change Videos or Virtual Tours help page.
Q: Why do I see an error message about required fields when I try to add a listing?
A: All fields appearing in red text marked with asterisks are mandatory. You cannot add the listing until all mandatory fields have been completed. Your MLS determines which fields are mandatory. Fill in the required information and then click Add Listing. For more information about adding a listing, refer to the Add a Listing help page.
Q: How do I change the status of a listing?
A: If your login has the necessary permissions, you can change a listing by clicking Change Listing under Add/Change on the menu. The Status section of the Change Listing page displays the available optionsfor status and price changes. Click the appropriate link and enter the required information to make your changes. For more information about listing statuses, refer to the Change Listing - Status help page.
Q: Why can’t I extend an expired listing?
A: Your MLS sets the policies that govern extension of listings. Contact your MLS office with any questions regarding policy and regulations.
Q: Why isn’t my listing showing up on My Active Listings?
A: First, verify that the listing status is Active. Next, make sure that the listing agent on the listing matches the login name that you are currently using (not an office account, for example).
Q: When I print a listing, why does it use two sheets of paper?
If the page margins are too large, listing reports may not fit on one page. We recommend using the narrowest margin settings on the web browser. The procedure for changing margins will vary based on which browser you are using. In some cases, the length of the information fields on the report or the design of the report can cause it to print on two pages.
Q: Why is private information showing up on my listing printout?
A: Your preferences can be set to print private reports as the default. To change this setting, click General Preferences under Preferences on the menu. Select either the Public version or Private version as the default for full listing reports. When you are printing a report, make sure that the appropriate version is selected to be printed. For more information on setting your preferences, refer to the General Preferences help page.
Q: How do I run a custom hot sheet?
A: Click Hot Sheet under Daily Functions on the menu, then click Custom Hot Sheet Settings. You can run two kinds of custom hot sheets: Quick Search Hot Sheets and Saved Search Hot Sheets.
To run a Quick Search Hot Sheet, first select the history events that you want to include from the box on the left (New Listing, Price Change, etc.). Then choose starting and ending dates. Finally, select property types and a price range. Then click the Run Quick Search Hot Sheet button.
To run a Saved Search Hot Sheet, first select the history events that you want to include from the box on the left (New Listing, Price Change, etc.). Then, choose your starting and ending dates. Finally, select asaved search. Then click the Run Saved Search Hot Sheet button.
For more information about custom hot sheets, refer to the Custom Hot Sheet help page.
Q: How do I email a listing?
A: You can email multiple types of information from the search results page. To email either a printer-friendly report or the interactive version of the search results page (so that the recipient can navigate among the tabs), click Email on the search results page. Select the information to include, select recipients, compose the message, and click the Email button. If you are emailing the printer-friendly version, click Send Page. For more information about emailing a listing, refer to the Email Listings from Flexmls help page.
Q: How do I set up a subscription email (prospecting event)?
A: Use one of the following options to set up an automatic email subscription:
When saving a search: Enter a contact name and click Save and Add Subscription.
From the Show My Saved Searches page: First, select a saved search. Then, in the Subscriptions panel on the right side of the page, click Add a Subscription to open the Edit Subscription page.
From the Contact Management page: Select the contact to set up the subscription for, then click on the Searches/Subscriptions tab. Add a saved search to the contact, then click Add a Subscription to open the Edit Subscription page.
From the Subscriptions page: Click New. Select a saved search and click OK. Enter the required information, including the contact, scheduling, and content of the email message. Click Save. To edit this subscription later, click Subscriptions under Contacts on the menu.
For more information about email subscriptions, refer to the Subscriptions FAQ.
Q: How do I modify a subscription?
A: Use the Contact Management page to modify a subscription. Click on a contact name, and then click on the Searches/Subscriptions tab for that contact. Click on a subscription name to make changes to that subscription. For more information about modifying a subscription, refer to the Subscriptions help page.
Q: What is reverse prospecting?
A: Reverse prospecting allows you to search for buyers who may be interested in your listings. If a member has a saved search that matches one of your listings, you will be given that member's contact information. Only the MLS member name, not their client, will be displayed as a reverse prospecting match. For more information on reverse prospecting, refer to the Reverse Prospecting help page.
