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The Canopy MLS Board of Directors approved these suggestions from members, which were implemented in Matrix on October 17!
Updated Property Data Forms incorporating the changes below are available now from the Resources tab in Matrix. Click on the Canopy MLS Forms link. Canopy MLS licenses the forms to SkySlope and LoneWolf for zipForm, and the forms have also been updated in these platforms. Members using other forms providers must manually add the forms to their individual or company documents.
- Make Road Surface Type a required field.
Rationale: For rural buyers, whether the access to the property is paved, gravel, dirt, etc. is important. Road Surface Type is also important for choosing comps.
- Add new fields for “Application Fee,” “Admin Fee,” and “Move in Fee” to the Residential Rentals category, and make the new fields required, but allow zero to be input.
Rationale: Most property managers charge an Application Fee, and some charge either a Move In fee or Admin Fee (usually not both). All three were added to be as all-encompassing as possible.
- Relabel “Marketing Date” to “Marketing/Active Date” on the Status page in Add/Edit. Reduce the amount of text on the page. Clarify that the date entered into the Marketing/Active Date field is when the listing will automatically transition from Coming Soon-No Show status to Active status. Make corresponding changes to the Coming Soon-No Show Status Seller Authorization form. Update the Help Text for the Marketing/Active Date field.
- THE DATE ENTERED IN THIS FIELD IS WHEN THE LISTING WILL AUTOMATICALLY TRANSITION FROM COMING SOON-NO SHOW STATUS TO ACTIVE STATUS.
- To save the listing as “Active,” enter the Marketing Date (N.C.) or the beginning of the term of the listing (S.C.).
- To save the listing as “Coming Soon-No Show,” enter the date the listing should automatically change to “Active” status. (The Marketing Date is the date you submit the listing as Coming Soon-No Show status.)
Rationale: The proposed changes will help clarify which date should be used, and that the date entered into the field is when the listing will automatically transition from Coming Soon-No Show Status to Active status.
- Update Paragraph 2 of the Coming Soon-No Show Status Seller Authorization Form as follows:
A property in Coming Soon-No Show status MAY NOT BE SHOWN by anyone, including but not limited to the seller or any broker! No showings of the property may occur until the listing is in Active status in the MLS. Appointments can be scheduled in advance with ShowingTime for when the listing changes to Active status. Click here for more important information about using Coming Soon-No Show status.
Rationale: The edits clarify that the act of scheduling a showing of a property is not prohibited during the Coming Soon-No Show status. Showings can be scheduled during the Coming Soon-No Show status, but a Coming Soon-No Show property cannot be shown while such status applies.
- Update the Coming Soon-No Show Status Authorization Form to add this paragraph:
To avoid a violation of the Coming Soon-No Show rules and to comply with the MLS rule stating that agents should not misrepresent the availability of a property to be shown or inspected, the listing should be in Active status on the day of an estate/garage sale or auction, due to the potential for a prospective buyer to see the property in person. If, after the estate/garage sale/auction, the property needs more work to be ready for Active status and showings, the Listing Brokerage can, with the seller's written direction, change the status to Temporarily Off Market. If the listing will be in Active status temporarily during the estate/garage sale/auction, Canopy MLS suggests adding an explanation in the Agent Remarks of the listing.
Rationale: Canopy MLS compliance staff often share this guidance with members.
- Adopt the “Power Production Ownership,” “Power Production Size,” and “Power Production Year” fields.
Rationale: Appraisers need these fields so they can find comps and determine whether the solar panels are leased or owned. Most agents will not provide data in the fields on the Green tab, and they are not required to use the fields.
- Add “Horses Allowed” and “Run in Shelter” to the Horse Amenities field.
Rationale: These keywords or similar keywords are used in the remarks of listings. Adding them to the Horse Amenities field will make searching easier.
- Add “Advance Notice Required – See Remarks” to the Showing Instructions field.
Rationale: ShowingTime displays a black bar when there is any type of restriction which will prevent the showing agent from scheduling; however, having an option for “Advance Notice Required-See Remarks” in the Showing Instructions field in Matrix may be helpful to some Subscribers.
