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Frequently Asked Questions
What is my user name and password? ...................................................................................................................2
How do I change my password? .............................................................................................................................2
How do I search by listing number?........................................................................................................................2
How do I search by address? ..................................................................................................................................2
How do I view listing history? .................................................................................................................................2
How do I set up a Quick Search template? .............................................................................................................2
How do I set up a view? ..........................................................................................................................................3
How do I change the columns displayed in search results? ...................................................................................3
How do I sort the columns on the search results page? .........................................................................................3
How do I set aside listings for viewing later?..........................................................................................................3
How do I access listings that I have saved to a collection? .....................................................................................3
How do I save a search? .........................................................................................................................................3
How do I enter a listing? .........................................................................................................................................3
How do I add a photo to a listing? ..........................................................................................................................4
How do I attach a virtual tour to a listing? .............................................................................................................4
Why isn’t my virtual tour working? ........................................................................................................................4
Why do I see an error message about required fields when I try to add a listing? ................................................4
How do I change the status of a listing? .................................................................................................................4
Why can’t I extend an expired listing? ....................................................................................................................4
How do I change the expiration date on a pended listing? ....................................................................................4
Why isn’t my listing showing up on My Active Listings? .........................................................................................4
When I print a listing, why does it use two sheets of paper? .................................................................................4
Why is private information showing up on my listing printout? ............................................................................5
How do I run a custom hot sheet? ..........................................................................................................................5
How do I email a listing? .........................................................................................................................................5
How do I set up a subscription email (prospecting event)? ...................................................................................5
How do I modify a subscription? ............................................................................................................................5
What is reverse prospecting? .................................................................................................................................6
Why can’t I send email from Flexmls? ....................................................................................................................6
How do I send an email to everyone in the board? ................................................................................................6
Why isn’t my client receiving my emails? ...............................................................................................................6
How do I add more contact information to my signature? ....................................................................................6
How do I add a personal photo to my profile? .......................................................................................................6
Why doesn't my profile picture appear on reports? ..............................................................................................6
How do I apply a designation to my profile? ..........................................................................................................6
How do I select more than one item in a list? ........................................................................................................7
How do I stop my browser from automatically logging me or another user into Flexmls? ...................................7
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What is my user name and password?
To maintain security, only the MLS office can provide your user name or reset your password.
How do I change my password?
On the menu, click My Profile under Preferences, then click Security. Click Change Password. Enter
your existing password in the Current password field. In the New password field, type your new
password. The password must be between four and eight characters. Type the new password again in
the Confirm new password field. Click Update Password. If you forgot your password, call your MLS
office to have it reset.
How do I search by listing number?
Click MLS # Search under Search on the menu to open the MLS # Search page. Search for multiple
listings by separating the numbers with commas, or search for a range of listing numbers by separating
the numbers with a hyphen (for example, 18-12345-12350). Click Search to view the listings. You can
also start a search by entering an MLS number into the Searches gadget on the dashboard.
How do I search by address?
Click Address Search under Search on the menu. Enter known address information to perform the
search. You can enter a range of house numbers or the exact number, if available. If you are unsure of
the spelling or the exact street name you can use an asterisk (*) as a wildcard character (ex. North*
would return results for north, Northwood, Northstar, etc.). You can search by a status change date
range by typing the dates or using the date picker. You can also narrow the search by including only
your listings, your office’s listings, or your company’s listings. Click Search to display the search results.
How do I view listing history?
On a search results page, click the Detail tab. Select a listing and click the History link on the menu bar
at the top of the listing details pane. Click on the plus sign to expand history events for each MLS
number displayed.
How do I set up a Quick Search template?
You can design your own search templates from the Quick Search Preferences page to make searching
faster. To open the page, click My Quick Searches under Preferences on the menu.
Click New to create a new template. Type a name for the template and select the property types to
include (hold down the control key to select multiple types). Next, select the default view to be used
when viewing results. (Create new views using the My Views page.)
If you are logged on with an office or MLS-level account, you can also make the template inheritable,
which means that it can be used by all members in the office or MLS, depending on your login. You can
also select to print detail group names in front of the details by clicking on the appropriate radio
button. Click Next when you are finished with your selections.
Next, choose the fields to include in the template. Select the fields to use on the left side of the page
(hold down the control key to select multiple fields). Click the Add button below the field list to add the
fields to the Template Layout pane at the right. Highlight fields in the layout pane and change their
positions or remove them using the buttons at the right. When you are satisfied with your selections,
click Save. You can also edit an existing template or remove a template from the My Quick Searches
page.
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How do I set up a view?
To create or change a view, click My Views under Preferences. Click New to create a new view. (To
modify an existing view, choose a view from the list and click Edit.) Next, enter a description for the
view that effectively describes what it will be used for. Enter a report description for the view. The
report description is displayed when you use the Printer Friendly/Print Page function. You can
make a view inheritable, which allows all logins below your access level to use it. For example, the
office login can set up inheritable views that all the agents in the office can use.
