Flexmls Portal FAQ

The following are frequently asked questions about the Flexmls Portal.

What is the Flexmls Portal?

The Flexmls Portal is a personalized Flexmls website that you can use to communicate and collaborate with your clients. Each contact's portal is customized for them and also contains your branding and contact information.

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What are the benefits of the Flexmls Portal for my clients?

Your contacts can use the Flexmls Portal to review the results of listing searches you have saved for them. If you subscribe to Flexmls IDX 2.0, the portal also allows your clients to create and save their own listing searches.

The information in the portal comes directly from Flexmls, so your clients always see current price and status information. Your clients can also mark listings as favorites or hide listings that they are not interested in. If they have questions about a property or would like to schedule a showing, they can easily send a message to you (their agent).

Is the Flexmls Portal the same thing as a subscription?

No. While subscription emails are also based on saved searches, automatic email messages include only listings that were recently updated or are new search results. The Flexmls Portal shows your client all of the current results for the searches that you have created for them. However, the Flexmls Portal and subscription emails do work together. When a client with access to the portal clicks a link in a subscription email, the portal opens automatically.

How do I give my contacts access to the Flexmls Portal?

First, you enable your agent portal and set preferences using the Portal Preferences page. Then you can give access to individual contacts using Contact Management. For more information about setting up the portal for an individual contact, see Portal Tab (Contacts).

I have a lot of contacts. Can I turn on the Flexmls Portal for everyone at once?

Yes. From Contact Management, click the Advanced menu in the top right and then click Create Portal Accounts or Create Portal Accounts with Invite. The Create Portal Accounts with Invite option enables the portal for every contact and sends the default portal greeting as configured in Portal Preferences. The Create Portal Accounts option enables the portal for every contact, but does not send any notifications.

How do I control the listings that my contact sees in their portal?

Your client will see listings based on the searches and listing collections that you have set up for them. For more information about working with a client's portal, see Work on Behalf of a Contact.

How do I know if my client is using the portal?

Use the Activity tab in Contact Details to see which listings your client has viewed or shared. The Activity tab also contains a graph showing the contact’s past 30 days of activity. Any time a contact views a listing, it is registered as contact activity.

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In Contact Management, you can see the last time the client logged on to the portal via a computer. Click on the contact's name, then click the Portal tab. The most recent logon date and time are listed under the Portal Activity heading. You can receive a message every time your client logs on to the portal from a computer. For more information about setting this option, see Messages Tab (Contacts).

Does my contact see everything I do on listings?

Your contact sees only listing information that is designated as public by your MLS.

Can I track what my contact views in the Flexmls Portal?

You can see which listings your client has viewed by clicking the Viewed Listings heading on the Activity tab in Contact Management. To see which listings they have saved or hidden, click the links under the Portal Listing Collections heading on the Portal tab in Contact Management.

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Can my contacts create their own searches in the Flexmls Portal?

Your contacts can search for listings via the Flexmls Portal, but saving is available only if the agent has a Flexmls IDX 2.0 subscription. For more information about subscribing to Flexmls IDX, send an email to idx@fbsdata.com.

My contact can't sign in to the Flexmls Portal. What do I do?

Make sure that the client has typed their email address correctly. If they do not remember their password or otherwise cannot log in, you can reset the portal account. In Contact Management, click on the contact's name, click the Portal tab, and then click Reset Account. The client will receive an email allowing them to change the email address and password on their portal account.

Can I resend the portal invitation to a contact?

Yes. You can resend portal invitations via the Flexmls mobile app. For more information, see Contacts (Mobile).

What is the difference between Flexmls Portal and Classic Portal?

The Classic Portal is an older version of the Flexmls Portal that is not available in all MLSs. Even if the Classic Portal is available in your MLS, we recommend using the Flexmls Portal instead for the best client experience. For example, the Classic Portal does not allow clients to search for listings without an IDX subscription, where the Flexmls Portal does.