user manual - vaultlocks · enter new lockbox information 1. enter serial number of the new lockbox...
TRANSCRIPT
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User Manual
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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
Table of Contents
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Create Account/Login
Create Account/Login
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Sign Up as a New User
Showing Vault Management Center is located at www.showingvault.com
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
Create Account/Login
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Create Account
1. Enter your account information - email 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
Create Account/Login
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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 ofdeclined showing requests in the future.
The Listing Agent for the property determines if license verification is required for anyonerequesting 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
Create Account/Login
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Realtor License Input
1. Enter your license number - all other information will be prepopulated from theprevious screens.
NOTE: Please ensure that your name, address and license number is entered as it islisted on your license registration.
2. Click Verify My Information to initiate the verification process within the system.
Create Account/Login
Create Account/Login
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Verification Successful Message
1. Upon successful agent verification, you will receive a message via text and/or email,stating your information was verified successfully.
2. Click Continue to Dashboard to begin using the ShowingVault system.
Create Account/Login
Create Account/Login
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Initial Log-In
NOTE: Upon system log-in for the first time, you will have access to the "Showing AgentView". Upon being registered as a licensed user, you will have access to the "ListingAgent View", which contains all the menu items required to list and manage yourproperties.
Create Account/Login
Create Account/Login
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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 andVerify button.
Create Account/Login
Create Account/Login
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Select Communication Preferences
1. Upon account creation, you will want to select your preferred methods ofcommunication - check each type of notification desired.
NOTE: It is recommended that multiple methods of communication are selected toensure messages are not missed.
Create Account/Login
Create Account/Login
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Verification Unsuccessful Message
1. Upon unsuccessful agent verification, you will receive a message stating we wereunable 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 onyour 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 onthe following page.
Create Account/Login
Create Account/Login
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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 Verifybutton.
Create Account/Login
Create Account/Login
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Account Setup - Not Verified
1. When creating an account, you will be directed to this screen if you select No whenasked to verify your license information or Skip when your information cannot be verifiedas entered.
Create Account/Login
Create Account/Login
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Password Recovery
Password Recovery
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Forgot your Password?
1. Click Forgot your Password?
Password Recovery
Password Recovery
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Password Reset
1. Enter your account email address.2. Click Send Reset Email
Password Recovery
Password Recovery
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Reset Email Confirmation
1. Reset email sent confirmation
Password Recovery
Password Recovery
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Password Recovery Sent to your email Address
1. Click Change my password
Password Recovery
Password Recovery
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Reset Password
1. Enter your new password.2. Re-enter your new password.3. Click Reset password
Password Recovery
Password Recovery
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Add a New Lockbox
Add a New Lockbox
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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 fortheir listings and lockboxes.
Add a New Lockbox
Add a New Lockbox
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Add New Lockbox
1. Click My eLockboxes2. Click Add New Lockbox
Add a New Lockbox
Add a New Lockbox
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Enter New Lockbox Information
1. Enter serial number of the new lockbox - the adjacent picture displays the locationof the serial number.
2. Enter the physical key number, for future reference - the adjacent picture displaysthe 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
Add a New Lockbox
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Edit Lockboxes
To view your Lockboxes:
1. Click My eLockboxes2. Click Edit Lockboxes3. Your lockboxes are displayed by serial number, name and property they are
assigned to.
Add a New Lockbox
Add a New Lockbox
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Add a Listing
Add a Listing
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Add a Listing
1. Click My Listings2. Click Add a New Listing
Add a Listing
Add a Listing
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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, email address and mobile phone (the
email and mobile phone listed will be used for any requested Homeownercommunications. NOTE: The homeowner field is not required. If a homeownerdoes not want to receive communications, simply leave these fields empty.
