The following video will cover adding, editing, and updating listings, as well as uploading photos and floor plans and adding open houses.
This manual provides step-by-step instructions for entering and managing your listings on the OLR platform. Properly entering your listings ensures they receive maximum exposure and are syndicated correctly.
1. Accessing "My Listings"
To begin, log into your OLR account. All listing management functions are located under the "My Listings" tab in the main menu.
2. Choosing the Correct Listing Type
OLR categorizes listings into three primary sections. It is crucial to select the correct category for your property to ensure the data fields are appropriate.
• Apartment Sales: Use this for co-ops and condominiums.
• Apartment Rentals: This section is for any property you are listing for rent.
• Building and Houses for Sale: This category is for properties like an entire townhouse, a single-family home, or a multi-family building with retail space.
Note on Other Listing Types: You may also see options for "Commercial" and "International Properties." These are available for specific clients for whom OLR manages websites and may not be activated for your firm.
3. Initiating a New Listing
A. Navigate to the appropriate category (e.g., Apartment Sales) and click the "Add a Listing" button.
B. Select the type of listing you are adding:
◦ Exclusive Apartment: Choose this if you have a signed exclusive agreement and intend to co-broke the listing with other agents.
◦ Internal Apartment: Use this for listings you want to keep within your firm. This is suitable for non-exclusive listings where you have access, or if you want to post it on a company website powered by OLR.
◦ Buyer Broker/My Sold Listings: This option is primarily for agents to enter past closed transactions (representing the buyer) to display on a company website powered by OLR.
4. Entering the Building and Apartment Information
A. Enter the Building Address: Start typing the building address or name. OLR's system has an extensive database of buildings, and a dropdown menu will appear. Select the correct building from the list.
B. Auto-Populated Data: Once you select a building, OLR automatically populates the listing form with known building data, such as service level and financing information. If you notice any inaccuracies, you can use the "report an inaccuracy" link to notify the OLR support team.
C. Enter the Apartment Number: It is critical to enter the correct apartment number. You will not be able to change the apartment number yourself after submission, as it is used to prevent data duplication. If you make a mistake, you'll need to contact OLR support to have it corrected.
After entering these details, click "Submit" to proceed to the primary listing entry form.
5. Completing the Listing Entry Form
Required fields are highlighted with a red border and must be completed. The required fields may differ if you are an REBNY member.
• Listing Distribution:
◦ Check "OLR" or "OLR/REBNY" for an exclusive listing you want all OLR users to see.
◦ Check "Internal" if the listing should only be visible to you and agents at your firm.
• RLS Permissions are settings that will only affect how your listings are shared with REBNY.
◦ Do not include the listing on IDX, as it will be sent to REBNY; however, it will not be listed on other members' websites as an IDX listing.
◦ Do not include the listing on VOW, as it will be sent to REBNY; however, it will not be listed on other members' websites as a VOW listing.
◦ Participant Only Listing will be transmitted to the REBNY but will not be syndicated to public websites, IDX, or VOW feeds.
◦ RLS Syndication distributes your listings to third party websites (e.g. New York Times). By checking this box your listings will be sent to the RLS but will not syndicated to third party website connected to the RLS.
◦ Opt-Out listings will not be disseminated to the RLS community; instead, they will remain confidential and accessible only to RLS staff. All Owner Opt-Out Listings will be required to be submitted to the RLS with the Owner Opt-Out Authorization Form. Per UCBA Article I Section 5.A.
◦ Hide Address on VOW: Seller wants his/her listing to appear on the Internet and on VOW sites but without disclosure of the property address.
◦ DO not allow comments on VOW: Seller does not wish for any VOW site to have a consumer comment or blog attached to the listing.
◦ Do not include on VOW Automated Valuations: Seller does not wish for any VOW site to post an Automated Valuation (AVM) of the listing.
• Size: Enter the apartment size (e.g., studio, one-bedroom), total rooms, bathroom count, and approximate square footage.
• Web Listing ID / Company URL: For REBNY members, one of these fields will be required. If the listing is published on your company website, you can simply paste the URL here to satisfy the requirement.
• Price: The form adapts based on the building type. It will show fields for "Common Charges" and "Real Estate Tax" for a condo, or "Maintenance" for a co-op. For rentals, it will ask for "Rent".
• Listing Type: This required field defines your agreement with the owner.
◦ Exclusive: A written, exclusive agreement.
◦ Courtesy Listing: A listing that is not your exclusive and is not being co-broked, similar to a For Sale By Owner (FSBO). Listings under this listing type will not be distributed to REBNY. REBNY only accepts "Exclusive",
◦ Ours Alone: A verbal agreement where you are the only brokerage firm with access to show the property. Listings under this listing type will not be distributed to REBNY. REBNY only accepts "Exclusive",
◦ Limited Listing: A verbal agreement where you are one of several firms the owner is working with. Listings under this listing type will not be distributed to REBNY. REBNY only accepts "Exclusive",
◦ Open: Used when dealing directly with a landlord or management company, with no fee-splitting. Listings under this listing type will not be distributed to REBNY. REBNY only accepts "Exclusive",
• Commission: Entering the commission is not required in OLR. If you do enter an amount, it will be displayed. The "Paid by whom" field clarifies who pays the cooperating broker:
◦ Owner Pays: Indicates the owner will pay the buyer's broker's fee.
◦ Collector Own Fee: Indicates the buyer's broker must collect their fee from their buyer, as the owner is not paying it.
◦ Commission will not be shown to cooperating agents on OLR or transmitted to RLS.
• Apartment Access: Add up to three agents and a showing agent to the listing.
• Broker Summary: This is the listing description. Enter your marketing narrative here.
• Display Address: This is a short, 65-character title (e.g., "First Time on Market"). This text will be automatically used as a headline in the OLR Marketing Center.
• Listing Documents: Upload your exclusive agreement or other relevant PDF documents here.
• Rental listings that are set to "Collect Your Own Fee" will be transmitted to the RLS but will not be shared as an IDX or VOW listing.
6. Submitting and Finalizing the Listing
A. Save as Draft: If you are not ready to submit, use the "Save as Draft" button to save your progress and return later.
B. Submit for Preview: When ready, click "Submit" at the bottom of the form. This takes you to a preview page where you can review all the information you entered. The listing is not yet live.
C. Final Submission: If everything on the preview page looks correct, click "Submit" a second time. You will receive a success message with a listing ID number, confirming your listing has been entered.
7. Adding Media (Photos, Floor Plans, Videos)
After successful submission, you will be prompted to add media. You can also access the Media Manager at any time from the "My Listings" page by clicking the camera icon next to your listing.
• Photos: You can upload multiple photos at once. Images must be in JPEG or PNG format and less than 4MB each. After uploading, you can click and drag to reorder them.
• Floor Plan: Upload a floor plan using the same rules as photos.
• Video & Virtual Tours: For videos or 3D walkthroughs (like Matterport), you must host them on a site like YouTube or Vimeo and paste the shared URL into the designated field. You cannot upload video files directly.
8. REBNY RLS Status (For REBNY Members)
If your firm uses OLR as its Listing Management Provider (LMP) for REBNY, you will see an additional "RLS Status" column on your "My Listings" page.
• Pending: The listing has been submitted but has not yet been processed by REBNY.
• Synced: This is the desired status, meaning the listing was successfully transmitted to the RLS and is visible to other brokerage firms.
• Error: This indicates a problem with the listing (e.g., missing data, membership issue). Click on the error message to see an explanation of the issue and how to resolve it.
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