Next, click on the Fields tab to select columns. Click in the Search box to search for a field or begin
typing to narrow the list of fields. Double-click on a field name to select it. You can reorder the fields
using the arrow buttons at the left edge of the Selected Fields list. By default, the first field in the view
will be the column that results are sorted by. Click on the Sort tab to set a different sort order. Click
Save to save the view.
The new view will be displayed in the Available Views list. To see the report title and selected columns
for the view, select it in the list. When logged in as the office or company, click the Give to someone
button to share the view with users in your office or company.
How do I change the columns displayed in search results?
On a search results page, click the View link. On the Edit View page, add or remove columns of
information. To create and save customized views, click My Views under Preferences on the menu.
How do I sort the columns on the search results page?
You can sort search results by clicking on a column header and choosing to sort in ascending or
descending order. You can also create a custom sort by clicking Sort on the List tab of the Search
results page, or by setting up a custom sort when creating a view.
How do I set aside listings for viewing later?
Set aside listings for future viewing by placing them in a listing collection. To create a new collection,
first perform a search and view the results. In the search results, select the listings you want to place in
the collection and click Save. Choose Save Selected As and the Save Selected page will be displayed,
where you can enter a name and save the collection.
How do I access listings that I have saved to a collection?
To access your saved listing collections, click Listing Collections under Search on the menu.
How do I save a search?
From a search results page, click Save. If listings are selected, you can select Save As to save the
selected listings as a collection or click Save Search to save the search criteria. On the Save Search
page, enter a name and description for the search. From this page, you can also set up a subscription
email event.
You can also create a new saved search by clicking Saved Searches under Search on the menu. On the
Saved Search page, click New to create a new search.
How do I enter a listing?
If your login has the necessary permissions, you can add a listing by clicking Add under Add/Change on
the menu. The Add Listing page is divided into tabs. Enter the required information (as denoted by
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bracketed red text) on each tab. Click on the tabs or the Next button to navigate among the tabs.
When all required fields are complete, you can click Add Listing to finish the process. If all required
information is not available, you can click Save Incomplete to save the incomplete listing information
to finish later. A listing is assigned an MLS number when all required information has been entered and
you click Add Listing.
How do I add a photo to a listing?
From the Change Listing page, click Photos to add, edit, remove, or reorder listing photos.
How do I attach a virtual tour to a listing?
On the Change Listing page for the listing, click on Virtual Tour. Click Add Virtual Tour and enter a link
and description. Be sure to include the entire URL (including the http://) or the virtual tour will not
work.
Why isn’t my virtual tour working?
First, try to open the URL outside of Flexmls to see if the tour loads properly. Next, verify the URL on
the Virtual Tours page for the listing. Make sure that the complete address (including the http://) has
been entered. If the tour works outside of Flexmls and the address has been entered properly, check
with your virtual tour provider to ensure that the tour can be embedded in a frame.
Why do I see an error message about required fields when I try to add a
listing?
All fields appearing in bracketed red text are mandatory. You cannot add the listing until all mandatory
fields have been completed. Your MLS determines which fields are mandatory. Fill in the required
information and then click Add Listing.
How do I change the status of a listing?
If your login has the necessary permissions, you can change a listing by clicking Change Listing under
Add/Change on the menu. The Status section of the Change Listing page displays the available options
for status and price changes. Click the appropriate link and enter the required information to make
your changes.
Why can’t I extend an expired listing?
Your MLS sets the policies that govern extension of listings. Contact your MLS office with any questions
regarding policy and regulations.
How do I change the expiration date on a pended listing?
A listing must be active to be extended. If you don’t want to make the listing active temporarily to
change it to a pending status, call your MLS to have it changed.
Why isn’t my listing showing up on My Active Listings?
First, verify that the listing status is Active. Next, make sure that the listing agent on the listing matches
the login name that you are currently using (not an office account, for example).
When I print a listing, why does it use two sheets of paper?
If the page margins are too large, listing reports may not fit on one page. We recommend using the
narrowest margin settings on the web browser. The procedure for changing margins will vary based on
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which browser you are using. In some cases, the length of the information fields on the report or the
design of the report can cause it to print on two pages.
Why is private information showing up on my listing printout?
Your preferences can be set to print private reports as the default. To change this setting, click General
Preferences under Preferences on the menu. Select either the Public version or Private version as the
default for full listing reports. When you are printing a report, make sure that the appropriate version
is selected to be printed.
How do I run a custom hot sheet?
Click Hot Sheet under Daily Functions on the menu, then click Custom Hot Sheet Settings. You can run
two kinds of custom hot sheets: Quick Search Hot Sheets and Saved Search Hot Sheets.
To run a Quick Search Hot Sheet, first select the history events that you want to include from the box
on the left (New Listing, Price Change, etc.). Then choose starting and ending dates. Finally, select
property types and a price range. Then click the Run Quick Search Hot Sheet button.
