Preventing Unauthorized Access to a Property

Every month thousands of showings are scheduled in ShowingTime for properties listed in NorthstarMLS. Agents arrive at their appointed times with their buyers, conduct showings and leave at or before the end of the time they’ve reserved.

While it’s easy to think this “just happens” or “is just common sense,” you’re following MLS rules to obtain authorized access to properties and make showings successful, while protecting people and property in the process.

Here are six best practices for preventing unauthorized access to properties and tips for staying compliant with MLS rules:

1. Request and receive permission from the listing agent for a showing before entering a property.

Not only is accessing a property without an approved showing a violation of NorthstarMLS policy, but it could also lead to MLS, legal and REALTOR® Code of Ethics violations.

Compliance tips: ShowingTime, a NorthstarMLS core service linked directly to Matrix, Flexmls and Paragon, is a great way to document your process. It allows you to quickly schedule showing appointments, confirm appointments for your listings, provide and receive feedback, and grant sellers access to see showing schedules and feedback.

In addition, electronic lockboxes are a great way to manage access to your listed properties. While they are not required or managed by NorthstarMLS, electronic lockboxes are integrated in Add/Edit and are a great way to manage and track who has accessed your listing property and when.

2. Only enter the property during the approved scheduled showing time.

While there are several factors that can impact your showing schedule, you only have permission to access the property during your appointment time. Arriving early? Running late? Remember that in many cases, these changes in plans impact sellers who have left their homes so you can do your showing.

Compliance tip: If the schedule has changed, you must request the change from the listing agent in ShowingTime or in writing.

3. Don’t let your buyers or others access the property without accompanying them.

When you receive approval from a listing agent to show their property, you are responsible for what happens during the showing—including the actions of everyone who attends.

Compliance tip: Never give your key card or lockbox code to a potential buyer to access the property without you—even for follow-up showings, inspections and walk-throughs. Sellers have put their trust in you as a real estate professional with the expectation that you will do all that you can to keep people and property safe during the selling process.

4. Don’t send other agents to conduct the showing without first getting approval.

The approval you receive for the showing is specific to you—not a blanket authorization for your office.

Compliance tip: Resubmit the showing request if another agent from your office is conducting the showing on your behalf. Do not give your key card or lockbox code to an unauthorized agent.

5. Double-check your appointment times and locations.

There could be multiple listings in buildings or neighborhoods. Showing up at a property on the wrong day or incorrect time can be honest mistakes, but they may not be appreciated by the sellers you’ve surprised or the other agent whose showing you may have interrupted.

Compliance tip: Make sure you are accessing the correct property! If you are a listing agent with a property near other listings that could cause confusion, consider adding a note to the showing instructions or agent remarks.

6. Treat the property like it’s your own listing.

Again, you are responsible for the showing.

Compliance tips: Watch out for pets, keep buyers on their best behavior and follow all showing instructions provided by the listing agent, including properly securing the property and returning the key to the lockbox. Should anything seem amiss, contact the listing agent and let them know as soon as possible.

Have Questions?

Should you have any questions about unauthorized access violations, contact us at Rules@northstarmls.com.