Create Account/Login. Create Account/Login

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1 User Manual

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3 Table of Contents Table of Contents Section 1: Create Account Login Section 2: Password Recovery Section 3: Add a Lockbox Section 4: Add a Listing Section 5: Dashboard - Approve Showing Requests Section 6: Request a Showing Table of Contents

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5 Create Account/Login Create Account/Login

6 Create Account/Login Sign Up as a New User Showing Vault Management Center is located at If you are new to the Showing Vault Management Center: 1. Click Sign Up Today to create your FREE Showing Agent account. Create Account/Login

7 Create Account/Login Create Account 1. Enter your account information - address and create a password. 2. Enter your user information - name and address. 3. Enter your telephone number - mobile is required if you will be using the elockbox Showing Vault mobile app. 4. Click Save & Continue. Create Account/Login

8 Create Account/Login Realtor License Verification A verification of your license is likely to be required in order to show certain properties - Verification during account set-up is recommended in order to avoid the possibility of declined showing requests in the future. The Listing Agent for the property determines if license verification is required for anyone requesting access to the property. The license verification is set-up under My Listings - Edit Listings - View/Edit - Automated Property Scheduling Set-up. 1. Select Yes to enter your license information and initiate the verification process. Create Account/Login

9 Create Account/Login Realtor License Input 1. Enter your license number - all other information will be prepopulated from the previous screens. NOTE: Please ensure that your name, address and license number is entered as it is listed on your license registration. 2. Click Verify My Information to initiate the verification process within the system. Create Account/Login

10 Create Account/Login Verification Successful Message 1. Upon successful agent verification, you will receive a message via text and/or , stating your information was verified successfully. 2. Click Continue to Dashboard to begin using the ShowingVault system. Create Account/Login

11 Create Account/Login Initial Log-In NOTE: Upon system log-in for the first time, you will have access to the "Showing Agent View". Upon being registered as a licensed user, you will have access to the "Listing Agent View", which contains all the menu items required to list and manage your properties. Create Account/Login

12 Create Account/Login My Profile - Display Agent Verification Status - Verified 1. License verification status can be viewed under My Account - My Profile. 2. If you would like to re-verify for any reason, click on the Update Information and Verify button. Create Account/Login

13 Create Account/Login Select Communication Preferences 1. Upon account creation, you will want to select your preferred methods of communication - check each type of notification desired. NOTE: It is recommended that multiple methods of communication are selected to ensure messages are not missed. Create Account/Login

14 Create Account/Login Verification Unsuccessful Message 1. Upon unsuccessful agent verification, you will receive a message stating we were unable to verify your license. 2. You may make corrections to the information submitted and attempt to re-verify. NOTE: Please ensure your name, address and license number are entered as listed on your license. 3. Click Verify My Information to re-submit your license information. 4. Click Skip if you would like to complete your account set-up without agent verification. NOTE: You may re-verify at any time by going to My Account - My Profile, as seen on the following page. Create Account/Login

15 Create Account/Login My Profile - Display Agent Verification Status - Not Verified 1. License verification status can be viewed under My Account - My Profile. 2. If you would like to retry verification, click on the Update Information and Verify button. Create Account/Login

16 Create Account/Login Account Setup - Not Verified 1. When creating an account, you will be directed to this screen if you select No when asked to verify your license information or Skip when your information cannot be verified as entered. Create Account/Login

17 Password Recovery Password Recovery

18 Password Recovery Forgot your Password? 1. Click Forgot your Password? Password Recovery

19 Password Recovery Password Reset 1. Enter your account address. 2. Click Send Reset Password Recovery

20 Password Recovery Reset Confirmation 1. Reset sent confirmation Password Recovery

21 Password Recovery Password Recovery Sent to your Address 1. Click Change my password Password Recovery

22 Password Recovery Reset Password 1. Enter your new password. 2. Re-enter your new password. 3. Click Reset password Password Recovery

23 Add a New Lockbox Add a New Lockbox

24 Add a New Lockbox My Dashboard Upon login, the system will take you to the Dashboard. The Dashboard is the space where an agent can manage their day to day operations for their listings and lockboxes. Add a New Lockbox

