ADMIN / ASSISTANT GUIDE

Are you an Agent or Broker that needs an assistant for tasks that require access to Flexmls?

Agents and brokers often have assistants and staff members helping with tasks that require access to Flexmls. In many cases the person assisting already has a Flexmls account of their own and simply needs their Admin permission levels adjusted. If not, then an Office Staff account can be created for them. The processes for both are outlined below. Only brokers have the ability to request and manage these types of accounts. They can do so on behalf of agents.

ADDING ADMIN PERMISSIONS TO AN AGENT ACCOUNT

Agents who already have an ARMLS subscription can be granted the ability to add and change listings in Flexmls for anyone in their office or company and can also impersonate (previously called super-using) specified agents.

Add Agent Permissions

Step 1: Log in to ATLAS and select Staff Permissions under Office in the menu.

Screenshot of Staff Permissions in Atlas

Step 2: Search for the Flexmls account you want to add permissions to by typing the person’s name or MLS ID into the Search by Subscriber field.

The Subscriber search dialogue box

Step 3: You’ll see a menu displaying the various permission levels.

Screenshot of Listing Permissions for Office in atlas

Step 4: Adjust the Listing Permissions setting as needed. The blue question mark icons contain help text to guide you through each of the three options available.

You can also grant Impersonation Permissions (sometimes called super-using), enabling the person to work in Flexmls on behalf of another or multiple subscribers. They will be able to edit listings and perform other functions such as saving searches and managing contacts.

Screenshot of impersonations in Atlas

Step 5: When done, click the Save button.

Step 6: A green confirmation will appear briefly at the top right of your screen indicating that the change is now in effect. There is no wait time. The change will be immediate. An email will be sent to the agent/admin notifying them of the changes made to their account

There is no cost to add agent permissions to an existing Flexmls account.

CREATING AN OFFICE STAFF ACCOUNT

To obtain Admin rights for a staff member who does not already have their own Flexmls account, brokers can submit an application via ATLAS.

Apply for an Office Staff Account

Step 1: Log in to ATLAS and select Manage Staff under Office in the menu.

Screenshot of Manage Staff in Atlas

Step 2: You’ll see your administrative control panel. Click the green Add Staff button at the top of the screen and enter in the required information about the Office Admin you are adding.

Screenshot of the staff member details in atlas

Step 3: Select one of the three options in Support Personnel’s Role:

Agent Level Admin
Permission to work on behalf of a sponsoring agent(s) within the same company.

Office Level Admin
Permission to add/edit listings for anyone within the specified office.

Company Level Admin
Permission to add/edit listings for anyone within the specified company, even if there are multiple offices.

Depending on which option you choose, you’ll be asked to provide additional information.

Screenshot of Support Personal Roles in Atlas

Step 4: Click the View button in the Review Support Personnel Credentialing Requirements section and become familiar with the Admin policy.

Read the details in the Certification of MLS Participant section and click the box below it if in agreement.

View Support Personnel credentialing requirements
Screenshot of the Certification by MLS participant screen

Step 5: Click the blue Submit button.

Please be aware that this starts the review process and does not instantly create an account.

Step 6: You will be notified via email once the review is complete. You can also check the status by going to Manage Staff in the Office section of your ATLAS account.

  • Once the application has been submitted for review the status will show New
  • If the application has been reviewed and declined the status will show Rejected
  • If the application has been reviewed and approved the status will show Approved
Admin approval dashboard screenshot

If the account is approved, both you and the admin will receive an email that includes the username and a payment link. The admin will also receive a separate email containing a temporary password.

Approved accounts do not become active until payment is made.

Screenshot of the emails sent to brokers after admin approval

NOTE: The cost of an Office Staff account is $50 per rolling 90-day period. Accounts can begin any day of the month. If an admin is working for multiple offices under one broker, only one account is needed. These accounts are not transferable.

CHANGING/MANAGING STAFF PERMISSIONS

Brokers can change the staff and agent permission levels at any time via their ATLAS account.

Change Permission Levels

Step 1: Log in to ATLAS and select Staff Permissions under Office in the menu.

Screenshot of Staff Permissions in Atlas

Step 2: Search for the user whose account you wish to modify by typing their name into the Search by Subscriber field.

The Subscriber search dialogue box

Step 3: Adjust the settings as needed. The blue question mark icons contain help text to guide you through each option.

Staff Permission Levels
Screenshot of impersonations in Atlas

Step 4: When done, click the Save button.

Step 5: A green confirmation will appear briefly at the top right of your screen indicating that the change is now in effect. There is no wait time. The change will be immediate.

FAQ

FAQ

Why would someone need an Admin account?

Brokers and agents often have staff members, assistants and others helping with their real estate business. Certain tasks, such as editing listings or sending out subscriptions, require access to Flexmls. If the person providing assistance does not already have an account, one would need to be created. If they already have an account, their permission levels can be adjusted accordingly.

 

What would cause an application for an Office Staff account to not be approved?

The most common reason is if the person is an agent with an active Flexmls account or already has Admin rights established. Sometimes an application is rejected due to missing or inaccurate information.

 

What if I’m an agent and want to make a request for an Admin account?

Your broker is able to make the request on your behalf via their ATLAS account.

 

Can I just share an existing Flexmls account instead of going through this process?

Sharing MLS credentials is not permitted, so it’s necessary that anyone assisting with tasks within your Flexmls account have their own login information. This helps to protect you, as well as the MLS data.

 

What is the cost of an Admin account?

The cost of an Office Staff account is $50 per rolling 90-day period. Accounts can begin any day of the month. Payment can be made by the admin or the broker.

If an admin is working for multiple offices under one broker, only one account is needed. These accounts are not transferable.
There is no cost to add/change the permission levels of an existing Flexmls account.

 

What rules do I need to know about regarding Admin accounts?

ARMLS Policy 7.4 outlines the guidelines for these accounts. Admins do not necessarily need to be licensed real estate professionals. Marketing assistants, transaction coordinators and photographers are often assigned as admins.