4. Multiple homeowners may be added by clicking Add A Homeowner Profile. Thefirst homeowner listed is the primary homeowner and will be responsible forapproving any showing requests. All additional homeowners are designated assecondary 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
Add a Listing
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Step 2 - Showing Request Conditions
Showing Request Conditions will be used to grant access to the listed property, when ashowing request is submitted.
1. Select YES, I want verification if you want to have the real estate agent's licenseverified that it their license is valid when they are requesting a showing to thislisting. This is a security feature which is intended to ensure that the personrequesting a showing is a verified agent.
2. Select NO, I want to manually approve if the Listing Agent / Property Managerwould like to APPROVE each showing request. If selected, the system willautomatically send the showing request details to the approver and await anapproval or denial response. Select YES, I want automatic approval if youprefer NOT approve each showing request.
3. The Homeowner has the same choices for approving showing requests to theirhome.
4. If YES, I want automatic approval is selected, you have the option to receive acourtesy email of the showing request by checking the box.
Add a Listing
Add a Listing
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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, theShowingVault Management Center will generate and send out a message of approval ornon-approval, which includes the access code for the lockbox assigned to the property.
Add a Listing
Add a Listing
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Step 3 - Scheduling and Restricted Times
The showing calendar allows the user to set times in which the property is available forshowing.
1. Restricted times may be set by either clicking on the individual hours of each dayor through Bulk Restrictions, shown below.
NOTE: All restricted times will be shown as unavailable and will not be selectable toanyone when scheduling a showing.
Add a Listing
Add a Listing
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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
Add a Listing
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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 bedisplayed. Select an available eLockbox and click on it.
Upon approval of a Showing Request, the ShowingVault Management Center will sendan approval message to the Showing Agent and include the access code for theeLockbox. If the approval notification message is sent to the ShowingVault free mobileapp, it can transmit the access code via Bluetooth to the eLockbox. With theShowingVault free mobile app, your phone or iPad is your key.
Add a Listing
Add a Listing
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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 sendan approval message to the Showing Agent and include the mechanical combination.
Add a Listing
Add a Listing
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Step 5 - Communication Settings
The Communication Settings are designed to automatically request feedback from theShowing 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
Add a Listing
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Edit Listings - All
1. Edit Listings displays all the Listings under your control. This may include Listingsthat your co-worker has given administrative access to.
2. If you have more Listings than will fit within the window, there is a search functionto find the listing.
3. Once you have found the Listing, click View/Edit4. Listings may be deleted after the property has been sold - click Delete
Add a Listing
Add a Listing
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Edit Listings - Individual
The Listing information may be changed at any time. It is displayed is the same 5 stepsthat 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
Add a Listing
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Dashboard
Dashboard
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Dashboard Layout
1. User Login Name2. Alerts Window3. My Listings Search4. Upcoming Showings on My Listings report5. Cancel Showing button6. My Listings7. Alert Indicator8. Listing/Lockbox Tools for User9. Alert Types with collapsible window
Dashboard
Dashboard
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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 ShowingRequests on your properties and 2 active alerts for properties that you requestedto show. This line may also be expanded or collapsed by using the up/downarrow.
3. Expanding the Showing Requests section, you see the details of the Showingrequest, such as the property, date and time of the request. Click OPEN tonavigate to the Showing Request Approval page.
4. Each Alert may be deleted by clicking on the Red X or it will disappear uponscreen refresh after the requested time has expired.
5. There are multiple ways in which the User is alerted. In this example, the icon forAccess Request is displayed on the specific listing.
NOTE: Listings with active Alerts will be prioritized to the top of the list.
Dashboard
Dashboard
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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
Requests3. 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 haveselected YES, I want to manually approve in the listing setup. If you wish to edit thissetting, you may access the listing under My Listings - Edit Listings and modify thesettings.
Dashboard
Dashboard
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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 orcollapse it.
2. The Open Shackle button will display the 6-digit code, which when entered viakeypad on the lockbox, will open the shackle. If the Open Shackle command isaccessed via the mobile app, the access code will be sent via Bluetooth and theshackle will open. This feature will be used when the lockbox is being installed orremoved from a property.