25 Add a New Lockbox Add New Lockbox 1. Click My elockboxes 2. Click Add New Lockbox Add a New Lockbox

26 Add a New Lockbox Enter New Lockbox Information 1. Enter serial number of the new lockbox - the adjacent picture displays the location of the serial number. 2. Enter the physical key number, for future reference - the adjacent picture displays the location of the physical key number. 3. Enter a Custom Lockbox name (optional). 4. Enter any notes for the lockbox (optional). 5. Click Save New Lockbox Add a New Lockbox

27 Add a New Lockbox Edit Lockboxes To view your Lockboxes: 1. Click My elockboxes 2. Click Edit Lockboxes 3. Your lockboxes are displayed by serial number, name and property they are assigned to. Add a New Lockbox

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29 Add a Listing Add a Listing

30 Add a Listing Add a Listing 1. Click My Listings 2. Click Add a New Listing Add a Listing

31 Add a Listing Step 1 - Listing and Contact Information The Add a Listing section uses a 5-step setup wizard: 1. Enter the Listing information - MLS #, Address and time zone. 2. A photo may be uploaded which will be displayed on your dashboard and for Showing requests. 3. Enter the Homeowner information - name, address and mobile phone (the and mobile phone listed will be used for any requested Homeowner communications. NOTE: The homeowner field is not required. If a homeowner does not want to receive communications, simply leave these fields empty. 4. Multiple homeowners may be added by clicking Add A Homeowner Profile. The first homeowner listed is the primary homeowner and will be responsible for approving any showing requests. All additional homeowners are designated as secondary and will receive courtesy notifications of approved showings. 5. Verify the Listing Agent information - this will pre-populate from your Profile. 6. Click Next Step Add a Listing

32 Add a Listing Step 2 - Showing Request Conditions Showing Request Conditions will be used to grant access to the listed property, when a showing request is submitted. 1. Select YES, I want verification if you want to have the real estate agent's license verified that it their license is valid when they are requesting a showing to this listing. This is a security feature which is intended to ensure that the person requesting a showing is a verified agent. 2. Select NO, I want to manually approve if the Listing Agent / Property Manager would like to APPROVE each showing request. If selected, the system will automatically send the showing request details to the approver and await an approval or denial response. Select YES, I want automatic approval if you prefer NOT approve each showing request. 3. The Homeowner has the same choices for approving showing requests to their home. 4. If YES, I want automatic approval is selected, you have the option to receive a courtesy of the showing request by checking the box. Add a Listing

33 Add a Listing 5. Once you have setup your Showing Request Conditions, click Next Step. 6. If you would like to go back to a previous step, click Previous Step. NOTE: Once all conditions have been met upon a request to show a property, the ShowingVault Management Center will generate and send out a message of approval or non-approval, which includes the access code for the lockbox assigned to the property. Add a Listing

34 Add a Listing Step 3 - Scheduling and Restricted Times The showing calendar allows the user to set times in which the property is available for showing. 1. Restricted times may be set by either clicking on the individual hours of each day or through Bulk Restrictions, shown below. NOTE: All restricted times will be shown as unavailable and will not be selectable to anyone when scheduling a showing. Add a Listing

35 Add a Listing Step 3a - Bulk Restrictions Bulk Restrictions are used for recurring calendar restrictions. 1. Enter the start and end times for the bulk restriction. 2. Enter the days of the week and select Current Week or All Weeks. 3. Additional Bulk Restrictions are allowed - Click Add Bulk Restrictions and another set of windows will pop-up. 4. Once you have completed the Showing Calendar, click Next Step Add a Listing

36 Add a Listing Step 4 - Lockbox Type This section allows the agent to assign a lockbox to the Listing. 1. Select the lockbox type. 2. If the elockbox is selected, click in the Select an elockbox field. All elockboxes listed in the user's account that are not currently assigned to a property will be displayed. Select an available elockbox and click on it. Upon approval of a Showing Request, the ShowingVault Management Center will send an approval message to the Showing Agent and include the access code for the elockbox. If the approval notification message is sent to the ShowingVault free mobile app, it can transmit the access code via Bluetooth to the elockbox. With the ShowingVault free mobile app, your phone or ipad is your key. Add a Listing

