News & Past Hot Tips

Since June of 2017, we have imported over 25,000 listings from other MLSs, via WIREX, directly into your SCWMLS database to make it easier for you to find them. These listings are located in the 20 South Central WI counties our SCWMLS members typically list and sell in. The MLS numbers for these listings are prefixed by 2 letters to make the MLS number unique, and to identify them as listings that originated in a different MLS system (i.e. MM for Metro MLS).  If you are looking for property outside these 20 counties, switch to WIREX to search.  

WIREX is a joint venture between 7 MLSs in Wisconsin to create a shared database including almost 90% of the MLS listed properties in Wisconsin. WIREX provides an offer of cooperation between participants for these listings. MLSs Participating in WIREX include: Central Wisconsin, Lake Superior, Metro Milwaukee (including La Crosse), Northeast Wisconsin, Northwestern Wisconsin, South Central Wisconsin (including Rock/Green), and Western Wisconsin.

Strange Expiration Dates:  You may have wondered why active listings that are imported from other MLSs via WIREX have 1/1/2079 as their expiration date. Most MLSs do not display the expiration date for active listing within their MLS systems. Our agreement via WIREX requires us to honor restrictions set in the native MLS systems. Paragon requires data be included in the expiration date field, so we use 1/1/2079 as a placeholder. The actual expiration date is hidden, and when the property is moved to an expired status, the placeholder is replaced with the actual expiration date.

Agents with basic Realtor level Paragon access can enter listing data for a new listing directly into Paragon (Listings –> Add Listing) and save it as a partial. This option streamlines the add listing process by allowing agents to directly key in listing data as opposed to filling out profile sheets. Partial listings can then be reviewed and saved as live listings by users with office administrative access. When entering a partial listing, an agent should make note of the partial listing number assigned to pass on to their office listing administrator, along with any documentation required by their office. If the listing should be entered in a status other than Active, that should also be noted. Administrators can then pull up the partial listing to complete under Listings -> Maintain Partials.

A Few Tips:

• Selecting Tax Autofill will pull in data from public records.
• You can select to save as a partial several times along the way to save your work.
• Photos and documents can be added via links to the left of the data entry fields
• Before handing off to your administrator, click Save Listing to trigger input rules to make sure you have not missed any required information. Click the red triangle to jump to the field that contains missing information. Status will be entered by your administrator.

Associated documents marked as public, photos, and virtual tours within Paragon should not contain office/agent names, branding, logos, or contact information.   Our members are doing a pretty good job regarding photos, but we unfortunately have to reach out often regarding branding on public associated documents. Only public associated documents that are contractual in nature (ex: RECR, addenda) may contain the name of the listing firm, which must be in typeface no larger than the median typeface of the document. Please double check your docs before marking them as public.

Do you have contacts in Paragon for whom you would like to preview listing matches before sending?

If you use Collab Center, you can set up the contact for Agent Preview. Open the contact, go to Contact Information, select Agent Preview from the Collab Center Search Options located in the top left, and click Save. When a listing notification is sent, it will come to you first to Approve or Disapprove in Paragon. This approval/disapproval can be done directly from the contact grid.

If you use Email Notification, you can edit the notification so it is only sent to you. Open the contact, click Buyer Activity, click the search name, then click Email Notification 1. Click the Edit Notification button at the top. Remove the contact’s email address, check the Bcc Me box, and click Save. Be sure you clearly identify the contact in the subject line so you know who to forward the email to when you receive it.

If you have a listing that is not mapped correctly, it may be missed if an agent is searching by map. Please make it part of your routine to always check the map placement when adding a new listing. If the map placement as assigned by Paragon is not correct, you can adjust it under Listing Maintain – Change GeoCode. When the map displays under maintain, click on the red map placement marker and move it as needed. Switching to a bird’s eye view (click the down arrow next to the word Road in the upper left corner) and using the zoom feature helps to pinpoint the exact location. There is also an option to enter the latitude and longitude. Before clicking Save, you may want to zoom out a bit as the zoom level will also be saved. If you are not familiar with the location of a property, the CRS tax program can help you pinpoint it exactly using the latitude and longitude. Click on the red T from the listing to pull the property up within the CRS tax program.  The Latitude/Longitude are the last field within the Location section. Copy and paste into the Change GeoCode option within listing maintain.

