Flexmls Glossary

Some MLSs include individual associations. Together, the associations make up the MLS. They use the same database, have the same data fields, and share business rules, but might have separate message board gadgets for users in different associations.

In listing maintenance, the Broker Distribution tab contains syndication options for listings. As allowed by the MLS, a user can customize which distribution options apply to a listing. For more information, see Broker Distribution (Admin).

Flexmls uses brokerload settings to determine permissions for various member types. For more information about brokerload levels, see Brokerload.

In addition to the major status categories, Flexmls can support sub-statuses for contingencies. Note that the below options are not statuses; they are either a sub-status of Active or a sub-status of Pending. They can be displayed in separate sections on the hot sheet and in searches, so they appear as separate statuses to members. However, in key situations (such as at expiration), they behave like Active or Pending statuses.

For more information about contingencies, see Contingent Status Overview.

The Current Price reflects the price of the listing in its current status. For example, for active listings, the Current Price is the List Price. For sold listings, the Current Price is the Sold Price.

The dashboard is the first page users see when logging in, and it provides access to the Flexmls functions that are used the most. By default, Flexmls contains an MLS dashboard that displays MLS information and a Home dashboard that displays information specific to a user's login. Each member can create additional dashboards or customize the Home dashboard to show preferred information. At the MLS level, you can recommend a dashboard or set a dashboard as the default for all members when they log in.

Some MLSs require agents to enter a Fallthrough Date when an under-contract listing falls through and goes back on the market.

Gadgets are panels on the dashboard that contain and organize information. They can be an efficient starting point for your work. Members can customize gadgets to contain information about their listings, saved searches, listing collections, contacts, hot sheets, news, statistics, and more.

Geocoding is a process that establishes a listing’s latitude and longitude, and places it on a map based on the address entered. The Flexmls geocoder helps ensure data accuracy and consistency in address format.

An incomplete listing is a draft listing that has not yet been added to the MLS. Incomplete listings can be printed and viewed on input forms and reports but have not been assigned an MLS number. Until all required fields have been completed, a listing can only be saved as incomplete. A listing remains incomplete until it is either deleted or completed and added to the MLS.

When users view search results, they can select a group of listings and then save the listings to create a listing collection. The selected listings remain in the collection until they are removed from the collection or the collection is deleted. The information for the listings in the collection is dynamic, so if there is a change in a listing, the change is visible when viewing the collection. For example, if the listing's status changes from Active to Pending, when users view the collection, they will see the listing's current status of Pending. Collections can also be connected to a customer so they can be viewed in the client portal.

A marketing name allows a member to include an alternate name or slogan on business cards and system reports. For example, a user's system name might be "Millicent Brown," but her marketing name may be "Millie B. - Your Thoroughly Modern Realty Connection."

When MLS or MLS-level is referenced in the MLS settings list, it is referring to the administrative login. The MLS-level login is the highest-level login, which can superuse as any user and has access to all administrative functions.

MLSs that use Flexmls can agree to share data with one another. Each MLS can choose which of their Private fields to include in the data share feed. The field stays private but is viewable by the other MLS.

When a subscription email is sent, the recipient sees the applicable listings in the body of the email message. Clicking on those listings opens a news feed. The news feed shows past listings sent to that client (up to 200), regardless of whether the listings currently match their search. The most recent listing changes appear at the top of the news feed. If the client clicks on a listing in the email, that listing will be highlighted in the news feed.

Office remarks is an optional 200-character field. If data is entered in this field, only members of the office or company (depending on MLS preference) can see the contents of the field when viewing the listing.

The MLS can enable parent/child relationships between listings. One listing can be designated as a parent listing and one or more listings can be designated as child listings. For example, parent/child listings could be used for parcels of land that can be sold as a package deal. The full section of land would be the parent listing, and the individual parcels would be child listings. When a parent listing is closed, all of its child listings are automatically changed to canceled status. If all child listings are closed, the parent listing will be automatically canceled.

The Flexmls Portal is a personalized website that clients can use to view listings that their agent has recommended or emailed to them. In the Portal, a client can view searches their agent has set up for them, rate individual listings, view photos, tours, and reports, exchange messages with their agent, and update their customer profile. Clients can also use the Portal to share listings via social media.

In Flexmls, private refers to anything within the MLS that agents can view. Typically, reports or documents with private data should not (and in some instances cannot) be emailed to a buyer or seller.

In Flexmls, public refers to anything that the public is allowed to view. Public reports and data feeds include only the fields that the MLS administrator flags as public. No private data is included.

A related scroll is a parent/child relationship between two list fields. When list fields are related, your selection in the parent field affects which options are available in the child field. For example, if you set up the City field as a parent and the Postal Code field as a child, selecting a city from the list will limit the postal codes that are available for selection. For more information, see Related Scroll Fields.

A shorter identifier for a login, commonly the login name without the prefix. The Short ID can be searched in Office/Member searches and can be used to identify members for third-party integrations.

There are two sides for a sold listing. One side represents the listing activity and is credited to the listing member. One side represents the selling activity and is credited to the selling member. If there is a co-listing or co-selling member, that side will be split. For example, the listing member and co-listing member would each be credited with half a side.

The status of a listing indicates the state of the listing contract. Possible statuses include the following:

When you want to set up email alerts for listings, you can do this by setting up a subscription. Refer to the Subscriptions page in the Flexmls Help for more information.

A superuser can work on another member’s behalf. For example, an assistant can be set up to superuse as one or more members of an office. The assistant would log in using their own username and password, then click the profile button to assume the identity of another member. The assistant could then perform all functions as if they were the other user.

The supplement is a 10,000-character field available for additional public remarks if the member uses all characters in the Public Remarks field. When adding a listing or viewing a report, a "More" link will appear, giving access to the supplement.

A view determines which columns of information appear on the List tab of search results. The MLS can customize views, including which columns appear, how columns are labeled, whether a photo is shown, and how results are sorted. The MLS and individual users can set their default view for search results, the hot sheet, and sending listings to clients.