37 Add a Listing Step 4a - Mechanical Lockbox option The ShowingVault Management Center is compatible with mechanical lockboxes too. 1. Select Mechanical Combination lockbox. 2. Enter the Combination Upon approval of a Showing Request, the ShowingVault Management Center will send an approval message to the Showing Agent and include the mechanical combination. Add a Listing

38 Add a Listing Step 5 - Communication Settings The Communication Settings are designed to automatically request feedback from the Showing Agent after the showing. 1. Enter the Feedback request message. 2. Select the frequency of sending the message. 3. Once you have completed the 5-step setup process, click Save Listing Add a Listing

39 Add a Listing Edit Listings - All 1. Edit Listings displays all the Listings under your control. This may include Listings that your co-worker has given administrative access to. 2. If you have more Listings than will fit within the window, there is a search function to find the listing. 3. Once you have found the Listing, click View/Edit 4. Listings may be deleted after the property has been sold - click Delete Add a Listing

40 Add a Listing Edit Listings - Individual The Listing information may be changed at any time. It is displayed is the same 5 steps that were used to enter the information. 1. Step 1 - Listing and Contact Information. 2. Step 2 - Conditions for Showings Requests. 3. Steps 3, 4, and 5 are available as you scroll down the page. 4. Once you have completed your updates, click Save Add a Listing

41 Dashboard Dashboard

42 Dashboard Dashboard Layout 1. User Login Name 2. Alerts Window 3. My Listings Search 4. Upcoming Showings on My Listings report 5. Cancel Showing button 6. My Listings 7. Alert Indicator 8. Listing/Lockbox Tools for User 9. Alert Types with collapsible window Dashboard

43 Dashboard Alerts 1. The Alert Window displays the number of active Alerts currently on your listings. The Alerts Window can be expanded or collapsed by using the up/down arrow. 2. Expanding the Alerts Window, you see that there are 2 active Alerts for Showing Requests on your properties and 2 active alerts for properties that you requested to show. This line may also be expanded or collapsed by using the up/down arrow. 3. Expanding the Showing Requests section, you see the details of the Showing request, such as the property, date and time of the request. Click OPEN to navigate to the Showing Request Approval page. 4. Each Alert may be deleted by clicking on the Red X or it will disappear upon screen refresh after the requested time has expired. 5. There are multiple ways in which the User is alerted. In this example, the icon for Access Request is displayed on the specific listing. NOTE: Listings with active Alerts will be prioritized to the top of the list. Dashboard

44 Dashboard Approving Showing Requests 1. Showing requests can be accessed under the Alerts window. 2. They can also be accessed through the main menu: My Listings - Showing Requests 3. The Showing Requests page will list all showing requests. The approver has the option of Approve Request, request a Reschedule or Deny access. NOTE: If you are being asked to approve a showing request, this is because you have selected YES, I want to manually approve in the listing setup. If you wish to edit this setting, you may access the listing under My Listings - Edit Listings and modify the settings. Dashboard

45 Dashboard Listing/Lockbox Owner Tools Each Listing will have a set of tools available to the user which perform various tasks: 1. The Actions button on the Listing row may expand to access the tool selection or collapse it. 2. The Open Shackle button will display the 6-digit code, which when entered via keypad on the lockbox, will open the shackle. If the Open Shackle command is accessed via the mobile app, the access code will be sent via Bluetooth and the shackle will open. This feature will be used when the lockbox is being installed or removed from a property. 3. The Open Lockbox button will display the code which will open the lockbox key compartment. If the Open Lockbox command is accessed via the mobile app, the access code will be sent via Bluetooth and the key compartment will open. This may be used by the Listing Agents when they are showing their own listings. The entry data will be stored in history. Dashboard

46 Dashboard 4. The Emergency Override button is designed for retrieving an access code quickly. When you click on the Emergency Override button, an access code will be displayed, which is valid for that particular hour and can be provided to the person needing immediate access to the property. This was implemented for the case when an agent needs to gain access quickly, for example, they locked the lockbox without replacing the house key and now the code is expired. 5. The Request a Showing button is another method an agent can request a showing on behalf of someone else. This request will be subject to the scheduling rules set up for the property. This was implemented for the case when a Showing Agent phones the Listing Agent and requests the Listing Agent to request a showing on their behalf. Of course, a request to show a property can also be submitted under the main menu: Schedule Showings - Request a Showing NOTE: The ShowingVault Management Center user will have current access codes 24/7 for the Open Shackle and Open Lockbox, for each of their registered elockboxes. Dashboard