The number one complaint we hear regarding our Supra system, is that it is cumbersome to issue an NMA one-time code to allow members from another MLS, and contractors access to a Supra keybox.  An update has been installed that significantly simplifies this process.

If you routinely issue NMA one-time codes for Supra, please check the version of your eKey app (go to More and About) to make sure you have the latest version, which is 5.5.0.468 for Androids and 5.5.3.670 for iPhones.   With this version, you should have the new streamlined option, Grant Managed Access.

In a nutshell, the new one-time access process works as follows:

1. Tap My Keyboxes
2. Select the keybox (add if not there)
3. Select Grant Managed Access
4. Enter the cell number of the person needing access
5. Set the desired access date and time

See below for more detailed instruction outlining this streamlined process:

For Listing Agent:
         Granting Single Access to Supra Keybox                      VIDEO        PDF Doc

For Outside MLS Showing Agent or Contractor:
Using Single Access Invite to Open Supra Keybox     VIDEO        PDF Doc

The status of Withdrawn by Seller should be used when a seller changes their mind about selling, but the listing agent does not release them from their listing contract.  Properties in Withdrawn by Seller may not be marketed or shown.  Just like with Delayed properties, if the listing agent allows a showing, or a potential co-broke agent shows a property in Withdrawn by Seller status, both agents would be subject to fines by the MLS.

Once a listing is moved to the status of Withdrawn by Seller, the listing firm will not be able to move it back to Active. Before marketing & showings can resume, one of the following must be done:

1. Execute a new listing contract, expire the previous listing in the MLS, and add a new MLS #. This option will cause the days on market (DOM) count to reset. The cumulative days on market (CDOM) will only reset if the property has been off the market for at least 31 days.
2. Execute an amendment with the direction to reactivate the listing and submit it to listings@wisre.com. MLS Staff will change the listing back to Active status. This may only be done once per listing. With this option, the days on market will continue to accrue.

If you have a situation where the seller wants to temporarily suspend showings, you should leave the listing as Active, indicate in the first line of the public remarks that there are no showings allowed and provide the date showings will resume. You can change this date if needed.

If the listing agent releases the seller from their listing contract, the status should be changed to Expired.

Photos and video taken via a drone, and loaded into the MLS, must be taken by a drone pilot who is certified to operate a drone for commercial purposes.   When hiring a drone operator, please ask for their Remote Pilot Certificate number as issued by the FAA.    If you are taking your own drone photos or videos for use within the MLS, which would be considered for commercial use, you must have your Remote Pilot’s Certificate from the FAA.   By loading a photo or video tour into the MLS system, members represent that they have the legal right to use and publish said photo or video for commercial use.  More information on the operation of drones can be found here.

The Supra eKEY annual renewal is June 1 of each year. The annual fee of $175 per keyholder will be included on your office’s billing statement scheduled to arrive this week.  If you are not using your eKEY, and would like to cancel your lease, please email keys@wisre.com by June 30 for a credit.  Please do not submit an individual agent payment.  Most offices collect MLS fees from their agent, and pass that payment on to MLS.

Within Paragon, there is an easy way to see the number of potential buyers (Paragon contacts with saved searches that match your listing) at the current list price, and if the price were changed.  This functionality is available for partial listings, as well as live listings.   Check out this short video demonstrating this cool feature.

Rule Reminder:    Listings no longer available for showings due to an accepted offer must be moved to the status of Offer-No Show (PND). It does not matter if all contingencies are removed; the deciding factor is if showings are allowed or not. Please make this change as soon as possible. MLS rules mandate this change must be done within 3 days of when the property is no longer available for showings.

In the Fall, Sun Prairie will have two high schools (grades 9-12) and three middle schools (grades 6-8).   Options in Paragon for Sun Prairie High School have been updated to reflect Sun Prairie East and Sun Prairie West.  All current listings with Sun Prairie listed as the high school have been updated to Sun Prairie East.  If your listing is in the Sun Prairie West boundary, please modify your listing.   We have also added an option for Central Heights Middle School.  Here is a link to a map showing the new middle and high school boundaries.   If you are unsure based on the map, here is a link to the district’s school locator tool.

