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How To: Broker Loading a Listing

This guide outlines how to add a listing in Matrix™ while meeting all VREB/VIREB compliance deadlines.

Before starting, ensure you have gathered the required documents:

  • Title (dated within 30 days of the effective date)

  • Property Disclosure Statement (PDS)

  • Strata documents (if applicable: bylaws, plan, general index)

  • Signed MLS® Data Input Form

📌 Deadline: Title, PDS, and strata docs must be uploaded within 24 hours of the listing’s effective date

VREB KEY DATES AND REQUIREMENTS

LOADING THE LISTING INTO MATRIX

 

Step 1: Access Listing Management

  • Log in to Matrix™.

  • Navigate to Listing Management.

  • Select Add New Listing.

  • Choose the property type (e.g., Residential).

From here, you can either:

  • Partially Fill the form using an existing record (address, MLS #, or APN), or

  • Start from Scratch with a blank form

Caution: Using a partial fill imports data from a previous agent. If you fail to verify every detail, you may be liable for errors and subject to Board fines. Always cross-check information field by field before submitting.

Step 2: Verify Map Location

  • Confirm the property’s map marker is correctly positioned.

  • Adjust manually or enter geo-coordinates if needed.

Step 3: Enter Listing Details

  • Complete all required and optional fields.

  • Listings start as Incomplete and can be saved for later.

  • Switch status to Active when ready to publish.

  • Use the “Required Fields” filter to confirm all mandatory items are filled

    Matrix™ Listing Input.

📌 Deadline: Listing must be uploaded within 3 business days of the effective date

Step 4: Add Photos

  • Upload property photos.

  • Assign a primary photo (usually exterior).

  • Optionally set a permanent photo for when the property goes off-market.

  • Review AI-generated categories/descriptions if enabled

Step 5: Upload Documents

  • Add description and select the correct document type.

  • Choose privacy setting:

    • Private → internal only

    • Conditional → public while active, private when off-market

    • Public → always visible in portals

📌 Deadline: Required docs must be uploaded within 24 hours

Step 6: Submit & Syndication

  • Submit as Active when all details are complete.

  • Listing goes live in Matrix immediately.

  • REALTOR.ca updates every 15 minutes.

  • Syndication includes partner sites like openhousesvictoria.ca

Step 7: Ongoing Compliance

  • Sales: Report within 3 business days of subject removal.

  • Price/commission changes: Correct within 5 business days (signed contract required).

  • Lockboxes: Remove within 7 days of status change.

  • Re-listings: Same Title may be reused if within 10 days

Caution: Failure to meet these timelines can result in fines. Appeals must be filed within 40 days

If you have any questions or need clarification on any part of the broker loading process, please don’t hesitate to reach out to us for support at service@phre.ca.