47 Request a Showing Request a Showing

48 Request a Showing Main Menu - Schedule Showings 1. Click Schedule Showings 2. Click Request a Showing Request a Showing

49 Request a Showing Search for the Property 1. Enter any information known about the property you wish to show. This can be the city, address, MLS #, Listing Agent name. 2. Click Search Request a Showing

50 Request a Showing Search Results 1. All properties matching your search criteria will be displayed. Select the property you wish to show from the results and click Request a Showing. NOTE: Entering specific information about the property will return more accurate results. For example, a search using an MLS # would return a single listing. Request a Showing

51 Request a Showing Enter Appointment Details 1. Verify the property selected is the property you wish to show. 2. Your agent information will auto-populate. If you are an assistant or office manager, entering a showing request on behalf of an agent, un-check Use My Agent Information For This Request and enter the Showing Agent's information. Request a Showing

52 Request a Showing Select Calendar Times 1. The calendar displays times that are available for a showing request. It also displays times that have been restricted by the homeowner or agent. Restricted times are displayed as the dark, cross-hatched hours and are not selectable. 2. Select up to 3 available time slots, in order of preference, by clicking on the hour. Selected time slots will be displayed as blue. If the property requires approval for the showing, the times will be listed in the requested order of preference on the approver's communication. 3. Once you have selected 3 times, the calendar blocks further time selections. NOTE: You are not required to select more than one time slot, however, it is recommended multiple options are selected in order to reduce the likelihood of a conflict or re-schedule. Request a Showing

53 Request a Showing Request Showing Time 1. A key is provided to show the different times. 2. Requested times are displayed in order of preference. 3. Once you have confirmed your selections, click Request Showing Time(s) NOTE: A communication message will be sent to your selected method of communication. Please wait for an Approval message to be returned shortly. Request a Showing

54 Request a Showing Request Submitted 1. Upon submitting a showing request, a message stating your request was sent successfully will be displayed. 2. Your request will be stored in your My Approved Showings folder in a Pending status. The request history can be accessed from the main menu: Schedule Showings - Showing Request History NOTE: The ShowingVault Management Center is now communicating with all parties to approve your request. You will receive a message regarding your request shortly. Request a Showing

55 Request a Showing Request Tracker 1. The ShowingVault Management Center provides a tracker to display the current status of your showing request. The number of steps needed for approval is dependent upon the way the Listing Agent set-up the rules for the showing of the property. The status of each step is listed as: In Progress, Pending or Approved. 2. The Send Reminder Message button will re-send the showing request to the next person in the approval chain. Request a Showing

56 Request a Showing Request Approved 1. Once all steps have been approved, the showing request is approved and communications sent to all parties to notify them of the approval. 2. The Re-Send Approval Message button will re-send all communications to the Showing Agent, in case the approval or text messages are deleted and the showing confirmation is lost. Request a Showing

57 Request a Showing Access Code Now that your request show the property has been approved, you will receive an approval communication via the method you selected when making the initial request. 1. If you are logged into the ShowingVault Management Center web application or using our free mobile app, you will receive an Alert displaying the details and approval of your showing request. 2. The system will display your approval until it expires, then it will be stored under showing request history. These can be accessed through the Alerts Window or the main menu: Schedule Showings - My Approved Showings and Showing Request History 3. Clicking the Approved button will display the unlock code when accessing through the web application. If you are accessing this approval through the mobile app on a Bluetooth compatible device, the access code is transmitted via Request a Showing

58 Request a Showing Bluetooth to the lockbox and opens the key compartment, when you're ready to enter the property. 4. The displayed unlock code may also be entered on the lockbox keypad manually for users without the mobile app. Enter the code and press the OPEN button. The key compartment will then open and the access data will be stored to the lockbox history. NOTE: Your access code will fail to open the lockbox after the approved time expires. Be sure that the house key has been replaced in the lockbox prior to the expiration of your appointment. Request a Showing

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