3. The Open Lockbox button will display the code which will open the lockbox keycompartment. If the Open Lockbox command is accessed via the mobile app, theaccess code will be sent via Bluetooth and the key compartment will open. Thismay be used by the Listing Agents when they are showing their own listings. Theentry data will be stored in history.
Dashboard
Dashboard
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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 personneeding immediate access to the property. This was implemented for the casewhen an agent needs to gain access quickly, for example, they locked the lockboxwithout replacing the house key and now the code is expired.
5. The Request a Showing button is another method an agent can request a showingon behalf of someone else. This request will be subject to the scheduling rules setup for the property. This was implemented for the case when a Showing Agentphones the Listing Agent and requests the Listing Agent to request a showing ontheir behalf. Of course, a request to show a property can also be submitted underthe main menu: Schedule Showings - Request a Showing
NOTE: The ShowingVault Management Center user will have current access codes 24/7for the Open Shackle and Open Lockbox, for each of their registered eLockboxes.
Dashboard
Dashboard
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Request a Showing
Request a Showing
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Main Menu - Schedule Showings
1. Click Schedule Showings2. Click Request a Showing
Request a Showing
Request a Showing
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Search for the Property
1. Enter any information known about the property you wish to show. This can bethe city, address, MLS #, Listing Agent name.
2. Click Search
Request a Showing
Request a Showing
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Search Results
1. All properties matching your search criteria will be displayed. Select the propertyyou 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
Request a Showing
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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 MyAgent Information For This Request and enter the Showing Agent's information.
Request a Showing
Request a Showing
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Select Calendar Times
1. The calendar displays times that are available for a showing request. It alsodisplays times that have been restricted by the homeowner or agent. Restrictedtimes 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 theapprover'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 isrecommended multiple options are selected in order to reduce the likelihood of a conflictor re-schedule.
Request a Showing
Request a Showing
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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 ofcommunication. Please wait for an Approval message to be returned shortly.
Request a Showing
Request a Showing
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Request Submitted
1. Upon submitting a showing request, a message stating your request was sentsuccessfully will be displayed.
2. Your request will be stored in your My Approved Showings folder in a Pendingstatus. The request history can be accessed from the main menu: ScheduleShowings - Showing Request History
NOTE: The ShowingVault Management Center is now communicating with all parties toapprove your request. You will receive a message regarding your request shortly.
Request a Showing
Request a Showing
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Request Tracker
1. The ShowingVault Management Center provides a tracker to display the currentstatus of your showing request. The number of steps needed for approval isdependent upon the way the Listing Agent set-up the rules for the showing of theproperty. 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 nextperson in the approval chain.
Request a Showing
Request a Showing
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Request Approved
1. Once all steps have been approved, the showing request is approved andcommunications sent to all parties to notify them of the approval.
2. The Re-Send Approval Message button will re-send all communications to theShowing Agent, in case the approval email or text messages are deleted and theshowing confirmation is lost.
Request a Showing
Request a Showing
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Access Code
Now that your request show the property has been approved, you will receive anapproval communication via the method you selected when making the initial request.
1. If you are logged into the ShowingVault Management Center web application orusing our free mobile app, you will receive an Alert displaying the details andapproval of your showing request.
2. The system will display your approval until it expires, then it will be stored undershowing request history. These can be accessed through the Alerts Window orthe main menu: Schedule Showings - My Approved Showings and ShowingRequest History
3. Clicking the Approved button will display the unlock code when accessingthrough the web application. If you are accessing this approval through the mobileapp on a Bluetooth compatible device, the access code is transmitted via
Request a Showing
Request a Showing
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Bluetooth to the lockbox and opens the key compartment, when you're ready toenter the property.
4. The displayed unlock code may also be entered on the lockbox keypad manuallyfor 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
Request a Showing
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