![Ask Technical Terry: SentriSmart™ Codes, Pending Listings, Batteries]()
by RMLS Communication Department | May 12, 2017
Ask Technical Terry is a series RMLS™ aims to offer once a month. RMLS™ subscribers will drive the content—submit any question about RMLS™ to Technical Terry in the comments or by emailing communications@rmls.com. Don’t be shy—we won’t identify you by name.
Hey TT-
Help! I witnessed a fellow REALTOR® giving out a SentriSmart™ lockbox access code to their buyers! I was at a coffee shop and overheard this person on the phone, walking someone through the process of opening a lockbox, including retrieving the lockbox serial number and using a lockbox code. When I approached them about the issue a few minutes later, they said they did not want to drive all the way to the coast to show a vacant condo. Is this OK?
Pensive in the Pearl
As you probably know, this is a major violation of the RMLS™ Rules and Regulations as well as the SentriLock user agreement! This person could face sanctions as high as $2500 and expulsion from RMLS™!
Perhaps you’ve noticed that RMLS™ has run an article on the RMLSweb desktop a few times over the past several months about this kind of issue. Detailing the liability concerns would take far too long, but this type of behavior strikes at the very core of REALTOR® professionalism. When the RMLS™ Board of Directors made the decision to transition to SentriLock, one of the key points considered was the numerous ways to open a lockbox. Unfortunately this enhanced capability has enhanced the potential for misuse as well. This is one example of misuse made possible because of technology.
SentriLock is a REALTOR®-owned company, and as such is keyed into the trends and behaviors of REALTORS® on a national level. SentriLock has developed new reporting capability for administrators (such as the MLS) that allow for GPS correlation between the cell phone using SentriSmart™ to generate an access code and the physical location of the lockbox. If you and your cell phone are in Portland generating a SentriSmart™ access code for a lockbox in Coos Bay, the SentriLock system will flag it. As you can imagine, this technology provides RMLS™ with much more information about this kind of behavior. Please continue to report suspected transgressions to RMLS™, but also be aware that we are watching these reports and responding accordingly.
Technical Terry,
One of my clients called me in a huff this morning. He was getting ready to leave for work when a random REALTOR® entered his house with clients! He and his wife accepted an offer last week and wasn’t expecting to see more strangers inside his home. How can I ensure this client won’t get any more surprises until moving day?
Frustrated in Forest Grove
I understand your frustration! This is another issue RMLS™ hears about with some regularity—REALTORS® entering a listing after an offer has been accepted and the listing is in pending status (PEN) on RMLSweb.
Everyone, listen up: if you enter a property currently in pending status on RMLSweb without the permission of the listing agent or owner, you could face some unpleasant repercussions! This activity is a violation of the RMLS™ Rules and Regulations.
We emphasized this information in our recent blog post about the importance of following showing instructions, but it bears repeating. Before showing a property, check the current status of a listing before entering the property. Apps like RPR Mobile™ and HomeSpotter give you easy access to RMLSweb listing information in the field. Then if a listing is in pending status, do not hold a showing! It doesn’t matter if the listing is vacant or occupied, if it’s pending on RMLSweb, do not enter.
Dear Technical Terry,
The batteries died in my lockbox and I want to replace them. There’s a great sale on CR123A batteries at my local bulk store, but they’re not Panasonic batteries like the front desk staff at RMLS™ have told me they use exclusively. What’s the big deal? Can’t I use these for my lockbox replacement batteries?
Dead Batteries in the Dalles
It’s sad, but true, DBD—not all CR123A batteries are exactly the same. In this case, the Panasonic batteries hold an extra circuit that ensures the batteries maintain a consistent three-volt power supply. SentriLock lockboxes require a constant three volts to function properly, meaning these are the batteries you’ll need to buy for your SentriLock lockbox.
I know it’s tempting to get whatever battery is easily available, but the lockbox will not function as reliably if it’s not getting that constant three volts of juice. It is because of this that SentriLock will not support or warranty any lockboxes with non-Panasonic batteries in them.
RMLS™ recently created a document outlining some of the finer points of SentriLock batteries. We’ve found Batteries Plus Bulbs or BatterySpace.com to be a fair place to purchase these batteries if you want to have extras on hand for that day when you get a low battery notification.
![Ask Technical Terry: SentriSmart™ Codes, Pending Listings, Batteries]()
by RMLS Communication Department | May 12, 2017
Ask Technical Terry is a series RMLS™ aims to offer once a month. RMLS™ subscribers will drive the content—submit any question about RMLS™ to Technical Terry in the comments or by emailing communications@rmls.com. Don’t be shy—we won’t identify you by name.