Q: Why can't I send emails from Flexmls?
A: In order to send email from the Flexmls system, a primary email address must be specified in your profile. Click My Profile under Preferences on the menu, then click My Email Addresses. Click the New button to enter a new email address. If the email address has already been entered, select it and click the Edit button. Make sure that Is this your primary e-mail address? is set to Yes and click Next to save. If you are unable to change your email address, contact your MLS. For more information about setting a primary email address, refer to the My Email Addresses help page.
Q: How do I send an email to everyone in the board?
A: The Flexmls email client enables you to send messages to an individual, an entire office, or (if your MLS allows broadcast email) the entire MLS. To open the email client, click MLS Email under Daily Functions on the menu. Recipients must have an email address entered in their profiles. Your MLS can disable this feature per user or for the entire MLS membership.
Q: Why isn't my client receiving my emails?
A: Verify that the recipient’s address is entered correctly in Contact Management or on the page where you are composing the email. If the email address is correct, ask the recipient to check their junk mail folder (sometimes called Spam or Bulk mail) to see if the email was blocked by their email provider.
Q: How do I add more contact information to my signature?
A: Use the Custom Report Writer to create your own business card with additional information. To open the Custom Report Writer, click My Reports under Preferences.
Q: How do I add a personal photo to my profile?
A: To add a photo to your profile, click My Profile under Preferences, then click Personal Photo and Logo Maintenance. Click New. Select the Photo option and choose the file to upload. Select whether to resize the photo. We recommend resizing, because the original size of professional photos can be large. For more information on adding a photo to your profile, refer to the Personal Photo and Logo Maintenance help page.
Q: Why doesn't my profile picture appear on reports?
Verify that the image type is set to Photo in your profile. Click My Profile under Preferences, then click Personal Photo and Logo Maintenance. Click on your profile photo and then click Edit to verify the type. Also verify that the selected report is set to display profile information.
Q: How do I apply a designation to my profile?
A: Click My Profile under Preferences on the menu, then click My Names. Select your designations. In the Display Options section of the page, select the Include Designations check boxes next to the display options where you want the designations to display. This feature may not apply to all MLSs. For more information, refer to the My Names help page.
Q: How do I select more than one item in a list?
A: To make multiple selections from a list, hold down the Ctrl key (Command on a Mac) while clicking to select items. To deselect one item when multiple items are selected, hold down the Ctrl (Command)key and click the item you want to remove.
Q: How do I stop my browser from automatically logging me or another user into Flexmls?
A: If your web browser is storing login credentials, you will need to force the browser to prompt for a username and password or clear your browser’s passwords.
In Chrome, click the Tools menu (three vertical dots) in the top-right corner of the browser window, and then click Settings in the dropdown menu. In the left-side navigation menu, select Autofill and Passwords. Click Google Password Manager. The Password Manager tab opens, with all the websites that contain saved passwords. Click flexmls.com, and then click Delete. If you do not want passwords saved on your browser, click Settings on the left-side menu of the Password Manager tab, and click the toggle to disable the Offer to save passwords and passkeys option.
In Safari, click the Apple icon at the top left, and select System Settings. Click General, and then click Autofill & Passwords. Click Open Passwords, and select flexmls.com. Click Edit, and then click Delete.
In Microsoft Edge, click the Tools (three vertical dots) icon in the top-right corner of the browser window, and then click Settings. Scroll down to the Microsoft Wallet section, and click Passwords. Select flexmls.com, and click Delete. If you do not want passwords saved on your browser, click Settings in the Passwords window of Microsoft Wallet. Click the toggle to disable the Offer to save passwords option.
In Firefox, click the hamburger icon at the top-right corner of the browser window, and then click Settings. In the left-side navigation menu, click Privacy & Security. Scroll down to the Passwords section, and click Saved Passwords. Click flexmls.com, and then click Remove. If you do not want passwords saved on your browser, uncheck the Ask to save passwords option in the Passwords section.