Canopy MLS Listing Edit Policy

The outline below demonstrates how Matrix is configured for Canopy MLS Member Participants and Subscribers, and how the Canopy MLS Support staff handles making changes to active and off-market listings.

I. MLS Participants and Subscribers can make these edits

A. Data Fields and Media are editable as follows:

1. Coming Soon-No Show: Unrestricted
2. Active: Unrestricted
3. Under Contract: Unrestricted
4. Temporarily off Market: Unrestricted
5. Expired: Subscribers cannot edit data, but no restrictions on editing Media.  Member Participants can edit data for up to 30 days, and no restrictions on editing Media.
6. Withdrawn: Subscribers cannot edit data, but no restrictions on editing Media.  Member Participants can edit data for up to 30 days, and no restrictions on editing Media.
7. Closed: Subscribers cannot edit data, but no restrictions on editing Media. Member Participants can edit data for up to 30 days, and no restrictions on editing Media.

B. Date Field Restrictions:

1. Marketing Date:
   a) Coming Soon-No Show: Can be no later than 21 days from the date the listing is submitted to the MLS under Coming Soon-No Show status.
   b) Active: Must be current date or seven days back.
2. Expiration Date: Cannot be changed to a date prior to the current expiration date.

C. Status

1. Coming Soon-No Show: Can change to ACT, TEMP, WITH (MP only).
2. Active: Can change to UCS, UCNS, TEMP, WITH (MP only).
3. Under Contract: Can change to ACT, UCS, UCNS, CLOSED, TEMP, WITH (MP only).
4. Temporarily off Market: Can change to ACT, WITH (MP only)
5. Expired: Can change to ACT
6. Withdrawn: Final status, cannot be changed.
7. Closed: Final status, cannot be changed.

II. MLS Support staff can make these edits. Canopy MLS requires the office administrator (assistant), Listing Agent (Subscriber) or the broker-in-charge (Member Participant, Designated Realtor®) to request changes to their listing/office listing in writing (email or fax).

A. Member Participants and Subscribers may request Canopy MLS staff to enter their listings into the computer for $50 per listing.

B. Wrong List Price/remove price change history: Mistakes can be corrected if brought to the attention of Canopy MLS Support staff within 24 hours.

C. Expiration Date change: If the Expiration Date should be earlier, the listing agreement or other seller documentation is required.

D. Marketing Date change and DOM/CDOM: If the listing was activated within two (2) business days from the time of the request, Canopy MLS will correct the Marketing Date. If it has been more than two (2) business days, listing documentation is required before completing the request.

E. Delete listing:

1. Listings entered under the wrong property type.
2. Duplicate listing entered by mistake.
3. If there has been listing history (price changes, etc.) for over seven days, the listing has to be withdrawn (and re-entered if needed) and not deleted.

F. Closed back to another status: If the listing was marked closed for over seven days, the member will have to email us an explanation and send it to compliance to confirm this change is okay.

G. Withdrawn back to Active (or another on-market status): Must be reported within seven days. If it is after seven days, a new listing must be entered.

H. Withdrawn to Closed: If the listed property goes under contract within the “Protection Period” as it is defined in the listing agreement listing, Canopy MLS Support staff can update the listing to Under Contract and then to Closed. Documentation is required verifying compliance before completing the request.

I. New Construction: Builders tend to update listings in bulk after a property closes or goes under contract. New construction is required to be reported as Under Contract within two (2) business days after the “Effective Date” as defined in the purchase agreement. Requests to change the Marketing Date are okay as long as the listing is being input within one (1) business day after the “Effective Date” as defined in the purchase agreement. Requests to update Under Contract Date for listings that are not reported as Under Contract within two (2) business days will be reviewed for compliance.

J. Transfer listings: Transfer listing form is required with MP approval of original listing brokerage.

K. Database cleanup: Canopy MLS Support staff performs database cleanup projects when issues are identified with inconsistent use of Subdivision, Complex and City names, mapping, etc.

L. Correct the name of the Selling Agent if requested by the Listing Brokerage.

M. With permission from the listing brokerage OR cooperating brokerage, add the Team ID to on-market or off-market listings as long as the listing agent or selling agent was a member of the team in Matrix during the term of the listing.

N. In Jan. 2017, South Carolina enacted a law that says, "No team may imply that the team is a separate entity from the brokerage firm of its employment," and, "team names may not include the terms 'realty,' 'real estate,' 'Realtors®,' or similar terms suggesting a brokerage."  If a team with a non-compliant name established a firm or branch office in order to continue to use its non-compliant team name, Canopy MLS may retroactively apply the team name to all listings and sales that occurred under the newly established firm or office. 

III. Compliance Administrator staff can make these edits

A. Potential Fair Housing Violations: Remove potential fair housing violations depending upon severity and based on legal opinions from NAR and Canopy MLS Legal Counsel. Canopy MLS and brokers can be sued by HUD for displaying and distributing discriminatory remarks.

B. Unauthorized Use of Media: Remove unauthorized media per DMCA.

C. Withdrawal of listings: Done without the listing brokerage’s concurrence if the seller can demonstrate the listing agreement has been terminated (requires documentation from the seller and approval of Canopy MLS legal counsel on a case-by-case basis). Withdrawal of listings for Member Participants who are resigned, expelled or suspended for non-payment.

D. Street Address and Parcel ID: Correct the address or Parcel ID on closed listings to correct DOM/CDOM issues.

E. Mapping: Correct mapping on off-market listings based on complaints and to encourage more consistent mapping on future listings.