- Define the Main Level Garage field as follows:
Indicates whether the listed property includes a garage, attached or detached, that is “above-grade.” If the listed property does not have a garage at all, or if there is a garage that is “below-grade,” select “No.” The North Carolina Real Estate Commission’s “Residential Square Footage Guidelines” defines “Above-Grade” as space on any level of a dwelling which has living area and no earth adjacent to any exterior wall on that level. “Below-Grade” is space on any level which has living area, is accessible by interior stairs, and has earth adjacent to any exterior wall on that level.
Rationale: The Main Level Garage field was added to Matrix in 2016, but a definition for the field was not specified at that time. We have received requests to provide a definition for the field.
- Update the Remarks fields “Help” text, and revise the “Accountability Counts” article as follows:
The Public Remarks field is where text information is entered that may be displayed to the public on customer reports, websites and mobile apps. This is typically information that describes the selling points of the property for sale. Elaborate when "other" is used elsewhere in the listing. Participants and Subscribers are required to submit accurate listing data and required to correct any known errors; read Accountability Counts. Do not include confidential information, agent or seller name, promotional or contact info. Canopy MLS Branding Policy Do not include combination lockbox or security system codes. Canopy MLS Rules and Regulations 1.8
Revised excerpt from Accountability Counts article:
Accountability Counts
Listing agents cannot “disclaim” responsibility for listing accuracy
The Canopy MLS Rules and Regulations requires Participants and Subscribers to submit accurate listing data and are required to correct any known errors (See Sections 1(g) and 1(h)). Additionally, listing agents cannot “disclaim” responsibility for listing accuracy regardless of whether the source of the information was the seller-principal, another real estate professional, tax data, etc., per the North Carolina Real Estate Commission (NCREC).
Neither Canopy MLS nor NCREC prohibits listing agents from inputting listing disclaimers that say, “buyer agent to verify schools and square footage.” Additionally, South Carolina Department of Labor, Licensing and Regulation says disclaimers placed in MLS listings are not a defense.
However, such disclaimers are meaningless because NCREC says listing agents cannot “disclaim” responsibility for listing accuracy, regardless of whether the source of the information was the seller-principal, another real estate professional, tax data, etc.
NOTE: The statement below will be added at the top of the Remarks tab in Add/Edit:
Inputting a listing disclaimer that says, for example, “buyer agent to verify schools and square footage,” in the remarks fields of the listing does not relieve the listing agent from the responsibility to provide accurate listing data and to correct any known errors required by the Canopy MLS Rules and Regulations.
Rationale: The concern is about listings in the MLS that include disclaimers such as “All information provided as a service only and not guaranteed.” There is no rule that prohibits such disclaimers even though they are meaningless.
- Add the following “Off Site” options to currently existing fields, so buyer agents will have the info when they write offers.
Sewer > Septic Installed (Off Site)
Lake/Water Amenities > Boat Slip (Deed) (Off Site)
Lake/Water Amenities > Boat Slip (Lease/License) (Off Site)
Parking Features > Garage (Off Site)
Parking Features > Parking Space(s) (Off Site)
Exterior Features > Storage Unit (Off Site)
Rationale: The 2023 versions of the N.C. Exclusive Right to Sell Listing Agreement and the N.C. Offer to Purchase and Contract have a new checkbox for seller representations related to off-site improvements, “The Property ☐ will ☐will not include an off-site and/or separate septic lot, boat slip, garage, parking space or storage unit.”
- Adopt the RESO Data Dictionary definition for the Subdivision field, “A neighborhood, community complex or builder tract.”
Rationale: Canopy MLS does not accept complaints alleging “incorrect subdivision” regarding neighborhoods or subdivisions without defined boundaries. However, there are concerns about use of older neighborhood names that are NOT subdivisions in the Subdivision field. Adopting the RESO definition for “Subdivision” clarifies that the Subdivision field may also contain the name of a neighborhood or community.
Rationale: The original request was to add grinder pump; however, the MLS Advisory Group discussed there are grinder pumps, ejector pumps and sewage pumps, etc. A grinder pump may not be recommended with a septic system. Most agents are not educated to know the differences. Therefore, Sewage Pump was added without specifying the type.