Hey TT-
Help! I witnessed a fellow REALTOR® giving out a SentriSmart™ lockbox access code to their buyers! I was at a coffee shop and overheard this person on the phone, walking someone through the process of opening a lockbox, including retrieving the lockbox serial number and using a lockbox code. When I approached them about the issue a few minutes later, they said they did not want to drive all the way to the coast to show a vacant condo. Is this OK?
Pensive in the Pearl
As you probably know, this is a major violation of the RMLS™ Rules and Regulations as well as the SentriLock user agreement! This person could face sanctions as high as $2500 and expulsion from RMLS™!
Perhaps you’ve noticed that RMLS™ has run an article on the RMLSweb desktop a few times over the past several months about this kind of issue. Detailing the liability concerns would take far too long, but this type of behavior strikes at the very core of REALTOR® professionalism. When the RMLS™ Board of Directors made the decision to transition to SentriLock, one of the key points considered was the numerous ways to open a lockbox. Unfortunately this enhanced capability has enhanced the potential for misuse as well. This is one example of misuse made possible because of technology.
SentriLock is a REALTOR®-owned company, and as such is keyed into the trends and behaviors of REALTORS® on a national level. SentriLock has developed new reporting capability for administrators (such as the MLS) that allow for GPS correlation between the cell phone using SentriSmart™ to generate an access code and the physical location of the lockbox. If you and your cell phone are in Portland generating a SentriSmart™ access code for a lockbox in Coos Bay, the SentriLock system will flag it. As you can imagine, this technology provides RMLS™ with much more information about this kind of behavior. Please continue to report suspected transgressions to RMLS™, but also be aware that we are watching these reports and responding accordingly.
Technical Terry,
One of my clients called me in a huff this morning. He was getting ready to leave for work when a random REALTOR® entered his house with clients! He and his wife accepted an offer last week and wasn’t expecting to see more strangers inside his home. How can I ensure this client won’t get any more surprises until moving day?
Frustrated in Forest Grove
I understand your frustration! This is another issue RMLS™ hears about with some regularity—REALTORS® entering a listing after an offer has been accepted and the listing is in pending status (PEN) on RMLSweb.
Everyone, listen up: if you enter a property currently in pending status on RMLSweb without the permission of the listing agent or owner, you could face some unpleasant repercussions! This activity is a violation of the RMLS™ Rules and Regulations.
We emphasized this information in our recent blog post about the importance of following showing instructions, but it bears repeating. Before showing a property, check the current status of a listing before entering the property. Apps like RPR Mobile™ and HomeSpotter give you easy access to RMLSweb listing information in the field. Then if a listing is in pending status, do not hold a showing! It doesn’t matter if the listing is vacant or occupied, if it’s pending on RMLSweb, do not enter.
Dear Technical Terry,
The batteries died in my lockbox and I want to replace them. There’s a great sale on CR123A batteries at my local bulk store, but they’re not Panasonic batteries like the front desk staff at RMLS™ have told me they use exclusively. What’s the big deal? Can’t I use these for my lockbox replacement batteries?
Dead Batteries in the Dalles
It’s sad, but true, DBD—not all CR123A batteries are exactly the same. In this case, the Panasonic batteries hold an extra circuit that ensures the batteries maintain a consistent three-volt power supply. SentriLock lockboxes require a constant three volts to function properly, meaning these are the batteries you’ll need to buy for your SentriLock lockbox.
I know it’s tempting to get whatever battery is easily available, but the lockbox will not function as reliably if it’s not getting that constant three volts of juice. It is because of this that SentriLock will not support or warranty any lockboxes with non-Panasonic batteries in them.
RMLS™ recently created a document outlining some of the finer points of SentriLock batteries. We’ve found Batteries Plus Bulbs or BatterySpace.com to be a fair place to purchase these batteries if you want to have extras on hand for that day when you get a low battery notification.
![Ask Technical Terry: SentriSmart™ Codes, Pending Listings, Batteries]()
by RMLS Communication Department | Apr 14, 2017
REALTORS® have a lot of details to juggle in their daily lives, and in a hot real estate market, showing instructions probably aren’t on the top of your priority list. Even so, a hot market means it’s of utmost importance to provide detailed showing instructions if you’re listing a property, or abide by the instructions when showing a property to prospective clients.
Are you doing the best by your clients and your colleagues’ clients? RMLS™ has compiled a list of ways to make sure you’re doing the very best you can regarding showing instructions.
