Changing Agent/Office/Team information on Closed listings

When a property closes, we want to make sure that all agents/teams/offices get proper credit for their part in the transaction.

Sometimes users forget to add a Co-Selling Agent or the Team# of an agent involved in the transaction at the time the listing is marked Closed in the MLS.  When that happens, please reach out to SmartMLS so we can adjust the listing accordingly. Adjustments to Team IDs (addition/changes) will be done upon request without confirmation from the List Agent/List Office. Changes to sales agent information will require confirmation from the listing side.

If a listing is missing Agent or Team information, or is closed out with the wrong Sales Agent/Office/Team information, SmartMLS Compliance staff are the only ones who can correct the information.

These changes will not be made over the phone unless the requested change is coming from the listing side. 

Note: in an effort to maintain efficiency and accuracy, we only make corrections over the phone for individual listings, and only in those instances where the list office is requesting the changes. If you have multiple listings that need to be corrected, please email a list of the MLS numbers (along with their respective corrections) to compliance@smartmls.com.

The following flow chart provides a helpful way to visualize this policy:

*If the listing agent denies the request, the sales agent may provide documentation to support the requested change. The Compliance Team will request this if necessary. The listing agent is not required to report any agent who did not take part in the transaction.

Here are a few additional things to remember about making these types of changes:

• If a listing was marked Closed prior to the creation/addition of the sales/co-sales agent's Team# in Connect, we cannot add the Team# to the listing. The Team# can only be attached to any listings that were added to the system after the Team was created/added to Connect. A Team cannot get credit for transactions that were closed prior to the Team existing in Connect.
  
  
• We cannot add an agent to a closed listing if they were not a SmartMLS subscriber at the time of the transaction.
  
  
• We cannot change any Listing Agent/Office or Listing Team information once a listing has been marked as closed because that information has become historical data at that point.
  
  
• We will not make changes to the Sales Agent/Office/Team information on a listing that closed more than 1 year (365 days) from the current date.
  Example: if the current date is January 15, 2023, we will not make changes to a listing that was marked closed on January 14, 2022, since the closing occurred more than 1 year ago.
  
  
• If a Listing Agent does not report the closing of a property within 24 hours, Selling Agents can report it via email to changes@smartmls.com and our staff will close the listing with the provided information after reaching out to the listing side for confirmation. (Exception: Team changes will be made upon request.)