To run a Saved Search Hot Sheet, first select the history events that you want to include from the box
on the left (New Listing, Price Change, etc.). Then, choose starting and ending dates. Finally, select a
saved search. Then click the Run Saved Search Hot Sheet button.
How do I email a listing?
You can email multiple types of information from the search results page. To email either a printer-
friendly report or the interactive version of the search results page (so that the recipient can navigate
among the tabs), click E-Mail on the search results page. Select the information to include, select
recipients, compose the message, and click the E-Mail button. If you are emailing the printer-friendly
version, click Send Page.
How do I set up a subscription email (prospecting event)?
Use one of the following options to set up an automatic email subscription:
• When saving a search: Enter a contact name and click Save and Add Subscription.
• From the Show My Saved Searches page: First, select a saved search. Then, in the Subscriptions
panel on the right side of the page, click Add a Subscription to open the Edit Subscription page.
• From the Contact Management page: Select the contact to set up the subscription for, then
click on the Searches/Subscriptions tab. Add a saved search to the contact, then click Add a
Subscription to open the Edit Subscription page.
• From the Subscriptions page: Click New. Select a saved search and click OK. Enter the required
information, including the contact, scheduling, and content of the email message. Click Save. To
edit this subscription later, click Subscriptions under Contacts on the menu.
How do I modify a subscription?
Use the Contact Management page to modify a subscription. Click on a contact name, and then click on
the Searches/Subscriptions tab for that contact. Click on a subscription name to make changes to that
subscription.
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What is reverse prospecting?
Reverse prospecting allows you to search for buyers who may be interested in your listings. If a
member has a saved search that matches one of your listings, you will be given that member's contact
information. Only the MLS member name, not their client, will be displayed as a reverse prospecting
match.
Why can’t I send email from Flexmls?
In order to send email from the Flexmls system, a primary email address must be specified in your
profile. Click My Profile under Preferences on the menu, then click My E-Mail Addresses. Click the
New button to enter a new email address. If the email address has already been entered, select it and
click the Edit button. Make sure that Is this your primary e-mail address? is set to Yes and click Next to
save. If you are unable to change your email address, contact your MLS.
How do I send an email to everyone in the board?
The Flexmls email client enables you to send messages to an individual, an entire office, or (if your MLS
allows broadcast email) the entire MLS. To open the email client, click MLS E-mail under Daily
Functions on the menu. Recipients must have an email address entered in their profiles. Your MLS can
disable this feature per user or for the entire MLS membership.
Why isn’t my client receiving my emails?
Verify that the recipient’s address is entered correctly in Contact Management or on the page where
you are composing the email. If the email address is correct, ask the recipient to check their junk mail
folder (sometimes called Spam or Bulk mail) to see if the email was blocked by their email provider.
How do I add more contact information to my signature?
Use the Custom Report Writer to create your own business card with additional information. To open
the Custom Report Writer, click My Reports under Preferences.
How do I add a personal photo to my profile?
To add a photo to your profile, click My Profile under Preferences, then click Personal Photo and Logo
Maintenance. Click New. Select the Photo option and choose the file to upload. Select whether to
resize the photo. We recommend resizing, because the original size of professional photos can be very
large.
Why doesn't my profile picture appear on reports?
Verify that the image type is set to Photo in your profile. Click My Profile under Preferences, then click
Personal Photo and Logo Maintenance. Click on your profile photo and then click Edit to verify the
type. Also verify that the selected report is set to display profile information.
How do I apply a designation to my profile?
Click My Profile under Preferences on the menu, then click My Names. Select your designations. In the
Display Options section of the page, mark the Include Designations check boxes next to the display
options where you want the designations to display. This feature may not apply to all MLSs.
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How do I select more than one item in a list?
To make multiple selections from a list, hold down the Ctrl key (Command on a Mac) while clicking to
select items. To deselect one item when multiple items are selected, hold down the Ctrl (Command)
key and click the item you want to remove.
How do I stop my browser from automatically logging me or another user
into Flexmls?
If your web browser is storing login credentials, you will need to force the browser to prompt for a user
name and password or clear your browser’s passwords.
In Internet Explorer, click the Tools (gear) icon, then click Internet options. On the Security tab, click
the Custom level button. Scroll to the bottom of the security settings. Under User Authentication,
mark the option Prompt for user name and password. Click OK to apply the settings and click OK again
to close Internet Options. You may need to restart the browser for the settings to take effect.
In Firefox, you can remove the login information for each website. Click the tools menu in the top-right
corner of the browser and then click Options. On the Privacy & Security tab, under Logins &
Passwords, click Saved Logins. Scroll through the list until you find an entry for flexmls.com (the exact
address may vary). Select it, and then click Remove (not Remove All).
In Google Chrome, click the tools menu in the top-right corner of the browser and then click Settings.
Under Autofill, click Passwords. Scroll to flexmls.com and select the More (three vertical dots) button
next to the password you want to remove and click Remove.