LISTING AGENTS
• Provide thorough showing information in the listing so other subscribers may easily conduct a showing. We understand it’s tempting to get a listing up quickly, thinking you’ll fix it later, but this may set your colleagues and clients up for some unpleasant interactions.
• Think about the hours your lockbox can be opened. Default lockbox hours on RMLS™ SentriLock lockboxes is 8am-9pm Pacific time. Did you change these default hours when the lockbox was on a prior listing? Would you like to customize your lockbox to only be accessible during a different timeframe? You can change lockbox hours yourself or call the RMLS™ Help Desk for assistance.
• Put yourself in the showing agent’s shoes. Double-check the showing instructions are accurate and that an agent showing the property has what they need to follow the instructions. If a listing instructs agents to call the owner first, the homeowner’s phone number should be included on the listing. Showing information may be included in any of the following fields: Private Remarks, Occupied By, Lockbox/Location/Combo, Showing Hours, Showing Instructions (aka Show), Owner/Phone, or Tenant/Phone.
• Do you need to restrict access to a listing? If so, consider using a Call Before Showing (CBS) code to access a lockbox.
• Make your CALL-LA instructions crystal clear. Use the private remarks to clarify if showing agents should make contact for instructions or just leave a message that they will be showing the property.
SHOWING AGENTS
• Check the current listing status to avoid a violation of the RMLS™ Rules and Regulations. Before showing any property, double-check the listing’s current status. If you enter a property in Pending (PEN) status without the permission of the listing agent or owner, you could face unpleasant repercussions! Entering a property in Pending (PEN) status is against the RMLS™ Rules and Regulations (see Sections 5.1 and 7.1)
• Read—and follow—showing instructions. While you’re in RMLSweb checking the listing’s current status, thoroughly review the showing instructions detailed on the listing. RMLS™ regularly receives reports of embarrassing situations, negative feelings, and potential rules violations when subscribers don’t pay close attention to instructions. Instructions or pieces of information could be found in any or all of the following listing fields: Private Remarks, Occupied By, Lockbox/Location/Combo, Showing Hours, Showing Instructions (aka Show), Owner/Phone, or Tenant/Phone.
• Use RPR Mobile™ and HomeSpotter to access listing information in the field. Listing data can be easily accessed in the field via HomeSpotter or RPR Mobile™. If you’re not already using both these apps, they’ll make showings easier, so get to it—find out more about RPR Mobile™ then read about HomeSpotter and download them today!
• Trust your gut. If you arrive at a scheduled showing and something is off—an aggressive pet is loose in the house, minors are home alone, or a band of squatters is camped on the front lawn—consider rescheduling the showing.
EVERYONE
• Know the difference between CALL1ST versus CALL-LA! If a listing says to call first in the showing instructions, call the owner/seller. If there is no answer, leave a message informing them you will be showing their property. If CALL-LA is in the showing instructions, check the remarks for further information and call the listing agent for further instruction before showing the property.
• Don’t enter listed properties in Pending (PEN) status! (Have we mentioned that one yet?) Check the status of the listing as well as the showing instructions just before entering the property, whether or not the property is occupied. It’s a RMLS™ Rules and Regulations violation if you don’t (see Sections 5.1 and 7.1)!
We realize that honest mistakes happen out in the field, but taking more time to be mindful about showing instructions can stop unpleasant situations—with clients or colleagues—before they happen.
![Ask Technical Terry: SentriSmart™ Codes, Pending Listings, Batteries]()
by RMLS Communication Department | Jul 15, 2016
Ask Technical Terry is a series RMLS™ aims to offer once a month. RMLS™ subscribers will drive the content—submit any question about RMLS™ to Technical Terry in the comments or by emailing communications@rmls.com. Don’t be shy—we won’t identify you by name.
Dear Technical Terry:
Today I received an email about my SentriLock lockbox battery being low. What do I do?
Vanessa Volta
Well Vanessa, one of the many advantages of the SentriLock system is that you have the ability to change lockbox batteries yourself. Changing the batteries is as simple as opening the lockbox, removing the battery cover with a Phillips screwdriver, and switching out the two CR123A lithium batteries with a fresh pair.
TIP: One RMLS™ staff member suggests inserting a card in the lockbox before replacing the battery cover. If the box lights up, the batteries are in correctly and you may proceed with confidence.
Not enough power to open the lockbox? If the batteries have completely died, RMLS™ can loan you a “power paddle,” which will provide just enough power to open the lockbox for the purpose of changing the batteries.
Dear Technical Terry…
The person who sold me a lockbox last week suggested replacing the battery every two years to avoid extra work when my lockbox is on a listing and the battery gets low. But I have five lockboxes! How am I supposed to remember when to replace the battery in each one?