F. Primary Photo (if it was removed prior to closing and requested by Canopy MLS staff for compliance)

G. Listings activated “by mistake,” i.e. without a valid listing agreement, are deleted and reviewed for compliance.

H. Returning a listing to Coming Soon-No Show: If an incorrect Marketing/Active Date is accidentally entered, and a listing is changed from Coming Soon-No Show status by mistake, the listing cannot be changed back to Coming Soon-No Show status.  These are the options to resolve the issue:  

• Put the listing in Temporarily Off Market status until the intended Marketing/Active Date.
• Let the listing stay in Active status and indicate "no showings until xx date" in the Public Remarks.  You can also impose a showing block in ShowingTime.  Be careful, though.  If your seller or you allow even one showing prior to that date, you might be accused of misrepresenting the availability of the property for showing, which is a violation of the Canopy MLS Rules and Regulations and the Realtor® Code of Ethics.
• If brought to the attention of Canopy MLS Compliance staff within 48 hours, we can delete the listing, and the listing brokerage must input a new listing. The listing must not have been shown, and a copy of the listing agreement must be provided to verify the correct Marketing/Active Date.  Staff will delete the listing, and the listing brokerage must input a new listing.  Repeat requests will be denied. 

IV. Member Requests for edits to Closed listings

A. Canopy MLS follows the guidance in this chart regarding edits to the agent and team fields:

Change Type	Listing Member Participant	Listing Subscribers	Canopy MLS Staff	Canopy MLS Staff	Canopy MLS Staff
			Add	Change	Remove
List Agent MLS ID	Any time up to 30 days after closing.	No	No	No	No
List Team MLS ID	Any time up to 30 days after closing.	Any time up to closing.	30 days to two years from the Closed Date by request of List Agent or MP of List Office	No	No
Co List Agent MLS ID	Any time up to 30 days after closing.	Any time up to closing.	No	No	No
Co List Team MLS ID	Any time up to 30 days after closing.	Any time up to closing.	30 days to two years from the Closed Date by request of List Agent or MP of List Office	No	No
Selling Agent MLS ID	Any time up to 30 days after closing.	Any time up to 30 days after closing.	No	30 days to two years from the Closed Date only to correct a documented error with permission of the Listing Agent or MP of the Listing Office*	No
Selling Team MLS ID	Any time up to 30 days after closing.	Any time up to 30 days after closing.	30 days to two years from the Closed Date by request of List or Selling Agent or MP of the List or Selling Office.	No	No
Co-Selling Agent MLS ID	Any time up to 30 days after closing.	Any time up to 30 days after closing.	No	30 days to two years from the Closed Date only to correct a documented error with permission of the Listing Agent or MP of the Listing Office*	No
Co-Selling Team MLS ID	Any time up to 30 days after closing.	Any time up to 30 days after closing.	30 days to two years from the Closed Date by request of List or Selling Agent or MP of the List or Selling Office.	No	No

*Documentation means a purchase agreement that includes the name of the requested agent, which must be provided by the listing agent or listing office.

 

B. Changes to closed listings are limited to two years from the Closed Date.  Should any brokerage firm want to change any data on any closed listings beyond the 30‐day limit, they can do so by submitting the following detailed information to Canopy MLS, where those requests will be handled on a case by case basis:

1. Requested change
2. Reason for change
3. Approval from Member Participant of listing and/or selling firm in writing as deemed appropriate
4. Appropriate documentation to support the request (listing agreement, OTP&C, closing disclosure, etc.)

 

Canopy MLS Compliance staff will add a note to a new field called “MLS Staff Remarks” noting the correction made and the date.

C. Canopy MLS Compliance can require that factual property characteristics be changed if an alleged violation is reported or detected (incorrect number of bedrooms, bathrooms, square footage, etc.). If the listing has been in Closed status for more than 30 days, Canopy MLS staff will make the change with written authorization from the listing brokerage. Canopy MLS Compliance staff may require listing documentation to be provided to verify compliance with the MLS rules. Canopy MLS Compliance staff will add a note to the “MLS Staff Remarks” noting the correction made and the date.

D. When a seller or buyer (i.e. new homeowner) requests in writing the removal of listing data or media from an MLS listing that is off-market, Canopy MLS can accommodate such requests with the permission of the listing brokerage (or selling agent for a Selling Agent Comp Sale) (if still a member) as follows:

1. Change the “Internet Y/N” field to “N” to eliminate the distribution of the listing to IDX, VOW and syndication sites.
2. Remove all media except for the primary photo.
3. There will be no other modification of the listing unless required by court order.

V. Canopy MLS staff will not make the following edits to closed listings:

A. Edits will not be made to DOM/CDOM for Temporarily off Market listings or any listing that should have been Expired or Withdrawn before it actually happened.

B. When a listing agreement expires while it is in Under Contract status and the contract falls through, the listing must be withdrawn. Canopy MLS staff will not “manually expire” the listing.

VI. Canopy MLS staff freely shares the Input Audit Log with the listing agent, selling agent and their Member Participants and administrative staff upon request. The Input Audit Log shows the date and time an edit was made to a listing and who made the edit.  However, confidential data fields as defined in Section 11.7 of the Canopy MLS Rules and Regulations will be redacted from the Input Audit Log.  Confidential data fields include: Company Remarks, Expiration Date (unless the listing is expired), Occupant Type, Projected Closing Date, Selling Office (unless the listing is closed), Selling Agent (unless the listing is closed).