If you have a saved search using Sun Prairie high or middle schools, you will need to update it to include these changes.

Home by ShowingTime enables your clients to stay involved as you work together to buy or sell their home. Buyers can easily view upcoming tour information, as well as driving directions for scheduled showings. Clients who are selling homes can receive showing requests automatically, confirm them, see feedback from potential buyers and view all activity on their home. Home by ShowingTime keeps your clients connected and engaged throughout the home buying and selling process. Home is part of the base ShowingTime product sponsored by MLS.    Click here for information on incorporating Home by ShowingTime.

Members of the South Central WI and Rock Green MLSs have access to open Supra keyboxes on properties listed by SCW and Rock Green MLS members only.   Each MLS in Wisconsin has its own, and separate, keybox system.  When setting up a showing on a listing imported into Paragon from another MLS (MLS number prefixed with 2 alpha characters), do not take for granted there will be a Supra keybox, and that you will be able to access it.

Most agents in the Metro Milwaukee MLS (MM prefix) use the SentriLock keybox system. Metro agents can issue a one-day code to allow you access. Most agents in the Northeast (NE prefix) and Central WI (CW prefix) MLSs use the Supra system, but it is separate from ours.   If you want to show a NE or CW listing, email keys@wisre.com and request reciprocal Supra access. Indicate which system you would like reciprocal access for based on the alpha prefix. You need to do this only one time per MLS system, and there is no additional fee for this reciprocity.  Please do not wait until you are at the property to call for reciprocal access, as it takes effort from staff at both the SCWMLS and the reciprocating MLS to get this set up.

The Seller Concessions field is an alpha/numeric field, and allows room for not only the amount of a sale concession, but also a short description of the concession.  Appraisers find it helpful to not only have the amount of the concession, but a description as well.  While we all like chatting with appraisers, sometimes the call to explain a concession for a past sale comes at an inconvenient time.   Minimize appraiser calls by including what the concession was when closing out a property.

In the current seller’s market, we are seeing sale concessions being offered by the buyer.  If the buyer has paid a sale concession (i.e. seller’s closing costs), please use the Seller Concession field to report, but indicate Buyer Concession (and a description) after the concession amount.

When entering a comp sale (listing sold outside MLS), instead of just entering “sold comp” in the remarks, please include features of the property that are not addressed in our pick lists, especially if there is something unique. Accurate and complete data makes our MLS database more useful for everyone using it. Thank you!

Within Paragon, each agent is assigned a User Code and a User ID. If you are asked by a vendor (i.e. website provider) to provide your MLS ID, they could be referring to either of these codes, depending on which field they have incorporated for their product. You can find both of these numbers within the Paragon Agent Roster. Click Membership from the top menu bar, and then Agent Roster. Enter your last name within either the Agent Name or Agent ID field. The results will display both your User Code and your User ID. You can either clarify as to which field they are looking for, or just send them both codes.

ShowingTime provides a calendar sync option that allows you to merge your showing appointments into your personal calendar. To facilitate this sync from within Paragon, click on Preferences and Showing Assist. Click the Edit Profile button to open your profile. Click Calendar Sync under your photo. From here you will have an option to sync your showings as a showing agent and/or listing agent. Click the Create Calendar Sync Link to create a link. Copy and paste this link into the settings within your calendar program. Directions for Google, Yahoo, and Outlook be found here.

The ShowingTime default is set to allow 2* showings at a time. This default can be changed for all listings within an office, for all listings for an agent, or listing by listing via the Office, Agent, or Listing setup options within ShowingTime. Options exist for no overlap, or for overlaps of 2-10 showings at a time. If more than one showing is allowed, the showing agent will see a pop-up letting them know another party may be present.

The ShowingTime default for maximum time allowed for a showing is set for 30 minutes*.  You can adjust this listing by listing.  If you anticipate many showing requests for your new listing, for example, you could set the maximum showing duration to 15 minutes to allow for more showings the first few days.  Once you feel the initial rush is past, you could lengthen it to 30 minutes.  You can find this setting from within Paragon. Click on Preferences -> ShowingAssist -> Listings. Select the listing and scroll down to Appointment Restrictions. Look for the Maximum Appointment Length drop down.

*The default may be different for you if your office has already modified this default.