June Bugg
It so happens, June, there’s a great tool on the SentriLock website that can help you keep tabs on your lockbox batteries.
Insert your SentriCard® into your card reader and log in to the SentriLock website. Then click on the “My Lockboxes” tab (above).
Locate the lockbox you replaced your batteries in, clicking on the serial number link (above). [Take note of the column that says “Last Battery Replacement.” That’s the information we’re going to update!] Clicking the serial number of the lockbox in question will open the management screen for that particular lockbox.
Locate the battery replacement section of this screen (above). Use the calendar to change the date you replaced the batteries. If you changed the battery on that same day, click “Battery Changed Today” and the field will fill in today’s date. Don’t forget to click the save button at the bottom!
Back on the main screen, view your preferences to confirm you have the SentriLock system set to send low battery notifications.
Click the box if it isn’t already checked, then click the save button.
There you have it! A central location to keep track of when you last changed your SentriLock batteries.
Technical Terry-
In January I visited one of my Pendleton listings and the MESSAGE light came on when I was opening the lockbox. I swear I had just changed the batteries! Does the lockbox go through batteries faster in cold weather or something?
Harry in Hermiston
Your instincts were close, HH. When you’ve inserted your card into a lockbox and the MESSAGE light flashes at you, it usually means the battery is low.
If the battery is less than two years old and you’re in freezing temperatures (say, in Pendleton in January), you might see the MESSAGE light flash then too. Just keep your SentriCard® in the lockbox until the CODE light appears. Then enter your PIN and press ENT. (If you’ve used your SentriCard® to access the lockbox, don’t forget to update it in the card reader as soon as possible afterward!)
If you’re concerned about lengthening the life of your lockbox battery, SentriLock recommends the following:
• Store your lockboxes away from heat sources. Leaving your lockbox on your car’s dashboard in July is not a great idea.
• Remove your SentriCard® from the card slot. Use the SentriCard® to program and potentially access your lockboxes. The SentriCard® should not be stored in a lockbox slot.
• Lock the keypad when the lockbox is not on a listing. Let’s say your lockbox is inside your car and something heavy lands on it—power will be used to activate the keypad. When the lockbox is not in use, why deplete the battery this way? You can lock the keypad manually by inserting your SentriCard®, entering your PIN, then when the READY light displays, press FUNC+6+7+ENT.
• Tweak your default lockbox settings on the SentriLock website. When programming your lockboxes using the SentriLock website, check the box marked Auto Lock Keypad on Shackle Release which appears on the Agent Default Lockbox Settings or Custom Lockbox Settings windows.
Just remember on this last tip, users will need to unlock the keypad before trying to open the box! This can be done by inserting any sort of card—SentriCard®, business card, or driver’s license—into the slot.
I don’t envy you, Harry, doing those January showings in Eastern Oregon. Now you have the knowledge to make sure those batteries can go as far as you’re going for your clients!
![Ask Technical Terry: SentriSmart™ Codes, Pending Listings, Batteries]()
by RMLS Communication Department | Jan 20, 2016
Ask Technical Terry is a series RMLS™ aims to offer once a month. RMLS™ subscribers will drive the content—submit any question about RMLS™ to Technical Terry in the comments or by emailing communications@rmls.com. Don’t be shy—we won’t identify you by name.
Technical Terry,
I’ve heard my fellow REALTORS® talking about access codes for the SentriLock system that they can give to contractors or fellow REALTORS®. I have no idea what they’re saying! Can you explain what they’re talking about?
Sincerely Yours,
Lost in Lockbox Land
Thanks for reaching out to us, Lost. Of course I can explain what they’re talking about!
The SentriLock lockbox system provides a few ways to open a lockbox using codes that you can generate yourself. I’ll explain the codes and who can use each.
First are codes that can be generated by RMLS™ subscribers using the SentriSmart™ app. SentriSmart™ Mobile Access Codes (SMACs) are generated by using the SentriSmart™ app on a smartphone instead of using your SentriCard®. Never give a SMAC to anyone—this is like giving out your SentriCard® and is subject to the same rules and sanctions.
The other type of codes are generated by the owner of a lockbox.
One of these codes is the one day code. These can only be generated by the lockbox owner. The one day code will only work for a limited period of time—one hour from the time the code is initially used to open the lockbox.
A contractor code is used to allow access to someone with whom you and the homeowner have agreed can gain access to the property. This code can also be generated using SentriSmart™, by using the SentriLock website, or by calling SentriLock.
