Best Practice: Listings, CloudMORE, and ListHub

Objective: provide an overview of the various stops on the Listing Sync Process from when the associate creates a new listing in the MLS to attaching that listing to their closing transaction

Pain Points: 

• I just want to understand how listings get from the MLS to CloudMORE so I can add them to DAs without having to type them in every time.
• How can I find out what’s wrong with the listing sync?
• What’s a listing audit and why do I have to do it every month before transmittal?

Key Resources already in the Knowledge Base

KW Listing Flow and Troubleshooting - an overview of how the system works

ListHub FAQs - our partner in syncing MLS listings with the KW systems

ListHub Exceptions Report - first stop when listings stop syncing

Validating Listings Monthly - part of your transmittal prep

An Overview of the KW Listing System (KWLS including CloudMORE)

The listing system is pretty simple and linear, but since it begins in the MLS (for most market centers), we don’t often feel like we have direct connection to the process. So let’s take a quick look at how listings move from the MLS through to CloudMORE so they are there for MCAs to select when closing the transaction (aka DA).

In the overview training on listings in KW Listing Flow and Troubleshooting, you’ll see the following graphic:

When your market center has a ListHub connector, listings start in this system when your associate posts their listing live in the MLS, and the ListHub connector and KWLS/CloudMORE do the rest.

Unfortunately, for the few market centers whose MLSs do not allow for a ListHub connector, either the associate or the market center must manually enter the listing directly into KWLS (mykw.kw.com > Technology > KWLS).

There are a few circumstances that can prevent an MLS posted listing from starting its journey through this system, and the listing domination of the COVID period really highlighted this. You see, if a listing is posted to the MLS and moves out of Active status before the daily push to ListHub, then the listing cannot be pushed into the ListHub connector and to the KWLS. This meant that those listings that were posted to the MLS direct to contingent or pending status had to be manually entered into CloudMORE to be closed. This is a LisHub limitation, and we want you to be aware of this possibility.

Here are some additional resources on what happens to listings at different stages in the system and where you as MCAs have control over the process:

• Status of Listing in KWLS Changes to Sold when DA is Created in WinMORE
• Transfer a Listing to Another Agent in the KWLS
• KWLS - DA Terminated - Release Listing

The single data point that we get the most questions about is why the KWLS Expiry Date is different from the MLS expiration date. Here are your resources for understanding these date fields:

• KWLS Expiry Date
• Listings Expiring in KWLS - Expire Date Doesn’t Match

Understanding What Happens in/with ListHub

Because there’s one part of this system that KWRI does not own or control - ListHUB - we do provide some great troubleshooting created by our Listing Tech Specialists for our MCAs.

When you think that listings that should be available for closing aren’t, your first step should always be to pull the ListHub Exceptions Report - first stop when listings stop syncing - because this report will tell you which associates are being affected, gives you the specific reason for the disconnect, and leads you to the resolution steps provided in ListHub FAQs - our partner in syncing MLS listings with the KW systems. You - our powerful MCAs - have control over this correction yourselves!

And if you still feel like things aren’t working quite as they should AND there are no exceptions on your ListHUB Exceptions Report, please be sure to send the following so that our Listing Tech Specialists can take a look:

• ListHub Exceptions Report
• Name of the Associate (and Team, if applicable)
• Full Property Address of a current Active status listing
• MLS number of that current Active status listing

Validating and Adjusting Listings Taken for Transmittal

Did you know that you have a monthly set of steps to take as part of transmittal prep to make sure your market center’s listings taken are being reported correctly? This is especially important if your market center recognizes associates monthly, quarterly, and/or annually for listings taken because you need to know that the listings are being recorded in the correct month and that you haven’t missed any or counted any more than once.

For these purposes, the Transmittal Checklist includes a series of steps for you (or your operations staff) to take as part of transmittal preparation - before you transmit:

• Validate Listings Taken Metrics (US/CAN)
• Edit a Listing in CloudMORE Listings - if you need to edit a detail of an open listing
• Listings Taken Adjustment in CloudMORE Listings - if you need to remove a closed listing or have a duplicate listing or need to add a listing back into inventory - this can only be completed for the current period; listings cannot be adjusted once the new taken listings are transmitted

Throughout the month, you’ll want to keep up with your associates’ active listings. The Listing Inventory Reports in CloudMORE Listings is a great report to help you audit your Projected Closing report - see who’s closed (not on the list anymore) and should be turning in final paperwork to get paid soon. Here’s a breakdown of how the CloudMORE Listings Taken vs Listing Inventory reports are different and why they show different data.

And here are a few more helpful guides to make sure you are finding what’s there before you create new entries:

• Can’t Find a Listing in CloudMORE Listings - here’s what to do 
• Search CloudMORE in Detail - there are lots of ways to search for listings before you manually create one
• Need to Create a Listing in CloudMORE Listings - a step-by-step, but make sure you definitely don’t have it first to prevent needing a Listings Taken Adjustment (above)
• Listing Validation Error - make sure you’ve entered all of the required information just right when you are manually entering a listing into CloudMORE

With so many resources about listings at your fingertips, we encourage you to timeblock to review the Knowledge Base and become even more familiar with the KW Listing System so that you can assist your associates knowledgeably, quickly, and efficiently.