The big difference between using a one day code and a contractor code is that a contractor code can be used any day, over and over, as long as it falls within the access times programmed into the lockbox.
Now you’ve got the concept…how do you generate codes?
One Day Codes
One day codes can be created the following ways:
• using the SentriCard® Utility or the SentriLock website.
• using the SentriLock Card Authorization Renewal System (CARS) by calling (513) 618-5800.
• using SentriSmart™.
• by contacting SentriLock technical support.
Contractor Codes
First, contractor mode must be enabled on your lockbox for contractor codes to work. Lockbox owners are assigned three contractor codes for use, and these codes will work indefinitely as long as contractor mode is active on the lockbox.
When you turn on contractor mode, anyone with the lockbox’s contractor codes can use them to open the key compartment without a SentriCard®.
How to Turn on Contractor Mode
1. Insert your SentriCard® into the lockbox. Wait until the CODE light displays, then press your PIN and Enter.
2. After the READY light comes on, press FUNC + 6 + 1 and Enter. If you would like to turn contractor mode off, enter FUNC + 6 + 0 and Enter.
3. Remove your SentriCard® from the lockbox.
You can use the SentriCard® Utility or SentriLock website to find a lockbox’s contractor codes.
How to Find Your Contractor Codes using the SentriLock Website
1. Use the SentriCard® utility to log in to the SentriLock website. Insert your SentriCard® into the reader attached to your computer. The SentriCard® Utility should display the login window with your SentriLock ID appearing automatically. Type your password in and log in to access the main menu.
2. Click My Lockboxes. On the Lockboxes window, click the serial number of the lockbox.
3. On the Edit Lockbox window, click Default Lockbox Settings or Custom Lockbox Settings.
4. The Contractor Code fields on the Default Lockbox Settings or Custom Lockbox Settings windows will display the contractor codes for the lockbox you selected from the Lockboxes window.
One more (important) thing—your brokerage may have policies about the use of one day and contractor codes. Before you start using either, be aware of your company’s policies!
Have we helped you find your way, Lost in Lockbox Land? If you have trouble with SentriLock lockbox codes or have other questions, SentriLock technical support is the best resource for SentriLock issues. The RMLS™ Help Desk is happy to answer lockbox questions as well.
![Ask Technical Terry: SentriSmart™ Codes, Pending Listings, Batteries]()
by RMLS Communication Department | Sep 11, 2015
Ask Technical Terry is a series RMLS™ aims to offer once a month. RMLS™ subscribers will drive the content—submit any question about RMLS™ to Technical Terry in the comments or by emailing communications@rmls.com. Don’t be shy—we won’t identify you by name.
Hey Technical Terry,
Something still confuses me about SentriLock: why do we have to wait for the buyer’s agent’s SentriCard®, phone, or RAD to find out about showing notifications, rather than the lockbox giving us notifications like the previous RMLS™ lockbox system?
Cheers,
Carl in Coburg
Thanks for the great question, Carl! In order for a lockbox system to send out showing notifications, it must have some form of cellular radio component. Both the SentriLock and Supra systems use similar technology in respect to this functionality: both systems rely on a cellular radio component that is not contained within the lockbox itself, but rather a secondary device. This could be the RAD, using the SentriSmart™ app on your cell phone, or inserting your SentriCard® into the desktop reader connected to a computer. While the perception remains that the Supra system worked differently in this area than the SentriLock system, they are actually quite similar.
Technical Terry—
HELP! I’m desperate to create a watch list of specific MLS numbers to keep my eye on. Is there a way on RMLSweb to save a list of MLS numbers?
Big Barry is Watching
You’ve got the will to do it, and we’ve got the way, Barry.
Keep your eye on a particular group of listings by following these steps:
• Create and run a search on RMLSweb.
• When on the results page, simply ‘check’ the listings you want to save.
• Remove listings that you do not want to save by clicking on the Checked button. This will keep ONLY the listings you’ve checked. (Note: the maximum number of listings you can save in one search is 300.)
• Navigate to the Search menu on the RMLSweb navigation bar and click on MLS #.
• When the MLS Number Search screen appears, click on the Checked IDs button in the middle of the screen. Your MLS numbers will appear in the blue box. Magic!
• Now click on the Save As button and name the group of MLS numbers to save the search. Notice there is a tab that says “Saved” next to the Search Criteria button to access your saved groups of MLS numbers.
• Access the list of saved MLS numbers by going back to the MLS number search option, clicking on the Saved tab, and choosing the list of MLS numbers you wish to search.
We’re happy to help you keep watch on those listings!
